# CRM fit and trial decision worksheet

By Kashif Rehman | BizThrivers | October 17, 2026
https://bizthrivers.com/resources/crm-fit-questionnaire/

Free to adapt. Use sample values; do not place credentials or customer records in this worksheet.

## Planning decisions

### One process and its success rule
Illustrative: a website enquiry reaches the right account manager with the service requested and source intact. The manager can reply or hand it over. Write the required result before building it.
Your decision: 

### Tools and data that must remain
List the website, calendar or reporting tool you must keep. For each connection, name the fields, direction, trigger and failure owner. Mark untested connections as unknown.
Your decision: 

### Account capacity and working owner
Count the agency/demo environment and separate client environments you actually need. Name the person who will configure the trial and the operator who must use it. Check the intended plan and permissions.
Your decision: 

### Cost ceiling and setup allowance
Record a monthly operating ceiling, expected usage and any AI/add-on charges separately from setup effort. Compare with the cost of the tools that will actually remain. Do not count a cancelled tool until its replacement works.
Your decision: 

### Required gates and decision owner
Name the non-negotiable checks before testing. Example: capture, human handoff, required integration and data exit must work within the agreed budget. Record the decision owner, review date and where evidence will be kept.
Your decision: 

## Observed test record

### 1. Capture the required record
Action: Submit a controlled enquiry through the entry point you intend to keep. Inspect the contact, required fields, source and assigned owner. Repeat once to observe your chosen duplicate-handling rule.
Expected: Required fields and source reach the correct owner. Repeat submission follows the written duplicate rule.
Observed: 
Evidence location: 
Responsible owner / fix: 
Result: Untested / Needs work / Passed

### 2. Make the human handoff usable
Action: Have the operating owner handle a test reply, find its context and take the next action. If follow-up is enabled, observe the stop or handoff behavior you agreed for this workflow.
Expected: The operator sees the reply and context, owns the next action and observes the agreed follow-up behavior.
Observed: 
Evidence location: 
Responsible owner / fix: 
Result: Untested / Needs work / Passed

### 3. Give an exception a destination
Action: Try a controlled enquiry with a missing required detail, then a case outside the normal route. Check who receives it, what the visitor is told and how the team resolves it.
Expected: Each chosen exception has a visible destination, responsible person and recorded next step.
Observed: 
Evidence location: 
Responsible owner / fix: 
Result: Untested / Needs work / Passed

### 4. Prove the connection you must keep
Action: Run one real operation across the required website, calendar or reporting connection using test data. Inspect both systems. Observe a retry or repeat event where safe and relevant; record anything still unknown.
Expected: The required data reaches both intended places. Repeat/failure handling is observed or explicitly unresolved.
Observed: 
Evidence location: 
Responsible owner / fix: 
Result: Untested / Needs work / Passed

### 5. Check capacity and operating cost
Action: Check the intended plan, number of environments, needed access and usage charges against current official details and your account. Write assumptions and setup effort separately from recurring costs.
Expected: Required capacity and access fit the selected plan. Documented recurring costs fit the agreed ceiling.
Observed: 
Evidence location: 
Responsible owner / fix: 
Result: Untested / Needs work / Passed

### 6. Test the data exit you need
Action: Export selected test contacts with the required columns. Open the file and compare fields with your original records. List other data or configuration you would need to move separately.
Expected: The test export contains required contact fields. Missing history, configuration and other exit work are listed.
Observed: 
Evidence location: 
Responsible owner / fix: 
Result: Untested / Needs work / Passed

## Trial decision
Required gates: 
Conclusion: Shortlist / Investigate / Keep current setup
Evidence supporting the conclusion: 
Unresolved requirement / owner / retest: 
Decision owner: 
Review date: 

## Sources checked October 17, 2026
https://www.gohighlevel.com/pricing
https://help.gohighlevel.com/support/solutions/articles/48001239875-workflow-settings-overview/
https://help.gohighlevel.com/support/solutions/articles/48001238482-how-to-export-contacts-to-a-csv-in-highlevel

A completed log records your observations. It does not automatically verify the CRM or agent.
Independent HighLevel affiliate: I may earn a commission through referral links on BizThrivers.