Real Estate Firm Replaces Scattered Tools With Unified HubSpot System

The challenge: disconnected systems and unexpected roadblocks

A leading real estate investment trust (REIT) specializing in long-term, net-leased properties was facing significant challenges with their marketing and sales operations. As a company with a diverse portfolio spanning industrial, retail, restaurant, healthcare, and office properties across North America, they relied on data-driven decision-making—but their systems weren’t working together.

Their marketing team had information scattered across WordPress, Mailchimp, and Salesforce, with no single source of truth. The result? A fragmented view of their broker audience and missed opportunities to engage effectively.

To make matters more complex, the director of marketing—the primary stakeholder for HubSpot onboarding—was preparing for an extended medical leave. Without her guidance, the IT support team struggled to keep the project moving. Campaign strategies stalled, their website remained disconnected from HubSpot, and critical integrations hung in limbo.

This was more than a technical challenge. It was a moment where internal constraints and human realities collided, putting the client’s HubSpot investment at risk.

The solution: a tailored, empathetic approach

Recognizing the client’s unique situation, our onboarding consultant shifted away from a rigid process and instead designed a flexible engagement strategy.

Here’s how we approached it:

• Targeted integration support: Knowing the Salesforce integration was the top priority, we brought in an internal expert to provide direct technical support. This ensured IT staff had clear answers and could continue advancing the most pressing integration issue.
• Flexible onboarding timeline: With the director of marketing temporarily unavailable, we hit pause. Instead of pushing forward without the right people at the table, we worked with the HubSpot account team to secure an extension. This gave the client breathing room and ensured onboarding could resume once leadership returned.
• On-demand training resources: To keep momentum, we created hands-on video tutorials and walk-throughs of HubSpot basics—forms, landing pages, and email setup. These resources meant the marketing leader could catch up at her own pace after leave, without missing critical learning moments.

The results: progress at the right pace

While the project took longer than planned, success wasn’t defined by speed—it was measured by alignment and readiness.

• Integration clarity: By addressing the Salesforce integration directly with expert support, we resolved the client’s most pressing concern and cleared the path for future marketing automation.
• Client-first flexibility: Accommodating both a company-wide shutdown and a medical leave demonstrated our commitment to the client’s success. Instead of forcing a timeline, we adapted the process to meet their real-world needs.
• Future-ready foundation: Even before the onboarding was complete, the team had access to training and tools to prepare for long-term success. The marketing director returned to a clear roadmap, helpful resources, and the confidence that her investment in HubSpot would pay off.

Why this matters

In the world of real estate investment, where deals are complex and teams often lean on small but mighty marketing departments, having a partner who adapts to your reality can make all the difference.

This case study illustrates that successful onboarding isn’t about checking boxes—it’s about meeting people where they are. By focusing on empathy, flexibility, and technical expertise, we helped this client turn a challenging situation into a sustainable foundation for growth.