The team needed a fast, no-code infrastructure to onboard experts, route submissions to the right admins, and collect payments. All while maintaining a premium brand experience. Manual handling wasn’t scalable, and they couldn’t afford operational lag during a high stakes program.
To build a seamless flow, we connected strategy and execution:
Form to CRM: Custom HubSpot form designed to tag and categorize experts instantly.
Routing logic: Built automations that assigned judges based on challenge type.
Payment integration: Collected payments via Stripe and synced status to CRM in real time.
Notifications: Internal alerts + task creation kept the team on top of approvals.
We designed a fully automated expert intake and payment system powered by five interlocking workflows across HubSpot, Circle, and Zapier. The system seamlessly handled form submissions, expert creation, payment validation, lead routing, and internal team alerts while navigating the limitations of each platform.
Deliverables included:
Custom HubSpot form feeding directly into CRM
Creating custom objects with properties
Multi-branch logic for routing experts to the correct admins
Internal task creation and notifications triggered upon key events
Modular setup allowing reuse across new challenges and partners
Scalable solution
Full setup documentation
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(2016-25©)
