Olyn Group's HubSpot Portal Consolidation: 6 Portals to 1 Unified Platform
- Industry: Professional Services
- Company size: Mid-Market (6 Companies)
- Services: Integration of the HubSpot Sales and Marketing Hub with Navision
The challenge
What has held ADXpert back?
ADXpert, a leading career counseling company, was stuck.
Although the company provides world-class employee satisfaction and reintegration services, its marketing efforts were not hitting the mark.
The team had the necessary expertise, but lacked the right tools and framework to share it with the world.
- Scale & innovate
- Grow & Develop
- Cultivate & profit
How We Make It Happen
Multi-Portal HubSpot Migration with Advanced Data Architecture
Olyn Group, facing significant challenges with data synchronization, process automation, and inter-company collaboration due to multiple HubSpot portals, implemented a comprehensive solution:
→ Migrate all HubSpot portals to 1 Unified Portal
How we made it happen:
1. Harmonized Sales Processes & Streamline Data Model:
- Extracted tailored HubSpot data models for each company.
- Identified & retained essential properties to ensure operational relevance and future scalability.
- Conducted workshops to unify processes, optimizing pipelines, customer segmentation, and enhancing sales and margin measurement.
2. Data Migration & Integrity:
- Managed duplicates, transformed data, and seamlessly migrated email history and quotes to streamline operations and maintain data integrity.
3. Process Automation:
- Enabled seamless data segmentation across group companies.
- Facilitated shared ownership of records among multiple companies.
- Automated access provisioning for records, ensuring efficient data management.
- Established hierarchical access controls to balance data visibility and security.
This digital transformation empowered Olyn Group to synchronize operations, automate critical processes, and foster collaboration across its diverse entities, enhancing overall efficiency.
Custom Card for Enhanced Cross-Company Collaboration
To optimize user experience and streamline cross-company record access, we developed a custom contact display card. This solution addresses the unique challenges of multi-company operations within a single HubSpot portal, displaying contacts owned by team members when viewing company records. Key benefits include:
- Enhanced Cross-Team Visibility:
Users can instantly see which contacts are owned by their colleagues across different companies, promoting better collaboration and strategic data sharing while maintaining appropriate security boundaries. - Autonomous Access Management:
Teams can independently manage access rights and view relevant contact information without administrative intervention, creating a more efficient work environment that scales with Olyn Group's growing operations. - Streamlined Administrative Operations:
The custom card provides immediate access to shared records for authorized users, eliminating manual oversight processes and significantly reducing administrative workload across all six companies.
This solution empowers Olyn Group's teams to focus on their core digital marketing expertise while the system automatically handles complex cross-company data relationships and access control.
Main Results
The comprehensive portal migration transformed Olyn Group's fragmented operations into a unified, efficient ecosystem. Their six companies now operate with complete visibility across customer relationships, automated processes that respect company boundaries, and streamlined workflows that have significantly reduced operational overhead while enabling strategic collaboration.
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