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HubSpot Views Governance Policy

Purpose: To keep HubSpot usable, consistent, and scalable for (currently) approximately 300 users.

  1. Guiding Principles
  • Views are for execution, not analysis.
  • Segments / saved filters / reports are for analysis and ad-hoc slicing.
  • Every shared view must have a clear owner and audience.
  • If something is not used regularly, it should not exist.
  • Governance is enforced by the HQ HubSpot team.

 

  1. View Categories
  2. Global Views (HQ HubSpot team owned)
  • Company-wide, standard operational views.
  • Examples: GLOBAL // 2026-03 // DEALS // All Open Deals by Stage, GLOBAL // 2026-03 // CONTACTS // Leads Unassigned
  • Creation & editing rights: HQ HubSpot team only.
  • Purpose: Source-of-truth operational workflows.
  1. Team Views (Country / Regional)
  • For stable, recurring team workflows.
  • Examples: TEAM CH // 2026-03 // CONTACTS // New Leads to Call, TEAM MEA // 2026-03 // CONTACTS // Re-engage This Quarter.
  • Limits:
    • Maximum 3 shared views per country or regional team.
  • Rules:
    • Creating a new team view requires deleting or consolidating an existing one.
  1. Personal Views
  • For individual, short-term focus only.
  • Examples: PERSONAL // HQ // MRK // 2026-03 // My priorities this week, PERSONAL // CH // Nadine // 2026-03 // My Q1 follow-ups”
  • Limits:
    • Maximum 3 personal views per user.
  • Lifecycle rule:
    • Personal views must not remain active for more than 90 days.
    • After 90 days, they must be deleted or recreated if still genuinely needed.
  • Rules:
    • Personal views are not for team workflows.
    • If you need more than 3, you should use segments, filters, or reports instead.

 

  1. Naming Convention (Mandatory)

All views must follow this format:

  • GLOBAL // [YYYY-MM] // [Object] // [Purpose]
  • TEAM [Country/Hub] // [YYYY-MM] // [Object] // [Purpose]
  • PERSONAL // [Country/Hub] // [YYYY-MM] // [Own name] // [Purpose]

Enforcement:

  • Any view that is not correctly named will be deleted by the HQ HubSpot team without notice.
    This is mandatory and required for scale, clarity, and findability.

 

  1. When to Use What
  • Daily work and execution → Views
  • Targeting, slicing, analysis → Segments / Saved Filters / Reports
  • Management and leadership tracking → Dashboards

If a view is not used at least weekly by a defined audience, it should be deleted.

 

  1. Ownership and Review
  • Quarterly hygiene review by the HQ HubSpot team:
    • Delete unused or non-compliant views
    • Enforce limits, naming standards, and the 90-day personal view rule
  • Views without a clear business purpose will be deleted.

 

  1. Access and Enforcement
  • All users may create personal views (within the limit of 3 and the 90-day rule).

 

HubSpot Views – Do’s and Don’ts

✅ Do

  • Use views for daily execution (e.g. calling, follow-ups, pipeline management).
  • Use segments, saved filters, and reports for analysis and ad-hoc slicing.
  • Follow the naming convention exactly:
    • GLOBAL // [YYYY-MM] // [Object] // [Purpose]
    • TEAM [Country/Hub] // [YYYY-MM] // [Object] // [Purpose]
    • PERSONAL // [Country/Hub] // [YYYY-MM] // [Own name] // [Purpose]
  • Keep within the limits:
    • Maximum 3 personal views per user
    • Maximum 3 shared views per country or regional team
  • Delete an existing view before creating a new view.
  • Delete or recreate personal views after 90 days if they are still genuinely needed.
  • Expect regular clean-ups by the HQ HubSpot team police duty and keep your views compliant.

 

❌ Don’t

  • Don’t use views for analysis or one-off investigations — use segments or reports/dashboards instead.
  • Don’t create more than 3 personal views under any circumstances.
  • Don’t create “just in case” or rarely used views — if it is not used weekly, it should not exist.
  • Don’t create shared team views without a clear business purpose.
  • Don’t ignore the naming convention — incorrectly named views will be deleted by the HQ HubSpot team.
  • Don’t let personal views live forever — anything older than 90 days must be removed or rebuilt.
  • Don’t duplicate existing Global or Team views — request changes instead.

 

In short: Views are for doing. Segments and reports are for thinking. Limits and naming are not optional.