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 supported page 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. | Transfer the supported page to an eligible active user in HubSpot, 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. |
| Inactive team-page creator | A team page’s creator is inactive. | HubSpot may require the page to be recreated under an active user. |
| Team without an active member | No referenced team member is confirmed active. | Add eligible active members or retire the page. |
| Unknown user reference | A link contains an identifier BookableCheck cannot match safely. | Review manually. Unknown is never treated as deactivated. |
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.
Create 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 meeting when necessary.
- 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 or inactive team creator remains blocking until its reference disappears.
Existing appointments
BookableCheck inventories minimal future-meeting metadata owned by an inactive user. Select an active replacement and confirm a bulk reassignment to update the HubSpot CRM owner for the affected meeting records. Each record reports success or failure, and a fresh scan verifies the result.
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.
Daily monitoring and alerts
Pro portals are checked once each day near 8:00 a.m. in the HubSpot portal’s timezone. 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.