--- title: HubSpot Implementation description: "This case outlines the implementation of HubSpot's \"External Users\" and \"Corporate Users\" functionalities simultaneously within a single HubSpot instance. Four Hubs were implemented: CRM, Sales, Marketing & Service. Our methodology streamlines processes for operational efficiency while ensuring appropriate security measures and defined roles for each user category." image: https://www.digitcloud.biz/hubfs/board-978179_640-1.jpg --- [Skip to content](https://www.digitcloud.biz/en-us/hubspot-implementation#main-content) [![Digit Cloud Biz Logo - Original Color Cropped](https://www.digitcloud.biz/hs-fs/hubfs/Digit%20Cloud%20Biz%20Logo%20-%20Original%20Color%20Cropped.jpg?width=100&height=68&name=Digit%20Cloud%20Biz%20Logo%20-%20Original%20Color%20Cropped.jpg "Digit Cloud Biz Logo - Original Color Cropped")](https://www.digitcloud.biz?hsLang=en-us) - [Home](https://www.digitcloud.biz/en-us/home) - [About](https://www.digitcloud.biz/en-us/about-us) - [Book & Author](https://www.digitcloud.biz/buy-the-book) - [Our Services](https://www.digitcloud.biz/en-us/consulting-services) - [Our Capabilties](https://www.digitcloud.biz/hubfs/DCB%20Capabilities%200426.pdf) - [Use Cases](https://www.digitcloud.biz/en-us/use-cases) - [Bundles & Services](https://www.digitcloud.biz/bundles-mar-tech) - [Referral Program](https://www.digitcloud.biz/en-us/referral-program) - [Blog](https://www.digitcloud.biz/en/blog) - [Contact Us](https://www.digitcloud.biz/en-us/contact-us) # HubSpot Implementation Use Case #3 ## HubSpot Rollout to Corporate and External Users This case outlines a the implementation of HubSpot's "External Users" and "Corporate Users" functionalities simultaneously within a single HubSpot instance. Our methodology streamlines processes for operational efficiency while ensuring appropriate security measures and defined roles for each user category. ### Actors: - External Users (Franchisees) - Corporate Users (Sales, Marketing, and Service teams) - External (Franchisee) Users & Prospects - Point-of-Service Prospects ### Stakeholders: - Chief Operations Officer - Operations Director - Chief Technology Officer ### Pre-Conditions: - The project team is quickly assimilated as part of the client's team. - Test users are created for each role to test data security and ensure users receive only relevant information. ### Workflow: #### **Corporate Users Discovery** - Trigger: A kickoff meeting with relevant stakeholders marks the beginning of the HubSpot rollout project. - Conduct discovery calls with each department to identify current processes ("as is"). - Develop business process workflows to document both the current ("as is") and desired ("to be") operational processes in HubSpot. - Stakeholder approval:  The documented "to be" business process workflows are reviewed and approved by key stakeholders. #### **Corporate Users Implementation** - Trigger: Completion of the approved business process workflows. - Schedule bi-weekly calls for Sprint Planning & Sprint Review. - Develop custom properties, forms, and workflows based on stakeholder-approved business process workflows. - Trigger: Availability of all customizations and workflows. - Data Accessibility:  All relevant data automatically populate the contact or company profiles, ensuring transparency in communication among Corporate Users for continuity of service with prospects and External Users. #### **Marketing Team Guidance** - Trigger: Point-of-Service Prospect engages with specific marketing content. - Guide Point-of-Service Prospects to become marketing qualified leads (MQLs). #### **External Users Interaction** - Trigger: Point-of-Service Prospect qualifies as a marketing qualified lead (MQL). - Send MQLs to External (Franchise) Users for sales closure and service completion. - Trigger: External (Franchise) User Prospect expresses interest in franchise opportunities. #### **Integrated Communication Campaigns** - Trigger: Prospect status changes to a specific stage in the sales funnel. - Create integrated SMS messaging and email nurture campaigns via workflow development for improved communication with External User (Franchise) Prospects. ### Alternative path: - Develop reports and dashboards based on specific criteria to monitor operational activities, facilitating continuous process improvement and systematic data enhancement efforts for Corporate Users. ### Post-Conditions: - Ability to track internal corporate activity/communications, as well as, Sales deals and revenue (forecasted and closed), leading to operational streamlining. ### Benefits - **Streamlined Processes:** implementing efficient business processes, automating tasks, and reducing manual efforts for both Corporate and External Users. - **Improved Operational Efficiency:** automating tasks and streamlining processes, giving teams the ability to focus on high-value activities. - **Enhanced Customer Experience:** automation and transparency in communications ensure timely and personalized interactions with prospects and customers. - **Comprehensive Data Management:** through data auto-population and centralization to ensure accurate and up-to-date information for Corporate Users and External Users. - **Effective Sales and Marketing Alignment:** by guiding Point-of-Service Prospects to become marketing-qualified leads and providing seamless handoffs to External Users for sales closure and service completion. - **Real-time Monitoring and Reporting:** reports and dashboards track operational activities, identify bottlenecks, and make data-driven decisions promptly. - **Simplified Stakeholder Collaboration:** bi-weekly calls and stakeholder approvals ensure clear communication between all parties and alignment with project objectives. - **Data-Driven Insights:** comprehensive data and analytics produce valuable insights into operational performance, allowing for continuous improvement. - **Scalability and Adaptability:** provide a structured approach to accommodate future business growth and changing requirements. - **Increased Sales Revenue:** by efficiently managing leads and prospects. ## Subscribe to Stay in the Know #### Get the latest assets and insights from DIGIT Cloud Biz. ![Digit Cloud Logo drafth](https://www.digitcloud.biz/hubfs/Digit%20Cloud%20Logo%20drafth.png "Digit Cloud Logo drafth") DIGIT Cloud Biz LLC leverages a virtual team of elite advisors and contractors to deliver tailored, scalable solutions built on deep collaboration. 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