Why Your Salesforce Org Needs a Health Check (And How to Get One Free)
Why Your Salesforce Org Needs a Health Check (And How to Get One Free)
You wouldn't skip your annual physical checkup, right? Even if you feel fine, preventive care catches small issues before they become big problems.
Your Salesforce org is no different.
A Salesforce health check is a comprehensive audit of your org's configuration, security, data quality, automation, and user adoption — designed to identify risks, inefficiencies, and missed opportunities.
In this guide, we'll cover what a health check includes, warning signs your org needs one, what you'll get from SaaSkool's free assessment, and how the process works.
What is a Salesforce Health Check?
A Salesforce health check is a systematic review of your Salesforce org across multiple dimensions:
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Security & Access: Are your permissions too broad? Are inactive users still active? Is sensitive data exposed?
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Data Quality: Duplicate records? Incomplete data? Outdated information cluttering your system?
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Automation: Are your workflows efficient or creating bottlenecks? Are there broken automations or redundant processes?
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User Adoption: Are users actually using Salesforce, or working around it? Are they trained properly?
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Technical Debt: Unused fields, objects, and customizations bloating your org? Deprecated features still in use?
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Best Practices: Are you following Salesforce recommended practices for scalability, performance, and governance?
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ROI & Utilization: Are you using features you're paying for? Are there underutilized capabilities that could drive value?
The outcome? A prioritized action plan with quick wins, critical fixes, and long-term optimizations to improve your Salesforce org's health.
What a Health Check Covers
1. Security & Compliance Review
What we assess:
- User access levels and permissions
- Sharing rules and role hierarchies
- Profile and permission set usage
- Inactive user cleanup
- Password policies and MFA enforcement
- Data visibility (who can see what)
- Audit trail and field-level security
What we look for:
- Users with excessive permissions (security risk)
- Inactive users consuming licenses (cost waste)
- Weak password policies (compliance issue)
- Sensitive data exposed to wrong users (privacy risk)
Example finding: "15 users have 'View All Data' permission but only 3 need it. Recommend reducing permissions to minimize risk."
2. Data Quality Assessment
What we assess:
- Duplicate records (contacts, accounts, leads)
- Data completeness (missing required fields)
- Data consistency (formatting, standardization)
- Outdated/stale records
- Data import/export processes
What we look for:
- High duplicate rates (confusing users, skewing reports)
- Incomplete records (missing emails, phone numbers, addresses)
- Inconsistent formatting (NZ vs New Zealand, mobile vs phone)
- Old records never updated (data decay)
Example finding: "22% of contacts are duplicates. Recommend implementing duplicate rules and running a deduplication project."
3. Automation & Workflow Review
What we assess:
- Active workflows, process builders, and flows
- Validation rules and triggers
- Email alerts and task automation
- Approval processes
- Scheduled jobs and batch processes
What we look for:
- Redundant or conflicting automations
- Overly complex workflows creating bottlenecks
- Broken automations (errors in logs)
- Manual processes that could be automated
- Deprecated automation tools still in use (e.g., workflows instead of flows)
Example finding: "3 workflows are creating the same tasks (redundant). Recommend consolidating into a single flow."
4. User Adoption & Training Analysis
What we assess:
- Login frequency and activity levels
- Feature usage (are teams using key features?)
- User complaints or workarounds
- Training materials and documentation
- Mobile app adoption
What we look for:
- Low login rates (users avoiding Salesforce)
- Heavy reliance on workarounds (exporting to Excel)
- Key features unused (e.g., cases, campaigns)
- Lack of training documentation
Example finding: "40% of users haven't logged in for 30+ days. Recommend refresher training and identifying adoption barriers."
5. Technical Debt & Customization Audit
What we assess:
- Custom objects, fields, and apps
- Unused fields and page layouts
- AppExchange package usage
- Code quality (Apex, Visualforce)
- Governor limit consumption
What we look for:
- Unused custom fields bloating page layouts
- Poorly documented customizations
- Deprecated code or packages
- Approaching governor limits (risk of failures)
Example finding: "47 custom fields are unused and can be archived. Simplifying page layouts will improve user experience."
6. Reporting & Analytics Review
What we assess:
- Report and dashboard usage
- Data accuracy in key reports
- Missing reports for critical metrics
- Report folder organization
- Einstein Analytics adoption (if applicable)
What we look for:
- Critical reports with data accuracy issues
- Executives missing key dashboards
- Over-reliance on Excel exports for analysis
- Unorganized report folders (hard to find reports)
Example finding: "Sales team exports data to Excel weekly for pipeline analysis. Recommend building a real-time pipeline dashboard in Salesforce."
7. Integration & API Health
What we assess:
- Active integrations (Xero, Mailchimp, etc.)
- API usage and limits
- Integration error logs
- Data sync frequency and accuracy
What we look for:
- Broken integrations causing data gaps
- API limits being exceeded
- Slow sync times impacting workflows
- Redundant or unused integrations
Example finding: "Xero integration failing intermittently for 2 months. Recommend rebuilding connection and adding monitoring."
8. Release Readiness
What we assess:
- Impact of upcoming Salesforce releases
- Use of deprecated features
- Sandbox usage for testing
- Change management processes
What we look for:
- Features scheduled for retirement still in use
- No sandbox for testing changes (risky)
- No process for testing new Salesforce releases
Example finding: "You're using Process Builder, which will be retired in 2027. Recommend migrating to Flows before EOL."
Warning Signs Your Org Needs a Health Check
Not sure if you need a health check? Here are the telltale signs:
1. Users Complain Salesforce is "Slow" or "Clunky"
Why it matters: Usually signals poor page layout design, too many custom fields, or inefficient automation.
Health check fixes: Streamline page layouts, archive unused fields, optimize automation.
2. You Have Duplicate Records Everywhere
Why it matters: Duplicates confuse users, skew reporting, and waste time.
Health check fixes: Implement duplicate rules, matching rules, and run deduplication.
3. Users Work Around Salesforce (Excel, Email, etc.)
Why it matters: If users prefer Excel over Salesforce, your org isn't configured to match their workflows.
Health check fixes: Identify workflow gaps, build automation, improve usability.
4. You Don't Know What Features You're Paying For
Why it matters: You might be paying for unused licenses or add-ons.
Health check fixes: License audit, feature utilization analysis, cost optimization.
5. Integrations Keep Breaking
Why it matters: Broken integrations cause data gaps, duplicate work, and frustration.
Health check fixes: Integration audit, error log review, rebuild failing connections.
6. Nobody Knows How to Build Reports
Why it matters: Teams export data to Excel because they can't get answers from Salesforce.
Health check fixes: Build custom reports/dashboards, train power users.
7. You Haven't Updated Salesforce in Years
Why it matters: You're missing new features, security patches, and performance improvements.
Health check fixes: Review release notes, test in sandbox, implement beneficial updates.
8. You Don't Have a Sandbox
Why it matters: Making changes in production is risky and can break critical processes.
Health check fixes: Upgrade to edition with sandbox, establish change management process.
9. Salesforce Was Set Up Years Ago, Nobody Knows Why Things Work the Way They Do
Why it matters: Undocumented customizations create technical debt and make changes risky.
Health check fixes: Document current configuration, identify and remove unnecessary complexity.
10. You're Planning a Major Change (Migration, New Features, etc.)
Why it matters: Starting a big project on a shaky foundation causes problems.
Health check fixes: Baseline assessment before project, identify risks early.
What You Get from SaaSkool's Free Salesforce Health Check
SaaSKool offers a complimentary Salesforce health check (valued at NZD $1,500) for NZ and Australian businesses.
What's Included
1. Comprehensive Org Audit (60-90 minutes) Our certified Salesforce experts review your org across all areas listed above.
2. Detailed Health Report (10-15 pages) You'll receive a written report covering:
- Executive summary of findings
- Health score by category (security, data, automation, etc.)
- Critical issues requiring immediate attention
- Quick wins (high-impact, low-effort improvements)
- Long-term optimization opportunities
- Cost-saving recommendations
3. Prioritized Action Plan We categorize findings into:
- Critical: Fix immediately (security risks, broken integrations)
- High: Address within 30 days (data quality, adoption issues)
- Medium: Tackle within 90 days (technical debt, optimizations)
- Low: Nice-to-haves for future consideration
4. 30-Minute Debrief Call We'll walk you through the findings, answer questions, and discuss next steps.
5. No-Obligation Recommendations If you want help implementing the recommendations, we'll provide options (fractional admin, project-based, etc.) — but there's zero pressure. The health check is genuinely free.
What We DON'T Do
To keep the health check fast and free, we don't:
- Rebuild your org (that's a paid engagement)
- Provide line-by-line code review
- Migrate data or implement changes
- Write custom documentation
Think of it as a diagnostic assessment, not a treatment. We identify the issues; you decide if you want our help fixing them.
How the Health Check Process Works
Step 1: Book Your Free Health Check
Click here to book or email us at hello@saaskool.com.
We'll schedule a kickoff call within 2-3 business days.
Step 2: Kickoff Call (15-20 minutes)
We'll discuss:
- Your business and how you use Salesforce
- Key pain points or goals
- Access requirements (read-only admin access to your org)
You'll grant us temporary read-only access (we won't make any changes).
Step 3: Audit & Analysis (3-5 business days)
Our team reviews your org using:
- Salesforce Optimizer (official Salesforce tool)
- Custom analysis scripts for data quality and automation
- Manual review of configurations and customizations
- Best practice benchmarking against Salesforce standards
Step 4: Report Delivery
You'll receive a detailed PDF report via email, covering all findings and recommendations.
Step 5: Debrief Call (30 minutes)
We'll walk through the report together:
- Explain findings in plain language
- Answer questions
- Discuss priorities
- Provide ballpark estimates for fixes (if you ask)
Step 6: Your Choice
After the debrief, you can:
- Implement fixes yourself using our recommendations (free)
- Engage SaaSkool for fractional admin support or project-based fixes
- Engage another partner (we're not precious — we want you to succeed)
- Do nothing (no judgment, sometimes timing isn't right)
Zero pressure, zero obligation.
What Happens After the Health Check?
Option 1: DIY Implementation
Use our report as a roadmap and implement fixes yourself. We're happy to answer occasional questions via email (no charge).
Option 2: Fractional Admin Support
Engage SaaSkool's fractional admin service (10-40 hours/month) to methodically work through the action plan.
Typical timeline:
- Month 1: Critical fixes (security, broken integrations)
- Month 2: Quick wins (data cleanup, workflow optimization)
- Months 3-6: Long-term improvements (automation, reporting, training)
Pricing: From NZD $2,000/month for 10 hours
Learn more about fractional admin →
Option 3: Project-Based Engagement
For larger overhauls, we offer fixed-price projects:
- Data migration and cleanup: NZD $5,000-$15,000
- Automation rebuild: NZD $8,000-$20,000
- Integration fixes: NZD $3,000-$10,000
- Full org optimization: NZD $15,000-$40,000
Real-Life Health Check Success Stories
Case Study 1: NZ E-Commerce Company (25 users)
Problem: Slow Salesforce performance, users frustrated.
Health Check Findings:
- 200+ unused custom fields bloating page layouts
- 12 redundant workflows firing on every record save
- No duplicate management (35% duplicate rate)
Solution:
- Archived unused fields
- Consolidated workflows into 3 efficient flows
- Implemented duplicate rules
Result: 60% faster page loads, user satisfaction increased from 4/10 to 8/10.
Case Study 2: Australian Nonprofit (10 users)
Problem: Data all over the place, hard to report to funders.
Health Check Findings:
- No data validation (inconsistent formats)
- Missing donor history (incomplete migration from old system)
- Grants tracked in Excel, not Salesforce
Solution:
- Built validation rules for data consistency
- Migrated missing donor data
- Set up grant management in Salesforce
Result: Funder reporting time reduced from 2 days to 2 hours per quarter.
Case Study 3: NZ SaaS Startup (15 users)
Problem: Rapid growth, Salesforce becoming unstable.
Health Check Findings:
- Approaching API limits (integration inefficiency)
- No sandbox (testing in production)
- 8 inactive users consuming licenses (NZD $1,200/month waste)
Solution:
- Optimized integrations to reduce API calls by 70%
- Upgraded to edition with sandbox
- Deactivated unused licenses
Result: Saved NZD $14,400/year in license costs, eliminated API errors, safer change management.
Common Questions About Health Checks
Q: How long does a health check take?
A: From booking to report delivery: 5-7 business days. The actual audit is 60-90 minutes of review time.
Q: Do I need to do anything to prepare?
A: Just grant us temporary read-only admin access. No prep work required on your end.
Q: Will you make changes to my org?
A: No. The health check is read-only. We won't modify any data or configurations.
Q: What if I don't want to implement the recommendations?
A: That's fine. The report is yours to keep and use however you like — now or later.
Q: Is this really free?
A: Yes, genuinely free. No credit card required, no obligation. It's our way of demonstrating value before you decide to work with us.
Q: What if I already have a Salesforce admin?
A: Great! The health check can validate their work, provide a second opinion, or identify things they may have missed (happens often with in-house admins who lack external perspective).
Q: How often should I get a health check?
A: We recommend annually, or:
- After major org changes (migrations, integrations, restructures)
- When user adoption drops
- Before major projects
- After periods of rapid growth
Your Next Steps
Don't wait for small issues to become big problems.
A Salesforce health check gives you:
- Peace of mind that your org is secure and optimized
- A roadmap for improvements
- Cost savings from identifying wasted licenses and inefficiencies
- Better user adoption from streamlining workflows
And with SaaSkool, it's completely free with no strings attached.
Get Your Free Salesforce Health Check Today
- Book your health check using the form below or email hello@saaskool.com
- Kickoff call within 2-3 business days
- Receive your report within 5-7 business days
- Decide next steps (DIY, engage us, or do nothing)
Book your free health check now →
Learn about our fractional admin service →
Your Salesforce org is a critical business asset. Treat it like one with regular health checks.
Book your free assessment today — because an ounce of prevention is worth a pound of cure.
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