Common CRM Issues and How To Fix Them!

A CRM is one of the most valuable small business tools money can buy. While platforms like Super Easy CRM are designed to streamline operations, they aren't perfect. No CRM can fully optimize itself to meet your unique needs without some fine-tuning. To get the most out of your system, you'll need to address these common issues that affect CRMs worldwide.

1. Data Loss: Preventing & Recovering Missing CRM Information

Problem: Missing or Deleted Records

Nothing is more terrifying than logging into your CRM and realizing that customer records, sales data, or custom notes are gone. Data loss can occur due to accidental deletions, system sync errors, or even poor backup policies.

Fix: Regular Backups & Audit Logs

- Enable automatic backups: Most CRMs (e.g., Salesforce, SugarCRM, HubSpot) offer scheduled backups—set these up at least daily.

- Use audit logs: Audit logs track data changes, showing who deleted or modified records.

- Check integrations: If you use third-party apps, an update or sync issue could be deleting data. Always test integrations in a sandbox before deployment.

- Role-based access: Limit delete permissions to admins or key users to prevent accidental data loss.

Pro Tip: If your CRM doesn't have a built-in data recovery option, consider using database snapshots or third-party backup tools.

2. Custom Fields: The Hidden Cause of CRM Slowdowns

Problem: CRM Performance Issues Due to Excessive Custom Fields

Custom fields are useful for storing specific business data, but too many can slow down your system. Every field adds complexity to database queries, often resulting in long load times for records and reports.

Fix: Reduce, Consolidate, and Plan Ahead

- Audit your fields: Review your custom fields and remove unused ones.

- Consolidate similar fields: Instead of multiple fields tracking similar data, use a single field with dropdowns or tags.

- Plan for future flexibility: If you might need to store values like 5 or 5.5, use a decimal field instead of an integer.

- Optimize database indexing: Work with your CRM admin or developer to ensure proper indexing of frequently queried fields.

Example: If your CRM has 200+ custom fields per record, it’s time to trim down—each field adds processing overhead, impacting performance.

3. CRM Email Issues: Security, Deliverability & HIPAA Compliance

Problem: Emails Not Sending or Exposing Sensitive Data

CRM email tools are convenient, but they can be risky. Unauthorized access, poor security, or excessive data sharing can create major compliance issues—especially if you handle Protected Health Information (PHI).

Fix: Secure & Monitor Your CRM Email Setup

- Limit data exposure: Don't store HIPAA-protected data in non-compliant systems like HubSpot.

- Review account security: Set up multi-factor authentication (MFA) and review user permissions regularly.

- Check email logs: If emails aren’t sending, your CRM’s email logs can reveal issues with SMTP settings or third-party integrations.

- Use dedicated email servers: Sending bulk emails through a shared CRM server often results in deliverability issues. Use a dedicated SMTP service (e.g., SendGrid, AWS SES) instead.

Pro Tip: Keep an eye on CRM API permissions to ensure email-related integrations aren’t over-sharing customer information.

4. Slow CRM Performance: Queries Taking Forever?

Problem: CRM Running Slow, Taking Too Long to Load Records

A slow CRM means frustrated users and lost productivity. If pages take 5+ seconds to load, it’s time to optimize your system.

Fix: Reduce System Load & Optimize Queries

- Reduce custom fields: Every extra field in your CRM leads to more SQL joins, increasing processing time.

- Optimize reports: If reports are slow, ensure they’re using indexed fields instead of scanning entire databases.

- Review API calls: Limit excessive API requests, especially in large integrations.

- Purge old data: Archive inactive customer records or leads to lighten the database load.

- Server & hosting check: If your CRM is self-hosted, consider upgrading to faster SSD storage or more RAM.

Example: If your CRM has 500+ custom fields and dozens of integrations, reducing just 10 unnecessary fields can dramatically speed up queries.

5. Duplicate Records & Data Integrity Issues

Problem: Multiple Entries for the Same Customer

Duplicate data leads to confusion, wasted time, and inaccurate reporting. Many CRMs struggle with auto-merging duplicates, making this a persistent problem.

Fix: Deduplication & Data Hygiene

- Enable duplicate detection: Most CRMs let you flag duplicate records based on email, phone, or custom fields.

- Run deduplication reports: Regularly clean up data using built-in merge tools.

- Set clear data entry rules: Ensure users input standardized names, phone formats, and email addresses.

- Automate merge logic: Use workflow rules to auto-merge similar records.

Pro Tip: Implement data validation scripts to prevent users from creating nearly identical records.

Need Help with Your CRM? Let's Chat!

CRMs can be game-changers when optimized correctly—but troubleshooting issues like data loss, performance slowdowns, or duplicate records can be overwhelming. If you need help fine-tuning your CRM or want to explore how Super Easy CRM can simplify your business operations, let's connect!

Reach out to me directly on LinkedIn or start a free trial today. Together, we'll make your CRM work smarter, not harder.

Matt Irving is the CEO of Super Easy Tech, LLC.

Matt is the CEO of Super Easy Tech and creator of Super Easy CRM. He is a passionate software engineer, tech blogger, and gamer. Feel free to connect on any of the platforms listed below.

Posted by: Matt Irving on 2/13/2025