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    Importing 1+ million contacts in HubSpot

    Enhance data accuracy for more effective marketing efforts, by migration +1M contacts into HubSpot!
     
    Prestige University & leader in language assessment (based in the UK), has joined forces with HubSpot to enhance its digital outreach. This collaborative effort focuses on optimizing data flow from SAP-CDC to HubSpot, improving user engagement, and laying the groundwork for effective marketing communication to redefine the University's influence in the education sector.
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    • The Brief

      INTRO:  The University's English Qualifications sets the standard for comprehensive language assessments for students globally. Known for learning English, They stands as a powerhouse in the field of education.
       
      CONTEXT:  With commitment to ensure every contact benefits from the optimized marketing experience, the shift to HubSpot was a strategic choice. However, faced with the challenge of migrating over 1 million contacts and handling ongoing operations.
       
      MAIN CHALLENGES:
      • Migrating +1 million Contacts to HubSpot
      • Data Transformation 
      • SAP-CDC old data
      • HubSpot integration with Amazon S3
      HubSpotIntegrationSAP_DataMigration

    OBJEctives

    Improved Collaboration Between Marketing and Sales
    Centralized Data Management
    Optimized Customer Engagement
    Data-Driven Decision-Making
    Scherm­afbeelding 2024-02-14 om 18.23.20

    Objective

    Streamlining commercial processes by seamlessly integrating systems & improve performance to enhance data accuracy for more effective marketing efforts.

    Leveraging HubSpot as an operating model for growth

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    CC - landingpages overview 11

    Migration & Integration

    The implemented solution involves transferring data mastered in SAP-CDC to HubSpot. The objective is to enable two business units to send marketing emails to those who opted in and transaction emails to all registered users.

    To get the 1+ million contacts migrated:

    • Data Analysis & Mapping: Analysed data & mapped with HS fields
    • Data Transformation: Transformed the export to match what HubSpot expects according to the mapping file
    • Data Load: Manual migration required from SAP CDC to HubSpot.

    Future-Proofing Strategies:

    • Integration & Automation: Implement an automated process for newly created data, ensuring continuous transformation and synchronization by the integration with HubSpot.

    This solution optimally addresses the objective, ensuring a seamless migration, continuous integration, and leveraging the contacts effectively for marketing purposes.

    Results

    In summary, the strategic setup of data migration, phased approach, integration with Salesforce, and focus on personalized experiences contributed to the transformative results achieved by ION in collaboration with Elixir.
    Closing the loop between Marketing & Sales:

    Our Solution of migrating from Salesforce/Pardot to HubSpot, unified ION's marketing and sales operations, ensuring a cohesive and efficient workflow.

    • Initially, a temporary integration was established between HubSpot and Salesforce during Phase 1, allowing leads generated in HubSpot to synchronize with Salesforce for continuous sales operations.
    • In Phase 2, as the sales department fully transitioned to HubSpot, a refined workflow was implemented. This workflow triggered automatic emails to Salesforce when a lead reached the "close reservation" stage, maintaining a synchronized and real-time data exchange.
    The result is a closed-loop system where marketing and sales collaborate, enabling personalized lead management, aligned objectives, and improved operational efficiency all within the HubSpot environment.
    Personalized Customer Experiences:

    In summary, Elixir's multifaceted solution approach optimizes engagement and satisfaction by strategically managing leads, introducing a responsive rotation system, enhancing data quality, synchronizing data between systems, and automating communication based on prospect behavior: 

    • Strategic Lead Management Workflow:

      • Assigns leads to sales representatives based on relevant projects.
      • Tailors prospect journeys to align with individual interests and preferences.

    • Responsive Rotation System:

      • Ensures fair and balanced lead distribution among sales representatives.
      • Guarantees each prospect receives individualized attention, contributing to a tailored experience.
    Ensuring Back Office Continuity:

    The solution achieves cost-effective operations for ION through strategic implementations:

    • Streamlined Processes:

      • HubSpot's integration streamlines day-to-day processes, reducing operational complexities.
      • Teams operate more cohesively, optimizing resource utilization and minimizing operational redundancies.

    • Unified Sales and Marketing:

      • This alignment optimizes the use of CRM systems and eliminates redundancies, contributing to cost reduction.
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    • Strategic Resource Allocation:

      • With improved operational efficiency and collaboration, ION can strategically allocate resources. >This ensures that resources are directed towards high-impact activities, enhancing overall cost-effectiveness.
    Cost-Effective Operations:

    client review

    ion

    Migration from Pardot/Salesforce to Hubspot

    As our marketing & sales teams felt the need for a more intuitive CRM system to cover our lead generation process, we knew that Hubspot could do the job. Finding the right implementation partner was not easy though, given the very short deadline and complex Salesforce set-up. Elixir helped us by first and foremost outlining the process and relationships between objects and then tackling track by track with experts: data mapping, form & workflow migration, marketing set-up, sales set-up, and custom event management. The hard deadline was met and overall we are satisfied with the responsiveness and speed with which the Elixir experts accomplished their assignment

    Pieter Vermandere

    Ion
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