HubSpot
30 Apr 2025

Collecting Isolated Data In One Place Using HubSpot

40%

Reduced manual communication efforts through automated volunteer journeys, personalized emails, and synchronized workflows across integrated systems.

360°

Data Visibility :
Connected fragmented systems and workflows into one unified platform for better reporting, tracking, and team collaboration.

Project Overview

Project Name
Streamlining siloed data across platforms using HubSpot Hubs

Project Scope
Integrating fragmented data into HubSpot for improved efficiency

Industry

Religious Institution

Work Duration

4 weeks

Resource Used

1 Project Manager/PC
2 HubSpot Implementation Specialist
1 Business Analyst
1 Quality Assurance

Technologies

Country

United States

Our Capabilities

HubSpot CRM Implementation

HubSpot CRM Setup
Custom Data Structuring
Contact Management
Workflow Configuration

Data Consolidation

Multi-Source Data Collection
Centralized Information Management
Data Organization
Business Process Alignment

System Integration

CRM Integration Support
Process Automation
Reporting Optimization
Cross-Team Data Visibility

Client Overview

The client is a religious-based organization that focuses on fostering personal relationships with God and building a Christ-centered community. Through multiple initiatives such as community groups, in-person services, etc., they aim to build an environment that welcomes people from everywhere to group as a family. With a strong online presence, they ensure that their ministry is accessible to people regardless of location, time zone, or background barriers. They faced the challenges of managing all these data together on a single platform. Hence, they approached us to solve this issue.

Their Challenges

The major challenges our client faced were:

They were using multiple platforms to manage different aspects of their member experiences; from participating volunteers’ data, information on donations made through Pushpay, and email management with ActiveCampaign, the client had isolated data present everywhere.
This scattered data made it difficult for the client’s business to generate reports and overviews about the users and their interactions with their business site. So, getting a full view of user activities was becoming impossible for them.

Our Strategies

To solve these challenges, we proposed the idea of using HubSpot for storing all data inside the same platform. We also recommended internal process optimization, automation of repetitive tasks, and removing manual data entry.

To achieve our client’s business goals, TRooInbound made a custom-built, bi-directional, multi-object, Pushpay and Planning center. The integrations involved syncing contacts, donations, groups, check-ins, and events between two platforms.

This solution made the information flow bidirectionally from Pushpay and Planning Center into the client’s HubSpot environment through custom API integrations. HubSpot’s custom workflows were also used to sync data between the platforms.

Additionally, we also created multiple custom objects to optimize and recreate the existing processes of our client properly. Our team also added associations amongst the objects and enabled cross-object analysis to occur along with customization based on the values of relevant records.

For instance, the client’s team can easily segment the database down to only send emails to Contacts with Active status on their property.

Our Planned Solutions

By using the combination of HubSpot forms, emails, and workflows, TRooInbound helped our client send customized emails after each individual submitted a prayer request.

This workflow sends the contacts to different branches based on the subject matter of the prayer request. It sends one personalized email for follow-up with dedicated content suitable to the contact’s request.

Also, they had to manually send different emails to every volunteer team when they showed interest in joining the group. But after moving to HubSpot, every single email goes out automatically. It uses smart rules to adjust the data dynamically shared based on the group that the user is interested in joining.

Additionally, by integrating HubSpot fully into its organizational operations, the client was able to optimize the complete lifecycle of the user. Their challenge of not being able to have an overall report of the user in one place was solved with HubSpot.

Our team mainly used HubSpot Marketing, Service, CMS, and Operations Hubs to overcome the key challenges the client faced.

The Result

At the time we delivered the solutions to the client, they were satisfied with our work. This is one of the best achievements that TRooInbound earned from this project. Other such achievements are:

Automation of Volunteer Journey Process
Complete 360-degree view of the individuals who are interacting with the business or are interested in volunteering at different events.

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