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Gym and Fitness
Optimising Sales & Customer Experience through HubSpot Integration

Situation
Gym and Fitness, a leading company in the health and fitness industry, managed operations through multiple disconnected systems, Shopify for e-commerce, Netsuite for accounting and inventory, Asana as a makeshift CRM, and Freshdesk for customer service. This fragmented setup led to significant inefficiencies, manual processes, and poor data management, impacting sales team productivity and customer service effectiveness.
The Problem
Key operational challenges identified included:
Disjointed Systems
Manual transfer of data between Shopify, Netsuite, Asana, and Freshdesk, causing errors and inefficiencies.
Lack of Central CRM
Reliance on Asana as an improvised CRM, leading to inconsistent sales processes and fragmented customer data.
Manual Follow-Up
Sales team manually re-engaging cold leads, resulting in wasted time and missed opportunities.
Inefficient Quoting and Proposal Process
Clunky and slow quoting process in Netsuite required manual intervention, causing delays and frustration.
Poor Management of Cold and Lost Leads
Lack of proper segmentation and automation in lead nurturing meant lost potential sales.
Impact
These challenges resulted in tangible negative outcomes:
Lost Opportunities
Manual and inefficient processes prevented timely customer engagement.

Reduced Productivity
Significant team hours lost in manual follow-ups and data management.
Limited Visibility
Difficulty tracking customer interactions and history, reducing effectiveness in communication.
Solution: HubSpot Integration via Make
Gym & Fitness partnered with ScaleStation to implement a cohesive solution using HubSpotSales Hub Enterprise, complemented by Make.com integrations:
Unified CRM Data
Integrated Shopify, Netsuite, and Freshdesk with HubSpot to deliver a unified customer view. Transitioned from Asana to HubSpot as the central CRM, simplifying lead and deal management.
Automated Follow-Ups
Implemented automated lead nurturing and follow-up campaigns through HubSpot workflows, greatly minimising manual effort and winning more customers.
Shopify and HubSpot Integration
Enabled detailed customer segmentation based on purchase behaviours, automating categorisation and targeted outreach.
Streamlined Quoting Process
Implemented HubSpot’s quoting tools alongside integrations such as PandaDoc, drastically improving efficiency and reducing errors.
Improved Reporting and Insights
Developed tailored dashboards for real-time tracking of sales performance, forecasting precision, and operational efficiency.
Outcome: Enhanced Efficiency and Optimised Sales Performance
The integration project delivered measurable improvements:
Sales Efficiency
Significant reduction in manual processes, leading to faster lead-to-deal conversions and shorter sales cycles.
Operational Productivity
Major reduction in hours spent on manual tasks, improving overall team efficiency.
Customer Experience
Enhanced visibility into customer history and interactions, providing quicker, more informed customer communication.
Key Takeaways
Gym & Fitness’s digital transformation provides valuable insights:
With ScaleStation’s tailored integration solutions, Gym & Fitness achieved streamlined operations, improved sales effectiveness, and enhanced customer satisfaction, positioning them for sustainable growth and efficiency.

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