The team at Relearnit came to Remotish with several goals. First, they wanted to leverage multiple Business Units in their HubSpot portal while ensuring data integrity alongside a custom integration to an internal application.
On an educational note, the Relearnit team also wanted to reach a point of HubSpot maturity where it would be a primary platform for their sales team and attractive for recruitment.
Before reaching out to Remotish, Relearnit was having difficulty separating data from multiple client universities within their portal. Between countless internal form submissions, messy data capture from external forms, and tangled marketing email communications, this team needed organizational help, stat.
Furthermore, Relearnit needed to delineate separate versions… of the same Contact. At first, we suggested cloning the students themselves, but after the former biology professors at Relearnit told us that wasn’t possible, Remotish asked for more information.
Relearnit needed some way to allow multiple versions of data for a student to coexist if the student applied to multiple universities at the same time. Which, of course, is quite common. For example, if a student applied to a physical therapy program at one school that Relearnit represents, but then also applied to a kinesiology program at a different school they represent, Relearnit wanted each set of data saved.
Our goals then aligned to finding a scalable, repeatable strategy for how Relearnit could make their CRM use case work with Business Units within HubSpot.
Relearnit’s use case was unique in the fact that a potential solution was already identified and purchased. However, that didn’t negate the need for additional discovery with Remotish. We asked a lot of questions to fully understand the team’s pain points with their HubSpot portal, their business model, and current operational processes.
Through these conversations, we confirmed that Business Units were the right idea and identified additional strategies that would help support Relearnit’s vision.
As our plans came together, Remotish set up a demo portal to show the team a proof of concept before implementation. This step was key for Relearnit. Since messy data was already an issue in their main portal, being able to see exactly how this solution would work in a vacuum helped the Relearnit team assess the solution with peace of mind.
Once we had fully vetted the solution, we got to work. In addition to implementation in the Relearnit HubSpot portal, Remotish built out a strategy document detailing how the Business Units solution was set up, how to create assets with and without external partners, and how to manage their portal going forward.
While for some documentation may seem like an afterthought, at Remotish, it’s at the forefront of our minds. A technical implementation is great, but without knowing how to use or maintain it, your portal can quickly revert back to a dysfunctional state.
While the Business Units add-on for HubSpot provided a lot of native functionality, Remotish further customized the implementation for the Relearnit team to fully deliver the use case they were looking for.
This resulted in a total of four Business Units in the Relearnit portal, one for each of the long-term clients they serviced from HubSpot. And thanks to the full Business Units strategy document from Remotish, the Relearnit team had a clear path forward for taking on additional marketing clients in the future.
Remotish created duplicates of key properties that needed to stay separate between the university Business Units. Depending on which university’s form the Contact submitted, the correct properties would be created and updated; even in events where the Contact applied to multiple universities within the portal. This prevented the overwriting of data as new form submissions came in, allowed multiple sales reps to work the same Contact at the same time, and enabled Relearnit to send personalized marketing efforts “from” multiple educational institutions.
Remotish also assisted the Relearnit team in mapping out exactly how their custom integration would coexist with Business Units. We built out a full data flow spreadsheet to collaboratively identify which properties needed to flow between the systems and in which direction(s.) This included properties duplicated in order to service each of the Business Units in the HubSpot portal. While Remotish wasn’t responsible for the custom integration, this valuable documentation enabled the Relearnit team to effectively communicate with their developer regarding data flow and expedite the process.
Speaking of data flow: Another significant piece of the Business Units puzzle was troubleshooting and detangling the current state of Relearnit’s external, non-HubSpot forms. Specifically, exactly how data from these sources would enter the portal and to which Business Unit. Through deliberation, Remotish helped the Relearnit team identify a plan for onboarding new universities and their data collection methods. On the backend, we set up a series of automations to correctly route information through the growing data labyrinth.
With their data detangled and Business Units in play, the Relearnit team:
- Was finally able to make their use case work within one Hubspot account thanks to a solid Business Units strategy.
- Felt much more confident in their client data management and marketing services using HubSpot.
- Gained the knowledge and related documentation to continue growing.
But don’t just take it from us–see what John from the Relearnit team had to say:
“We wouldn’t have been able to figure that [the business unit problem] out on our own and that’s been a problem going back 10 months. So we’re very grateful for that and your expertise in the area especially for that purpose.”
Signed, sealed, and delivered: Remotish found the Relearnit team a scalable, repeatable strategy for making their unique CRM use case work with Business Units within HubSpot.
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