A growing professional services organization found itself at a crossroads. While business was thriving, the internal systems they relied on to capture leads, schedule appointments, and track customer interactions weren’t keeping up.
They were juggling multiple disconnected tools—WordPress forms for lead capture, Calendly for scheduling, and a CRM that wasn’t fully integrated. This patchwork of systems created inefficiencies and confusion. Sales teams were manually entering data, follow-ups were inconsistent, and leaders lacked visibility into key metrics such as deal conversion rates or the reasons behind lost opportunities.
The client’s work required multiple sales pipelines for different services—assessments, one-on-one coaching, and group training—but their system wasn’t flexible enough to support that. As a result, they couldn’t track the full customer journey, and decision-makers were operating without the insights they needed to make informed choices.
That’s where we came in.
Our approach was to eliminate the patchwork of systems and bring everything under one roof. We helped the client transition fully into HubSpot, replacing WordPress forms with HubSpot forms and moving scheduling into HubSpot’s meeting links. This integration created a single, unified system for lead capture, deal creation, and client communication.
Beyond technology, the engagement was designed as a hands-on learning experience. Instead of simply handing over a system, we walked the client’s team through building it themselves. Together, we set up multiple pipelines, customized deal properties, and implemented conditional logic tailored to their unique workflows. We also built email sequences that automated follow-up and nurtured prospects, freeing their team to focus on high-value interactions.
On the reporting side, we showed the team how to design dashboards that tracked the metrics that mattered most: submission sources, lead statuses, and deal loss reasons. This not only gave them visibility into their sales performance but also allowed them to identify trends and opportunities for growth.
For an organization dedicated to helping leaders transform themselves and their companies, it was critical to have the right internal systems in place. Their work spans industries from healthcare to technology to finance, with clients ranging from high-potential leaders to C-suite executives. Delivering that kind of impact requires an infrastructure that’s just as strong as their coaching.
This project proved that technology isn’t just about efficiency—it’s about alignment. By creating a system that matched their unique process, the client unlocked new visibility, freed their team from manual work, and set themselves up for scalable, sustainable growth.
At its core, this case study is about transformation. Not just for the systems the client used, but for how their team approached their work. They moved from reactive and manual to proactive and strategic. And in doing so, they positioned themselves to continue delivering meaningful impact to leaders and organizations worldwide.