The dashboard
The dashboard summarizes the latest scan, current risk counts, entitlement, completeness, and alert status. A scan can be:
- Queued — waiting for a worker.
- Running — owner and scheduling-page records are being paginated and checked.
- Complete — every enabled data source in that scan finished successfully.
- Partial — a permission, provider limit, or incomplete page prevented a full result.
- Failed — the scan could not produce a reliable result.
Finding types
| Finding | What it means | Typical admin path |
|---|---|---|
| Inactive personal-page organizer | A non-default personal scheduling page references a deactivated organizer. | If HubSpot offers its transfer workflow for that page, transfer it to an eligible active user, verify the public URL, then rescan. |
| Inactive default-page organizer | The user’s default scheduling page references a deactivated owner. | Default pages cannot be transferred. Replace references, disable the old path, or create a new page. |
| Inactive group or round-robin member | A team page still includes a deactivated participant. | Edit the page membership and confirm the remaining team can receive bookings. |
| Team without an active member | No referenced team member is confirmed active. | Add eligible active members or retire the page. |
| Future CRM meeting owned by an inactive user | On Pro, with the meeting feature enabled and required conditional scopes separately authorized, an eligible future HubSpot CRM meeting still has the inactive owner. | An authorized admin selects the exact records and active replacement, then confirms the bulk CRM owner reassignment. |
Finding states
- Open means the last scan found the stale reference.
- Acknowledged records that an admin reviewed it. This is not proof of a fix.
- Verified resolved means a later successful scan no longer found that reference.
Only a scan changes a link finding to verified resolved. The action is deliberately not available as a manual checkbox.
Plan the handoff with a proactive offboarding case
- Select the active user who is expected to leave.
- Select one eligible active replacement as the default.
- Override the replacement for an individual link or, on Pro when the meeting feature is enabled and its required conditional scopes are separately authorized, an individual eligible meeting.
- Review the snapshot and complete each page-specific task in HubSpot.
- Run a verification scan before deactivating the user.
A case becomes ready for deactivation only after a scan confirms that no supported scheduling page still references that user. A default page remains blocking until its organizer reference disappears.
Preserving old booking links
For an eligible non-default scheduling page, HubSpot may offer an administrator-facing transfer workflow. BookableCheck guides that workflow, but cannot perform the transfer or guarantee that the public URL is preserved. Verify the live booking URL in HubSpot before changing external references. HubSpot does not provide BookableCheck with an API to edit or redirect a HubSpot-hosted scheduling URL, and a user's default page cannot be transferred.
When a page must be recreated, save its replacement HTTPS booking URL on the offboarding task, update links in your website, email signatures, campaigns, and templates, then disable the obsolete page. A completed BookableCheck rescan verifies that the deactivated user is no longer referenced; it cannot prove that every external copy of the old URL was updated.
Automate eligible future CRM meeting-owner handoffs
On Pro, when the meeting feature is enabled and its required conditional scopes are separately authorized, BookableCheck inventories minimal eligible future-meeting metadata owned by an inactive user. An authorized admin selects the exact records and an active replacement, then confirms one bulk reassignment. BookableCheck updates the HubSpot CRM owner, removes the former owner from HubSpot's internal attendee list, adds the replacement, verifies each record, and runs a fresh scan of the supported HubSpot state. The admin can also choose to create a separate replacement calendar event for each successfully updated meeting.
Verification scans
Use a verification scan after making changes in HubSpot. A portal can start one at most every five minutes, and only one scan runs at a time. Repeated clicks do not create duplicate work.
Stay ahead with daily monitoring and alerts
Pro portals are checked once each day near 8:00 a.m. in the HubSpot portal’s timezone. This continuing scan is what catches new or worsened supported offboarding risks that could disrupt booking continuity. Subscribed admins receive email only for new risks, worsened risks, or important scan failures.
The installer is enrolled with an immediate opt-out. Another authorized admin may subscribe only the email address in their signed HubSpot context. Alert emails contain portal-level counts and a link back to HubSpot—not names, page titles, meeting details, or attendees.