The challenge
A Florida-based insurance agency had built a reputation as a trusted advocate for its clients, but behind the scenes, its internal systems told a different story. Their website was powered by WordPress, email campaigns were running through Mailchimp, and customer data lived in a sales CRM called Applied Epic.
Instead of working together, these tools operated in silos. Something as simple as capturing a lead became unnecessarily complex—two different “Request a Quote” forms on the website segmented submissions by location. Leads were handed off manually, and because data was fragmented, visibility into customer engagement and the sales pipeline was murky at best.
On top of that, technical hurdles slowed progress. Connecting email sending domains, managing a third-party hosting provider, and mapping out an integration with their sales CRM created confusion and delays.
And while the team was eager to modernize, they were stretched thin. The marketing manager wore too many hats, a new hire was still ramping up, and both needed hands-on support to confidently adopt HubSpot’s tools. Without a clear path forward, the agency risked missing deadlines, losing valuable leads, and stalling growth.
The solution
Our approach was straightforward: simplify the tech stack, empower the team, and create a roadmap they could grow into.
Optimizing lead capture
We consolidated the agency’s multiple forms into a single HubSpot form that used intelligent properties to segment by location and client type. This eliminated confusion for prospects, streamlined the sales process, and provided cleaner data for the team to work with.
Training through doing
Rather than dropping them into a portal and walking away, we used a hands-on, project-based approach. Together, we built a persona-based workflow and a welcome email automation, ensuring the team not only understood the “how” but the “why.” Active lists and filters were introduced to automate unsubscribes and manage disengaged leads—critical for maintaining a healthy database.
Building a clear roadmap
Integration was the biggest hurdle. We mapped out a plan to connect HubSpot and Applied Epic via Zapier, with weekly imports ensuring both systems stayed in sync. At the same time, we introduced them to HubSpot’s blogging tool as a foundation for a future content strategy, laying the groundwork for stronger brand awareness and organic lead generation.
The results
- A functional lead capture system: What once was confusing and manual became a single, streamlined process. Prospects had a clearer path to connect, and the team had reliable data flowing into HubSpot.
- Improved data management: With new properties and active lists in place, the agency could segment audiences with confidence and automate critical steps in their lead nurturing.
- An empowered team with momentum: By the end of onboarding, the team wasn’t just following instructions—they were leading the charge. With a roadmap in hand and confidence in the platform, they were positioned to fully replace Mailchimp, launch campaigns in HubSpot, and continue integrating deeper with their CRM.
Why it matters
For this agency, success wasn’t just about swapping out tools—it was about unlocking efficiency, visibility, and scalability. By consolidating fragmented systems into a HubSpot-powered ecosystem, they not only removed bottlenecks but also gave their team the confidence to own their digital growth.
This case study underscores what we believe at Media Junction: with the right guidance, even the most complex, disjointed systems can be transformed into a streamlined digital engine that drives long-term results.
