CRM Data Grader Overview

CRM Data Grader

In the beginning, you simply collect data in the CRM. Perhaps there just isn’t enough data collected to worry about the processes and tasks associated with managing it. But over time, as CRM data grows and becomes more complicated, it necessitates a higher level of focus and planning around how to organize, cleanse, nurture, and generally manage that data — or at least it should.

The goal of the CRM Data Grader is to help teams learn about best practices related to data and to pinpoint issues that need to be fixed.

The CRM Data Grader analyzes your CRM for the most common data issues and automatically generates a detailed report with metrics about poorly formatted data, duplicate data, invalid data, low-quality data, incomplete data, and more.


To use CRM Data Grader connect HubSpot on the CRM Data Grader login page.

Then, your database will be analyzed for issues. Once finished, you'll receive your CRM Data Grade, along with more precise details about what kind of issues exist in your database.

If you are an Insycle subscriber, you can then select a specific issue and Insycle will open with the correct module and template loaded for fixing it.

How to Install the CRM Data Grader

Install CRM Data Grader with just a click. It's instant, no setup or manual steps are required. It's also completely free so a credit card is not needed.

You can install the CRM Data Grader from the App Store of your CRM, or use the Insycle login page:

After you approve access, you'll be logged in automatically.

For guidance on setup and troubleshooting see the CRM Data Grader Setup Guide.

CRM Data Grade

The overall CRM Data Grade is the percentage of records that do not have any data issues.

For example, if there are 100,000 records in your database (Contacts, Companies, Deals) and the CRM Data Grade is 84% it means that 84,000 records do not have any data issues. It also means that 16% of the records, the remaining 16,000, do have one or more data issues.

The same record is counted only once, even if it has more than one data issue.

For simplicity, we call records with no data issues "good" records and records with one or more data issues "bad" records.

crm data grade


"Bad" Records by Type

This view shows a breakdown by record type of the number of records that have one or more data issues from any category. The same record is counted only once, even if it has more than one data issue.

For example, in the table below, 83 Contacts out of the total 788 Contacts have one or more issues.

83% Contacts are about 11% of the total 788 Contacts, therefore the red portion takes about 11% of the bar, and the green portion takes about 89% of the bar.

bad records by type


"Bad" Records by Category

This view shows a breakdown of the issues, grouped by category.

Within a category, the same record is counted only once. However, when a record falls under more than one category, it's counted in each relevant category.

For example, record ID 12345678 might be poorly formatted, have a duplicate record, and miss key fields. In that case, that record would be counted in all three relevant categories:

  • Duplicate Data
  • Poorly Formatted Data
  • Incomplete Data
bad records by category


"Bad" Records by Issue

For additional details on each category and to see the exact data issues, click a category to expand the view.

In the detailed view, the count shows the number of records affected by that issue.

If a record falls under more than one issue, it's counted in each relevant issue. However, on the category summary level, the same record is counted only once.

For example, in the Duplicate Data category below, the are four different issues:

  • Duplicate Contacts by Name and Company Name: 46
  • Duplicate Contacts with similar address and first name: 39
  • Duplicate Contacts with the same phone number: 37
  • Duplicate Contacts with the same name and email domain: 35

The net affected number of Contacts records with Duplicate Data issues is 47, which means that some of the records fall under more than one issue. The same Contact might match duplicate Contact by both Name, Company Name, phone number, and email domain, like the example in the table below.

Record ID



Company Name



Britany Calvert


(212) 123-4567


Britany Calvert

Acme, Inc.



Britany Calvert

ACME Incorporated



breadown of issues


Share Your CRM Data Grade

Share the grade and report with your team and colleagues, to help them learn about issues that affect your sales and marketing efforts.

Click the "Share" button on the top menu bar and enter team members' email addresses. When you enter an email address, press Enter for it to become a bubble.



Preview Insycle Data Management

Insycle Data Management is a single tool for all your data management needs, seamlessly integrated into the CRM with just a click. Deduplicate. Import. Format. Standardize. Cleanse, and more.

You can preview Insycle instantly to learn how it works. However, the Preview doesn't show any data, to review the affected records sign up for the free trial.

Suggestions and Feedback

Did you want to see other metrics in the CRM Data Grader? Do you have suggestions or comments?

Share your thoughts and feedback using this form.

Frequently Asked Questions

How much does it cost to install or use the CRM Data Grader?

The CRM Data Grader is completely free.

What happens with my CRM data?

After the CRM Data Grade completes analyzing your data, it removes all your CRM data from the Insycle infrastructure automatically. Only the CRM Data Grade metrics are retained in the Insycle database.

How can I add more users?

To invite your team or add more users, click the "SHARE" button from within the app.

Can I install the CRM Data Grader on my phone?

Yes, the CRM Data Grader is mobile-friendly. You can install it on the phone in the same way.


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