Tracking non-conformities and corrective actions in HubSpot

Close the overdue actions, missing owner, and lost trail gaps.

Three corrective-action problems HubSpot solves

A non-conformity gets raised in a meeting, then lives in someone's notes. With no record and no owner, the corrective action quietly never happens.

Actions have due dates that no one watches. By the time management review notices an overdue corrective action, the audit window has already opened.

A closed action leaves no trail. When the auditor asks how you fixed a finding from last year, the evidence is an email someone half remembers.

Why does a non-conformity vanish after the meeting that raised it?

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A non-conformity becomes a record the moment it is raised, with a source, an owner, and a due date. So when it leaves the meeting it lands somewhere accountable, not in a notebook. The action has a home before anyone forgets it existed.
The corrective action links back to the non-conformity that triggered it. The cause, the fix, and the verification sit on one connected trail. When you review effectiveness, you read the chain rather than reconstruct it.
Nothing depends on the person who spotted the problem also remembering to chase it. The record carries the obligation. The finding survives the meeting that raised it.

Why does an overdue corrective action go unnoticed until audit?

A workflow watches the due date so a person does not have to. As an action approaches its date the owner is reminded; once it passes, it is flagged. The weekly sweep we run on our own system reads the register and surfaces what is going overdue.
The sweep surfaces; it does not decide. It tells a human which actions are slipping and which non-conformities are still open. Whether a finding is closed remains a judgement someone makes and records, not something automation asserts.
Overdue work becomes visible weekly instead of annually. Management review walks in to a current picture rather than a backlog. The audit stops being the first time anyone counts the open actions.

Why is a closed finding so hard to evidence a year later?

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Closure is captured on the record: what changed, who verified it, and when. The evidence attaches to the non-conformity rather than scattering across inboxes. A finding from last year reads as a complete entry, not a memory.
Because actions, causes, and verifications are linked, the corrective-action history is queryable. You can show every non-conformity raised, closed, and verified in a period. The auditor sees a register, not a story.
The trail is built as you work, not assembled before the visit. Continuous capture means the evidence is already there. The audit confirms what the record shows.

Name Nasa Group

Great support and full of ideas

We have had a really positive experience working with PYB. We've embarked on a project to overhaul our CRM and combine two sides of the business under one roof for service purposes, and to say it has been a big ask is an understatement. PYB have helped us automate a particular process which in man hours was taking huge amounts of time, and have always had good ideas for developing our current processes and not just sticking with things because it's what we know. Over 12 weeks they have helped us lean in to what the software has to offer, and no doubt over the next few months we'll develop even more sophisticated solutions to help us as a business.

Amy Kightley

Associate Director

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FAQs

How long does it take to set up non-conformity tracking in HubSpot?

Four to six weeks. Weeks one to two model the non-conformity and corrective-action objects and their association, with the properties your management system already uses. Weeks three to four build the workflows for ownership, due-date reminders, and overdue flags. Weeks five to six add the closure and verification fields, the reporting view, and the optional weekly sweep, then train the owners.

Can HubSpot model the relationship between a non-conformity and its corrective actions?

Yes. A non-conformity is one custom object; corrective actions are associated records. One finding can carry several actions, each with its own owner and date, and each retains its link to the cause. The relationship persists through closure, so effectiveness review reads the whole chain. PYB has built corrective-action architectures for clients whose findings previously lived in spreadsheets and meeting notes.

Does this meet ISO 27001 clause 10.2 for nonconformity and corrective action?

It supports the requirements. Clause 10.2 expects you to react to a non-conformity, evaluate the need for action, implement it, and review effectiveness, all recorded. The object holds the reaction, the cause, the action, and the verification, with dates and owners. The workflow keeps actions from going silent. Your internal audit and management review still make the calls; the system keeps the record they rely on.

What HubSpot products does corrective-action tracking need?

Custom Objects, on an Enterprise tier, model the non-conformity and corrective-action records. Workflows for due dates and reminders come with Sales Hub or Service Hub Professional. Operations Hub helps if you want the sweep, or external systems writing findings in automatically. Service Hub suits teams who already run tickets and want findings handled the same way.

Is HubSpot secure enough to hold corrective-action records?

HubSpot holds SOC 2 Type II and ISO 27001 certification. PYB holds ISO 27001, ISO 9001, and ISO 42001, plus HubSpot's data migration and custom integrations accreditations. Corrective-action records often describe security weaknesses, so the place they sit matters. Both the platform and the partner are certified to the standard you are maintaining.