Cleanup Forms

Audit and remove unused, test, or deprecated forms from HubSpot. Identifies forms with zero submissions, forms not embedded on any page, and test forms left over from development.

Audit HubSpot forms to remove unused and test forms. Stale forms clutter the forms dashboard and can cause confusion when building workflows or reports.

Prerequisites

• HubSpot API token in .env
• Python with hubspot-api-client installed via uv
• Note: The Forms API may return 403 on some plan tiers. If so, perform the audit manually in the HubSpot UI under Marketing > Forms.

Step-by-Step Instructions

Stage 1: Before — Inventory All Forms

Pull all forms via the API:

python

from hubspot import HubSpot

api_client = HubSpot(access_token=os.getenv("HUBSPOT_API_TOKEN"))
forms = api_client.marketing.forms.forms_api.get_page(limit=100)

For each form, record: form ID, name, type, submission count, created date, last submission date.

Stage 2: Execute — Identify Candidates for Deletion

Flag forms matching any of these criteria:

1. Zero submissions and created more than 30 days ago
2. No recent submissions (last submission 6+ months ago) and not embedded on an active page
3. Test forms (names containing "test", "temp", "draft", "copy of")
4. Deprecated forms replaced by newer versions

Before deleting, check:

• Is the form referenced in any workflow enrollment trigger?
• Is the form embedded on any live landing page or website page?
• Is the form used in any pop-up or slide-in CTA?

Stage 3: After — Delete and Document

1. Delete confirmed unused forms via the API or UI.
2. Document what was deleted in a cleanup log.
3. If a form with submissions is deleted, the submission data is retained on the contact records — but the form definition is gone.

Stage 4: Rollback

• Deleted forms cannot be restored in HubSpot.
• Before deleting a form with any submissions, export the form definition (field names, settings) so it can be recreated.
• Contact records retain their form submission history regardless of form deletion.

Tips

• Establish a naming convention: [TEAM] - Purpose - Version (e.g., [Marketing] - Webinar Registration - v2).
• Prefix deprecated forms with "[DEPRECATED]" instead of deleting immediately — delete after one quarter of no usage.