Case Study: Mortgage Brokerage Builds HubSpot Recruiting Pipeline and SLA

How a multi-state mortgage brokerage unified recruiting and stopped losing great loan officer leads

If your recruiting process lives across five different tools, you are not alone. A multi-state mortgage brokerage was juggling Monday.com, Mailchimp, WordPress, Zoom, and more. Leads from webinars slipped through the cracks. Duplicates piled up. Reporting required detective work. Together with media junction^®, they rebuilt recruiting around a single source of truth so every lead moved forward with clarity and speed.

The starting point: scattered systems and guesswork

• Decentralized lead capture made it hard to see who engaged, where they came from, or what happened next.
• Manual and semi-automated transfers created duplicate records and messy formatting.
• No unified recruiting pipeline meant limited visibility into stages, activity, and performance.

What changed: HubSpot as the recruiting command center

The team implemented HubSpot as the central hub, connecting WordPress forms, Gmail, Zoom, and RingCentral so every interaction landed in one CRM. They built a dedicated recruiting pipeline that mirrored real-world stages, added custom properties like NMLS IDs and volume fields, and trained users to increase data quality. Reporting dashboards surfaced lead sources, call activity, and stage progression. Permissions were tuned so recruiters could collaborate without losing context.

Automation handled the busywork: HubSpot created deals when meetings were booked, assigned tasks, notified recruiters, advanced statuses based on activity, and kicked off post-hire onboarding through a Service Hub ticket pipeline.
 

The impact: focus on conversations, not copy-paste

Recruiters finally worked from the same playbook. They could see who needed outreach, which channels produced the best candidates, and what was blocking momentum. Management gained a real-time view of pipeline health and performance. The process became scalable, consistent, and easier to improve month over month.

Why this matters in mortgage recruiting

Mortgage brokerages thrive when they make it simple for great producers to join. Centralizing data and workflows does exactly that. It reduces friction in the candidate journey and gives leaders visibility to invest in the channels that actually work. This outcome lines up with media junction®’s playbook for unifying systems and empowering teams to operate confidently without extra complexity.

Context that shaped the solution

To understand the recruiting environment, consider two facts about the brokerage itself:

• Lender network size: 40 plus lenders

• Licensed footprint: 8 plus states

These inputs reinforced the need for a structured, multi-source recruiting pipeline with clean intake, consistent qualification, and automated handoffs.

Key metrics at a glance

Takeaways you can apply

1. Make CRM the front door. Connect forms, calendar, telephony, and webinar tools so every touch is automatically captured.
2. Mirror the real journey. Build a recruiting pipeline that matches how candidates actually move from hello to offer.
3. Automate handoffs. Use workflows to create deals, set tasks, notify owners, and trigger onboarding tickets.
4. Report what matters. Track stage progression, meetings set, and source performance to coach your team with clarity.
   

media junction^® brings a clear, human approach to complex ops, aligning teams around one system so the work feels simple and the results are measurable.