Streamlining Contact Management and Deal Creation for an Event Organiser with HubSpot Sales Hub Pro

Discover how Smartmates transformed an event organiser’s contact and deal management with HubSpot Sales Hub Pro. Automated solutions for improved efficiency and accuracy.

HubSpot Sales Hub Pro solution for automated contact management and deal creation across multiple websites.

In the event management industry, efficiently handling contacts and managing deals across multiple digital channels is essential to maintain smooth operations and enhance client satisfaction. Facing challenges with manual data handling, a prominent event organiser sought a solution to optimise their workflow. With the help of Smartmates, a certified HubSpot solutions partner, they transformed their contact and deal management process, enabling streamlined operations across their multiple websites.

Overcoming Manual Data Handling Challenges

Before working with us, the event organiser faced several inefficiencies:

Manual Source Identification

For each contact submission, the team needed to manually identify the originating website, leading to delays and potential errors.

Contact Assignment

Each new contact required manual assignment to specific HubSpot users, adding further workload to their daily operations.

Deal Creation Process

New Deal records had to be created manually by copying data from Contact records, which was time-consuming and susceptible to data inconsistencies.

With these challenges, the event organiser recognised the need for an automated, reliable system to support their expanding business requirements.

The Smartmates Solution: Automation through HubSpot Sales Hub Pro

To meet these requirements, Smartmates implemented an efficient, automated workflow using HubSpot Sales Hub Pro:

Integrated Web Forms with Submission Source Tracking

We integrated web forms across each website, embedding a hidden field to automatically capture the submission source. This instantly provided the organiser with data on where each contact originated, eliminating manual identification efforts.

Automated Contact Assignment

Based on the captured data, we configured assignment rules in HubSpot to allocate contacts to the appropriate users, ensuring smooth, error-free assignment without manual intervention.

Automated Deal Creation

 To simplify deal management, we set up an automation process to create a new Deal record linked directly to each new Contact. Key data was pulled from the Contact record, ensuring accuracy and completeness in the Deal record while significantly reducing manual input.

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Outcome: Increased Efficiency and Improved Accuracy

The automation solutions provided by Smartmates resulted in notable improvements in the event organiser’s operations:

Time Savings

With automatic contact assignment and Deal creation, the team saved significant time previously spent on manual tasks.

Enhanced Accuracy

Automating the process reduced manual errors, ensuring data consistency across Contacts and Deals.

Streamlined Operations

With a clear view of each contact’s source and automated workflows, the organiser gained a more efficient, reliable contact management system that supported their growth.

Why Choose Smartmates? Your Certified HubSpot Partner

Smartmates is a certified HubSpot solutions partner with a proven track record in tailoring HubSpot solutions to meet unique client needs. Our expertise spans HubSpot’s suite of tools, including Sales Hub Pro, enabling us to create streamlined workflows that enhance efficiency and accuracy. By partnering with Smartmates, your business gains access to industry-specific expertise, ongoing support, and custom automation solutions to fuel sustainable growth.

Transform your contact management and deal creation processes with Smartmates, a HubSpot partner dedicated to optimising your operations and helping you stay competitive in the fast-paced event management industry.

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