The challenge: fragmented systems and stalled momentum
The client, a US-based education management company, had their sales process spread across scattered spreadsheets. Reporting was unreliable, onboarding into HubSpot had stalled, and the team was frustrated. What they needed wasn’t just software setup—they needed a roadmap, a hands-on partner, and a system they could trust to scale.
Their challenges included:
- Manual tracking: After leaving Outreach.io, their pipeline still included prospecting stages that distorted close rates and blocked visibility into performance.
- Disorganized data: Information lived across Google Forms and Salesforce, making imports messy and enrichment unclear.
- Email deliverability: A new Google “jail” restriction hit their email domain authority, further complicating outreach.
- Onboarding struggles: Team members expected full implementation services, but without a clear internal champion, alignment faltered. Unexpected costs and unclear expectations slowed adoption.
The solution: building a foundation for growth
- Strategic CRM setup: A custom HubSpot pipeline was created, removing prospecting stages so reporting reflected reality. A process for importing contacts was developed, and AI-powered enrichment tools like Breeze Intelligence were introduced to improve data accuracy.
- Automation and training: Workflows were built to automatically generate deals from meeting bookings. Sequences and HubSpot queues structured outreach, while hands-on training empowered the team to manage and refine their own sales systems.
- Data governance and reporting: Standards for imports were established, and the team learned how to build dashboards to track deal velocity, push rates, and close ratios. Clean, structured data laid the groundwork for better decision-making.
The results: a confident, empowered team
- Centralized sales operations: Deals now flowed automatically from meetings, and the pipeline reflected real sales stages instead of guesswork.
- Cleaner data, better reporting: With governance in place, dashboards finally told the truth about deal velocity and win rates.
- A self-sufficient team: Training left the sales team confident using HubSpot’s queues, sequences, and reporting tools.
The client walked away with more than short-term fixes—they had a roadmap for scaling growth with HubSpot as the backbone of their sales operations.
Key measurable outcomes
| Metric |
Outcome |
Source |
Confidence |
| Sales pipeline |
Customized in HubSpot, prospecting removed |
Use case draft |
5 — Direct case detail |
| Deal creation |
Automated from meeting bookings |
Use case draft |
5 — Direct case detail |
| Reporting |
Custom dashboards for velocity, push rates, close ratios |
Use case draft |
5 — Direct case detail |
| Team enablement |
Self-sufficient in using HubSpot tools |
Use case draft |
5 — Direct case detail |
Why it worked
This project underscores the power of a hands-on, project-based onboarding approach. By tailoring HubSpot to real-world processes and embedding training throughout, the client’s team didn’t just get setup—they gained confidence, clarity, and control.
At media junction®, we believe the best onboarding experiences don’t just install tools. They transform the way teams work.
Call to action
Ready to turn your HubSpot subscription into a growth engine? Let’s build a system your team trusts.
