A tidy portal and a sales process built for the field
An audit, cleanup and re-map of HubSpot for a staffing company: organized lists, reviewed workflows and a seven-stage pipeline built around how reps meet prospects.
CRM & RevOps
44Lists reviewed
7,000Contacts without email, flagged for enrichment
11Empty workflows deleted
7Deal stages mapped
Scope at a glance
Project overview
A company that supplies temporary workers to local businesses has reps who meet prospects in person, plus leads from a field-sales app and a contact-data provider. We audited HubSpot, cleaned it up and mapped a sales process that every rep can follow.
Client shown anonymously. Details shared with the client’s approval.
Business challenge
HubSpot held thousands of contacts, but records were incomplete, lists and workflows had piled up, and the steps from first contact to a signed agreement were not written down. Leads from the field-sales app and the data provider needed different first touches, and several workflows were unnamed, switched off, or turned on without actions.
Goals and requirements
See honestly what needed fixing first, and why
Remove clutter and keep what is useful
Write down how a lead becomes a customer, for both lead sources
Automate follow-up without automating judgment
Proposed solution
We reviewed ten areas of the portal and logged each finding with a recommendation and a priority. Auto-created and stale lists were removed or rebuilt as active lists, and a master exclusion list now keeps bounced, unsubscribed and invalid contacts out of mass emails. We mapped the journey from lead to signed agreement and built a seven-stage pipeline with custom properties for how the lead was met.
Implementation process
01
Start with an honest picture
Contacts, companies, calls, lists, snippets, ads, marketing email, landing pages, files and forms were reviewed. The audit set the order of the cleanup.
02
Remove the clutter, keep what is useful
Auto-created and stale static lists were removed, active lists replaced static ones where possible, and eleven empty, unnamed workflows were deleted.
03
Write down how a lead becomes a customer
A pre-sales path with a first response within days, a seven-stage deal pipeline, closed-lost reasons and a long-term pending stage.
04
Automate the follow-up, not the judgment
Workflows were mapped for first-touch sequences, task creation at each stage and long-term follow-up. Stage changes that need judgment stay manual.
Services and technology stack
Services delivered
HubSpot portal audit
List and workflow cleanup
Sales process mapping
Pipeline design
Technology
HubSpot Sales Hub
HubSpot Marketing Hub
Field-sales app leads
Contact-data provider leads
Skills shown
HubSpot audit
List management
Workflow review
Sales process mapping
Pipeline design
Custom properties
Data cleanup
Deliverables
Portal audit across ten areas with prioritized recommendations
List and workflow cleanup with a master exclusion list
Sales process map for two lead sources
Seven-stage pipeline with tasks and closed-lost reasons
Custom properties for lead source, temps used, walkthrough, other agency, and visit and contact dates
Workflow plan with enrollment triggers and open questions logged
What the team gained
A cleaner portal: fewer lists, no empty workflows and a master list for safe sending
A process on paper: two lead sources, one clear path from first contact to a signed agreement
Follow-up that does not depend on memory
These are qualitative benefits described by the project team. No performance or revenue figures are claimed.
Screens and diagrams
Illustrative preview created for this case study. It is a simplified rendering, not a screenshot of the client’s live system.
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