Retirement Planning Company Centralizes Data With HubSpot CRM

The challenge: disjointed systems and compliance pressure

A regional retirement planning firm realized their marketing systems were holding them back. Their legacy setup—Act-On for marketing automation, Redtail CRM for client management, and Facebook Ads for lead generation—functioned like disconnected islands. Spreadsheets and manual calendars were used to track their most important growth channel: bi-monthly educational seminars.

For a business built on trust, financial compliance, and personal relationships, this fragmented setup wasn’t just inefficient—it created risk.

The firm faced three key roadblocks:

• Disconnected platforms: Marketing and sales teams couldn’t share data seamlessly. Manual entry created delays and errors.
• Compliance demands: Managing contact records across multiple tools made it harder to stay within industry regulations.
• Steep learning curve: Their small marketing team, made up of a director, an events coordinator, and a financial advisor, was new to HubSpot and lacked a clear strategy for implementation.

At stake was their ability to keep filling seminar seats, nurturing leads, and converting attendees into long-term clients.

The solution: building a HubSpot-powered foundation

The engagement began with a strategic focus on integration and governance. Redtail CRM was connected to HubSpot using Zapier, creating a seamless data bridge between new marketing contacts and their client database.

From there, the team learned by doing. Instead of abstract tutorials, the onboarding was project-based:

• They built a campaign for a financial review and another for an upcoming seminar.
• They created landing pages, forms, and emails in HubSpot—getting a full view of their campaign efforts in real time.
• They implemented smart lists to segment audiences automatically by customer type, replacing manual filtering.
• They deployed workflows to automate follow-ups for seminar registrants and nurture prospects who hadn’t yet converted.

This mix of integration, hands-on training, and automation built not just a toolset, but a marketing playbook the team could repeat and scale.

The results: efficiency, confidence, and growth readiness

• Centralized hub: HubSpot became the single source of truth for campaigns, seminar registrations, and follow-ups.
• Smarter data management: Custom properties and automated lists reduced manual errors and improved compliance oversight.
• Empowered team: The marketing staff gained the skills to independently launch campaigns, build automations, and confidently plan next steps.

The shift from scattered spreadsheets to a connected marketing system freed up time, reduced compliance risk, and positioned the firm to scale its client acquisition strategy.

Why it matters

For financial services firms, growth often depends on balancing compliance with efficiency. By unifying data, automating manual work, and investing in team training, this retirement planning firm built a system that not only works today but scales into the future.

media junction® guided the transition with a structured, strategic approach—one that turned disorganization into momentum.