Community & Event Management with HubSpot

Client

Oral reconstruction foundation

Project

HubSpot Service Hub implementation

The task

ORF is a foundation based in Switzerland that promotes innovation in dental implantology. They are active in the fields of research, education, and expert networking. To manage all their community members and experts, they need a structured CRM. They also need an event management tool.

The challenge

All data was stored in Excel spreadsheets, SharePoint folders, and other data silos, some structured and some unstructured. First, a clear structure and a clean data model had to be developed, and then the transfer of data to HubSpot had to be designed.

The solution

With HubSpot as the CRM system, all members of the community can be recorded. In addition, a variety of user-defined fields for contacts offer the possibility to record detailed information, including position, resume, and fields of activity. The experts and community members were also segmented and classified according to regional, national, and key opinion leaders. This segmentation will make it easier to find speakers for ORF events in the future.
In addition, custom objects were used to create an event pipeline in which the planning status of the event can be tracked. It is divided into small and large events as well as webinars.

Experts can take on roles at the various events, e.g., speaker or workshop leader. Another custom object was created for the different roles, which contains detailed information about the role (e.g., title of the presentation, presentation as a file, content) as well as other relevant data on payment for the role and travel information (which hotel, flight number, etc.). The role object is linked to the contact object and the event object.