Overview
One of the largest child- and family-focused nonprofits in the Southeast has been serving its community for more than a century. With programs spanning adoption, foster care, family preservation, and youth education, the organization works tirelessly to give every child the chance to grow up in a safe, stable, and loving home.
Despite its deep history and life-changing impact, the organization’s internal systems were holding them back. Their digital tools were fragmented, their processes labor-intensive, and their small but mighty team was stretched thin. They knew they needed a scalable, integrated platform that could help them track and support families throughout a complex, multi-phase journey—without adding more burden to staff. That’s when they turned to HubSpot, with Media Junction guiding the way.
The challenge
Like many nonprofits, the team was doing a lot with very little. Their tech stack was cobbled together from WordPress forms, Constant Contact, Calendly, and Loomly. None of these systems “talked” to each other, which meant staff were constantly juggling manual tasks, from follow-up emails to journey tracking.
Three big challenges stood out:
- Disjointed technology: With no central hub for data or workflows, managing prospective foster and adoptive parent journeys was inefficient and error-prone.
- Misaligned expectations and limited capacity: Leadership expected a turnkey implementation but quickly realized they needed to build processes internally. With a key staff member on leave, bandwidth was even more limited.
- Complex parent journey tracking: Families go through multiple phases on the path from initial inquiry to becoming advocates. Their systems couldn’t provide visibility into where families were dropping off—or how to re-engage them.
The stakes were high: every inefficiency risked slowing down their ability to place children in stable, loving homes.
The solution
Rather than applying a one-size-fits-all implementation, Media Junction took a consultative and hands-on onboarding approach. The focus was on empowerment—giving the nonprofit’s team the tools, skills, and confidence to own their systems moving forward.
- Strategic workflow consulting: We guided the team through reimagining their parent journey workflows. For example, we helped consolidate multiple parallel processes into simplified paths, reducing confusion and manual effort.
- Focused integration and automation: HubSpot became the central hub, connecting tools like Google Ads and laying the groundwork for webinar integrations. We started small—automating a single onboarding workflow—then expanded from there.
- Hands-on training and resources: Instead of just “doing it for them,” we showed their team how to build campaigns, track landing page traffic, and connect forms directly to HubSpot. We shared time-saving tricks and templates so they could continue scaling confidently.
The results
- Established parent journey architecture: With workflows mapped in HubSpot, the team had visibility into where families were in the process and how to nurture them with timely, automated follow-ups.
- Improved campaign tracking: By connecting HubSpot to their Google Ads account, they could finally measure the impact of digital outreach, understanding which campaigns were driving inquiries.
- An empowered team: Perhaps the most meaningful outcome: the staff member leading the project left onboarding confident and self-sufficient. They weren’t just using HubSpot; they were building scalable systems that could grow with the organization.
Why it matters
For a nonprofit whose mission is centered on family, having a connected, efficient system isn’t just about productivity—it’s about impact. Every saved minute and every automated follow-up means staff can spend more time on what truly matters: helping children find safe, loving homes.
By meeting them where they were—limited bandwidth, stretched resources, and big goals—Media Junction turned what began as a rocky onboarding into a transformative moment. Together, we helped the organization move from fragmented and reactive to integrated and proactive, with HubSpot as a powerful foundation for growth.
