The challenge: disconnected systems and manual processes
When a nonprofit with more than five decades of history set out to modernize its operations, it faced a challenge familiar to many mission-driven organizations: outdated systems, manual processes, and no clear roadmap for technology adoption.
This statewide nonprofit, which operates across seven centers and employs between 51 and 200 staff members, turned to HubSpot during a period of organizational change. At the same time, they were implementing a new ERP system, NetSuite, making integration and onboarding especially complex.
The nonprofit’s team was navigating several pain points at once:
- Complex migration: Transitioning from an outdated platform (Chabad One) to HubSpot while also adopting NetSuite created uncertainty around data migration and custom property mapping.
- Manual marketing workflows: Core engagement activities—email lists, donor communications, and event RSVPs—were managed manually, leading to inefficiency and missed opportunities.
- Event complexity: Annual events, such as a large community street festival, required multiple rounds of invitations, reminders, and post-event follow-up, but lacked automation.
- Onboarding hurdles: Staff were new to HubSpot and struggled with basics like DNS setup, domain connections, and contact management. Resistance to change slowed progress.
The solution: hands-on onboarding and project-based learning
The consulting approach was deliberately practical, tackling foundational problems first and then scaling:
- Technical setup and integration strategy: The team received guidance on DNS, email connections, and embedding HubSpot tracking on their Wix site. For NetSuite, a staged integration plan was developed—migrating core fields first, then custom fields one at a time.
- Event-based training: Instead of abstract training, staff were coached through building an event campaign for their community street festival. They created forms, automation funnels, and follow-up workflows inside HubSpot, experiencing firsthand how the platform could replace manual event processes.
- Foundational HubSpot skills: Staff learned to use custom properties, workflows, and AI-driven tools for content creation. They also developed a contact management plan to stay within marketing contact limits.
The results: automation, efficiency, and an empowered team
- Functional marketing system: Automated RSVP and survey workflows were in place, eliminating manual event management tasks.
- Improved data management: Staff had a clear roadmap for migrating donor data from NetSuite and a better strategy for maintaining clean records.
- Empowered staff: Instead of feeling stalled by technology, the team gained confidence in HubSpot basics and had a roadmap for exploring advanced features like Commerce Hub and a customer portal.
Key measurable details
| Metric |
Value |
Source |
Confidence |
| Employees |
51–200 |
Company Profile |
4 — LinkedIn estimate |
| Statewide centers |
7 |
Company Profile |
3 — Listed on site, undated |
| Annual community events |
>50 |
Company Profile |
3 — Site event listings |
Why it matters
For nonprofits balancing mission-driven goals with operational constraints, technology transitions can be daunting. This case shows how a structured, hands-on onboarding approach can turn complexity into momentum. By aligning training with real-world tasks—like managing a major community event—the nonprofit not only adopted HubSpot but also built confidence in its ability to scale.
At media junction®, we see this kind of project-based learning as essential. It reduces overwhelm, creates quick wins, and ensures new tools are anchored to actual outcomes.
Call to action
If your organization is juggling disconnected systems and struggling to modernize, media junction® can help design a HubSpot onboarding plan that fits your reality and builds confidence step by step.