Stark Smart Gym
HubSpot, Respond.io, and Fitness Brain integrated to automate lead management
The information lived across three platforms and leads were assigned by hand. Today 90% are assigned on their own, with the location and the advisor already identified.
Overview
- Project
- Stark Smart Gym
- In partnership with
- G3 Digital
- Sector
- Fitness / Wellness
- Duration
- 4 months
- Services
- HubSpot · AI & Automation · Web
Where things stood
Stark Smart Gym was already using HubSpot to manage contacts and sales processes. But the information on customers and prospects was spread across three platforms: HubSpot, Respond.io, and Fitness Brain.
That fragmentation made it hard to follow up on the leads coming in from campaigns. Advisors had no automatic way to identify which location a lead was interested in, or to receive contacts correctly assigned.
Several processes still depended on manual work, such as tagging each contact in Respond.io with the right location.
The challenge was to build a connected ecosystem that would centralize the information in HubSpot, automate lead classification, and tie sales activity to the customers actually acquired.
What we built
- 1
Centralizing and tuning HubSpot
We reorganized the data structure to establish a single central source of information, tuning properties and forms to unify what came in from campaigns and leaving the database ready to connect to the other platforms.
- 2
Integration and automation with AI
We built a Node.js middleware connecting HubSpot, Respond.io, and Fitness Brain. New contacts move into Respond.io, where AI determines the location of interest and the right advisor from what the person answered in the form. A process that was manual now runs on its own in around 90% of cases.
- 3
ERP synchronization and sales oversight
We connected HubSpot to Fitness Brain, the ERP where memberships are managed, in the Fitness Brain → HubSpot direction. We then built dashboards and reports to follow leads, customers, and conversions from one place.
Results
The integration connected an ecosystem that used to work in pieces. Over the project, more than 60,000 contacts were synchronized and more than 100,000 leads processed.
Around 90% of leads are now assigned automatically, including identifying the location and the advisor. That removed three manual processes and freed up more than an hour a day per advisor.
The Fitness Brain connection also closed the loop between acquisition and conversion: HubSpot no longer records only the lead marketing generated, it stays up to date with who ended up buying a membership.
Technologies
Services applied
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