case studies

HubSpot Event Management

Client

German software company that builds scouting process of young football players using AI and mobile app. The company evaluates players skills using their videos and AI, gives them a score to invite the best players to the in-person events to see their skills in real football matches.

Industry

Event Management

Challenges

The client faced several challenges, handling event management process manually, that required direct communication with players by agents without automation. The process of attendance tracking was manual and took a lot of time before events. Their goal was to:

Automate invitation process, that includes scheduled follow-ups and reminders.
Build process of inviting on top of communication methods, that are preferred by players.
Enhance check-in process to reduce efforts.
Establish a single place for agents to communicate with players.

Solutions

Customized HubSpot Implementation
Designed and configured HubSpot to align with the client’s business needs, including invitation workflows that implement schedule and strategy for the event, and dashboards, to show all the stats about the events and efficiency of agents.
WhatsApp Integration
Configured WhatsApp integration on top of HubSpot to send automated messages based on event schedule.
Inbox Configuration
Configured a company email to send and receive messages from players. Connected Email and WhatsApp channels to HubSpot Inbox to allow agents to communicate with players in HubSpot.
SimpleEvents Integration
Integrated HubSpot with SimpleEvents application, that serves as event management platform and establishes the check-in process using QR codes and scanner application, that is used on the events.
Custom WhatsApp Conversation Handling
Developed JS scripts to run in the workflows to automate processing of players’ responses. That involves automated processing of confirmations, rejections and feedback submissions.

Results

Automated Invitation and Follow-Up Process: Eliminated manual outreach, reducing agent workload by 50% and increasing player response rates by 30%.
Streamlined Player Communication: Integrated WhatsApp and email into HubSpot, ensuring 100% centralized communication for efficient player interactions.
Optimized Event Check-In Process: Implemented QR code-based check-in, making attendance tracking 40% faster and reducing manual effort.
Improved Data Management & Insights: Custom dashboards enabled real-time tracking, leading to more informed decisions and improved scouting efficiency.