Health Check
Score your spreadsheet against 40+ data quality checks, then apply one-click fixes for the issues it finds. Free report on every plan.
By Operelio team
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What it does
Health Check scans every cell, column, and cross-column relationship in your file for data quality problems: blanks, bad email formats, encoding errors, suspicious phone numbers, inconsistent date formats, and dozens of other checks. You get a quality score from 0 to 100 and a detailed breakdown of every issue found, grouped by severity.
If you're on Pro, Team, or Agency, you can pick from the auto-fix categories right from the report and download a cleaned file. The original is never modified. Fixes always create a separate file.
How to use it
Upload your file
CSV or Excel. No configuration needed.
Run the scan
Click Run health check. Operelio analyzes your file quickly for typical sizes.
Review the report
See your quality score, severity breakdown, dataset overview, column analysis, and detailed sections for each issue category.
Select fixes (Pro)
On Pro, Team, and Agency, tick the auto-fix categories you want to apply on the report page. The Apply fixes button activates once you've selected at least one.
Resolve email-domain or format ties (if any)
If a company has competing email-domain or name-format choices with no clear majority, pick one for each before applying. If there are no ties, this step is skipped.
Apply and download
Click Apply fixes. Operelio writes a new cleaned file and re-runs Health Check on it so you can see your updated score next to the original. Download the cleaned file or send it straight to CRM Formatter.
Up to three Apply Fixes rounds per Health Check. After three, start a new Health Check on the latest cleaned file to keep going.
When to use it
Health Check is the first thing to run when you're not sure whether a file is ready for a CRM import. Common scenarios:
| Scenario | What Health Check tells you |
|---|---|
| A list from a third party (broker, marketing agency, scrape) | Whether the data is real, whether emails are valid, whether duplicates were already removed. |
| Before pushing to HubSpot or Salesforce | Whether your file will import without errors or create duplicate contacts. |
| After merging multiple files | Whether the merge introduced duplicates or column-format inconsistencies. |
| Monthly data hygiene | How your CRM-ready data quality is trending over time. |
| After a teammate edited the file | Whether changes added or removed issues. |
What it checks for
The scan covers four levels:
| Level | Checks |
|---|---|
| Cell-level | Blank cells; placeholder values (N/A, NULL, TBD, TEST); invalid email format; invalid phone format; invalid URLs; mixed date formats; encoding issues (garbled characters); formula injection; control characters. |
| Column-level | Missing value percentage; email domain consistency; phone format consistency; date format inconsistency; constant columns; truncation detection; numeric outliers. |
| Cross-column | Email domain vs website mismatches; contact name mismatches; phone country code vs country field mismatches; sequential ID gaps. |
| Pattern detection | Postcode format validity (US ZIP, UK, Canada, Australia, Germany); company suffix variants (Inc / Corp / Ltd); country alias variants (US / USA / United States); state alias variants. |
Issue severity
Every issue is tagged High, Medium, or Low so the report can sort the loudest problems to the top.
| Severity | What it means | Examples |
|---|---|---|
| High | Will cause problems in a CRM import. Fix before importing. | Invalid emails, encoding errors, formula injection prefixes (=, +, -, @), exact duplicate rows, very likely duplicates at 90%+ similarity. |
| Medium | Inconsistencies worth reviewing. | Mixed date formats, mixed casing, malformed phone numbers, possible duplicates in the 80–89% similarity band, encoding issues that may render strangely. |
| Low | Minor formatting noise. | Placeholder values to clear, leading or trailing whitespace, potential duplicates in the 75–79% similarity band, uncommon-but-consistent formatting (underscores instead of spaces in names). |
Whole-row issues (duplicate row, empty row) suppress per-cell issues for that row in the report. The noise from individual cells is hidden so you can see the real problem.
Quality score
The quality score is a single number from 0 to 100 that summarizes your file's overall data quality. A clean file with no issues scores 100. The score drops based on the severity, breadth, and consistency of issues found.
80 or above means ready to import.
60 to 79 means worth reviewing before you push to CRM.
Below 60 means fix the data first. There are enough problems that a clean import is unlikely.
The score gives you a quick way to compare data quality across files, track improvement after applying fixes, and decide whether a file is ready to send to a teammate or to a CRM.
The colored ring around the score interpolates between green (clean), orange (in-between), and red (poor). The color softens slightly near the band edges so a score of 80 visibly carries some orange to signal it's barely passing.
The auto-fix categories (Pro)
On Pro, Team, and Agency plans you can select the fixes you want right on the report page, then click Apply fixes to generate a cleaned file:
| Fix | What it does |
|---|---|
| Remove exact duplicates | Drops rows that are identical after baseline normalization: case, whitespace, gmail dot-folding on emails, country-code stripping on phones, and company-suffix folding. "Westmarch Ltd" and "Westmarch INC " are treated as the same row. |
| Remove similar rows (90%+) | Drops rows that are 90% or more similar across identity columns. Conservative. |
| Remove similar rows (85–89%) | Drops rows that are 85–89% similar. Wider band, useful when you trust your dedup judgment. Rows at 75–84% similarity are flagged in the report but kept for manual review. |
| Remove duplicate phone rows | Drops later occurrences of phone numbers that are also row-level duplicates. Doesn't remove rows that share only a phone (assistants, family members, shared lines). |
| Trim whitespace | Strips leading and trailing spaces from every cell. Internal double spaces and hidden characters are kept and surfaced for manual review. |
| Remove placeholders | Clears cells with N/A, NULL, TBD, TEST, None, etc. |
| Strip formula prefixes | Removes leading =, +, -, @ characters that could trigger formula execution on import. |
| Fix encoding (mojibake) | Repairs broken characters from a wrong encoding (e.g. é ' ). |
| Standardize casing | Applies consistent title case to name and company columns flagged for inconsistent casing. |
| Standardize dates | Converts every date format to YYYY-MM-DD. |
| Standardize phone formats | Normalizes phone numbers to one consistent format: digits with an optional leading +, with extensions (x123, ext. 22) dropped. A leading 00 international prefix becomes +. |
| Standardize country/state names | Maps US, USA, United States to one canonical spelling per column. Same for UK / GB / United Kingdom, etc. |
| Standardize similar company names | Maps Westmarch Ltd, WESTMARCH LTD, Westmarch Ltd. to one canonical spelling per group. |
| Standardize email domains | When a single company has rows with mixed email domains, picks the majority and rewrites the rest. Ties prompt you to choose. |
| Standardize email name formats | When a single company has mixed email formats (john.smith@ vs jsmith@), rewrites every row to the majority format. Ties prompt you to choose. |
| Remove disposable-email rows | Drops rows whose email uses a known throwaway/disposable domain (mailinator, 10-minute-mail services, and the like). |
| Remove blank rows | Drops rows where every cell is empty. |
| Remove mostly-empty columns | Drops columns that are empty or barely filled. You choose whether to remove only the completely empty ones, the sparse ones too, or leave them. |
Apply Fixes flow
Apply Fixes is a separate Pro+ job spawned from the Health Check report. Each round costs one additional job and re-runs Health Check on the cleaned output so the new score sits next to the original.
The chain cap is three rounds. Most files reach a clean state in one or two passes; the cap exists because an unbounded chain risks compounding small errors. After three rounds, click "Start a new health check" on the latest cleaned file to keep iterating.
Each round generates a new file, so you always have a paper trail of what changed. Older rounds remain in your job history within your plan's retention window.
Output file
The Health Check output is your original data with an extra Issues column prepended. Each row's issues are listed in that column so you can filter and sort by them.
On Free, the report is CSV only. The Issues column lists every problem found.
On Pro, Team, and Agency, you can choose CSV or annotated Excel. The Excel report colors the text in each row by its highest-severity issue: red for high, amber for medium, green for low.
Apply Fixes always returns the cleaned file in the same format you uploaded. CSV in, CSV out; Excel in, Excel out.
Filename pattern: your_filename_health_check.csv for the report, your_filename_fixed_health_check.csv for the Apply Fixes output.
Plans and limits
Health Check is fully free on every plan; Apply Fixes and annotated Excel are Pro features.
| Feature | Free | Pro ($39/mo) | Team ($99/mo) | Agency ($299/mo) |
|---|---|---|---|---|
| Health Check report | Yes (counts as a job) | Yes | Yes | Yes |
| Row limit | 2,000 | 50,000 | 75,000 | 150,000 |
| File size | 2 MB | 25 MB | 35 MB | 100 MB |
| Output format | CSV only | CSV + annotated Excel | CSV + annotated Excel | CSV + annotated Excel |
| Apply Fixes | No | Yes (counts as a separate job) | Yes (counts as a separate job) | Yes (counts as a separate job) |
| Apply Fixes chain cap | Not applicable | 3 rounds per Health Check | 3 rounds per Health Check | 3 rounds per Health Check |
| File retention | 24 hours | 30 days | 30 days | 90 days |
Common scenarios
A short list of situations the report puts you in, and how to handle each.
| You see | What's happening | What to do |
|---|---|---|
| Score under 60 with the Apply Fixes button greyed out | You're on Free. Apply Fixes is a Pro feature; the report itself is free. | Upgrade to Pro to apply fixes, or use the CSV report as a checklist to clean the data manually in Excel or Sheets. |
| A tied email-domain or name-format choice | A company has competing values with no clear majority (e.g. half of Westmarch contacts use @westmarch.com and half use @westmarch.io). | The report shows a small picker before you click Apply. Pick the format you want to standardize to. Apply runs after every tie is resolved. |
| Three Apply Fixes rounds done, but score still under 80 | The chain cap kicks in at three rounds per Health Check. | Click "Start a new health check" on the latest cleaned file. The chain resets and you can apply three more rounds. |
| Manual-review duplicates (75–84%) | Auto-removable bands stop at 85%. Lower-similarity pairs are flagged in the report but not dropped. | Open the row group in the report, decide whether each pair is the same record, and use standalone Deduplicate with a custom threshold if you want them removed in bulk. |
| Score went up but the file looks the same | Apply Fixes can clean issues that don't change visible content (e.g. trimming whitespace, repairing encoding). | Open the cleaned file alongside the original from your job history. The Issues column on the report file is the cleanest way to see what was flagged before fixes ran. |
| File over the row limit on your plan | Free is 2,000 rows, Pro is 50,000, Team is 75,000, Agency is 150,000. | The first N rows up to your limit are processed and a banner shows the skipped row count. Either upgrade your plan or use Split File to break the file into chunks first. |
What happens to your data
Your original upload is never modified. The Health Check report file and any Apply Fixes output are stored as separate files linked to your account.
Files are deleted from storage after the retention window for your plan: 24 hours on Free, 30 days on Pro, 30 days on Team, 90 days on Agency. You can also delete files manually at any time.
Operelio runs the analysis in your private workspace. Your data is never shared or used to train models.
Frequently asked questions
Does Health Check change my data?
No. The report runs over your file and produces a separate report file with an Issues column added. Your original upload is never modified. Apply Fixes creates a new cleaned file, also separate from your original.
What plan do I need for Health Check?
The full report runs on Free, including all 40+ checks, the quality score, and the severity breakdown. Apply Fixes (the one-click auto-fix categories) and the annotated Excel output require Pro, Team, or Agency.
Why are there two auto-removable similarity bands (90%+ and 85–89%)?
The 90%+ band is conservative: rows that are almost certainly the same record. The 85–89% band catches more cases at the cost of some false positives, useful when you trust your judgment to review them. Each band can be selected independently in the Apply Fixes panel. Rows in the 75–84% band are flagged in the report but kept for manual review (auto-removing them caused too many false positives).
What is the chain cap and why is it three rounds?
Each Health Check report supports up to three Apply Fixes rounds. After the third round, start a new Health Check on the latest cleaned file. The cap exists because most files are clean within one or two passes, and an unbounded chain risks compounding small errors.
Can I see all the rows that were similar, or just the first 50?
The report page shows the first 50 example groups per category to keep things readable. The downloadable report file lists every row affected. Apply Fixes also operates on every detected issue, not just the first 50.
What's the difference between Apply Fixes and the standalone Deduplicate tool?
Apply Fixes runs against issues that Health Check has already detected. It's quicker because the analysis is already done. Standalone Deduplicate gives you adjustable similarity thresholds, lets you pick specific columns to dedup on, and exports a duplicates file alongside the cleaned data. Use Apply Fixes for one-shot CRM-ready cleanup; use standalone Deduplicate when you need finer control.
What file format will I get back?
On Free, you get a CSV report. On Pro, Team, and Agency, you choose CSV or annotated Excel. The Excel output colors the text in each row by severity (red, amber, or green). Apply Fixes returns the cleaned file in the format you uploaded.
What happens after I apply fixes? Can I send the file to my CRM?
Yes. After applying fixes, click 'Send to CRM Formatter' from the results page. Operelio carries the cleaned file across, where you map columns to HubSpot, Salesforce, or Pipedrive fields and push directly. CRM push requires Pro, Team, or Agency.
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