HubSpot Implementation

Actors:

• Sales Representatives
• Marketing Team
• Customers interacting through the portal

Stakeholders:

• Data Manager
• Data Engineer
• Clients
• Distributors
• Website Users (Client, support staff)
• Inventory Manager
• Sales and Marketing members and Managers

Pre-Conditions:

• The legacy CRM system is in use and contains relevant data to be migrated
• HubSpot CRM is set and accessible
• The client’s website is operational

Triggers:

•         Customer request form
•         Orders request
•         Client query
•         Inventory updates in ERP system

Workflow:

Data Migration

• Export data from the legacy CRM based on objects like Contact and Company.
• Merge the exported data into a unified table using a common identifier.
• Cleanse and transform the data to meet the format requirements of HubSpot CRM.

Data Integration

• Implement data storage processes and properties to import data into HubSpot CRM.
• Use an Association strategy to establish relationships between records in the new CRM.

Website Integration

• Integrate HubSpot CRM with the client's website.
• Utilize HubSpot APIs and custom APIs of the client's website to establish live data feed through Webhooks.
• Orders Management through ERP system which is integrated with CRM for placement of orders by Sales team.

Alternative path (legacy CRM):

•  The legacy CRM lacks detailed activity tracking, reporting, and dashboards.
•  Data collected from multiple sources is manually imported into the CRM due to the absence of a data connection platform.
•  Integration between the website and the on-premises CRM is limited to scheduled data loading which occurs at midnight via jobs.

Post-Conditions:

• The system transitions from an on-premises CRM to a cloud-based HubSpot CRM.
• There is live data interchange between the client's website and HubSpot CRM.

Benefits

• Enhanced Customer Insights: Gain deeper understanding of customer behaviors and preferences to enable personalized engagement.
• Streamlined Sales and Marketing: Access consolidated data for informed decisions and more efficient sales and targeted marketing.
• Real-time Data Exchange: Ensure seamless interactions for customers and support staff with up-to-date information.
• Accurate Inventory Planning: Optimize stock levels through integration with ERP system to reduce overstocking and stockouts.
• Improved Customer Service: Provide timely assistance with updated customer data to enhance overall service quality.
• Data-Driven Decisions: Utilize integrated data for analytics and reporting to facilitate informed decision-making.
• Efficient Data Migration: Minimize disruption with efficient export, merge, cleanse, and transform processes.
• Continuous Improvement: Refine strategies based on real-time feedback and insights to drive ongoing growth.