A winning verdict: Making the case for smarter workflows

What We Did

Following a recommendation on LinkedIn, we began with a workshop session to understand Schofield Sweeney’s current HubSpot processes and automations, what was working well for them and what needed improvement.

From this simple starting point we mapped out their current automations and our bespoke suggestions in the Figma design tool, to visually demonstrate how a new suite of automations could work for them.

The Figma design also included future considerations and potential requirements, including service-related automations.

Schofield Sweeney’s legacy workflows were mainly focused on the different events they regularly host.

Some are in-person (both free and ticketed), sports days such as golf and tennis days, and webinars.

Each type of event required a unique automation for different factors. For example, golf days required additional information on participants’ golf handicaps, and other events needed payment links sending via the clients’ payment gateway.

The clients were already using a number of integrations with HubSpot to ensure their event registration process was as automated as possible.

But these additional integrations also resulted in complexities, as our automation experts had to ensure that information was being passed correctly between different platforms.

The next step was to propose our suggestions back to the client, in a multi-stage process, to allow us to easily break down and project manage the steps required for the automations.

We proceeded with six top-priority items, implemented over a six-month period, with a primary focus on: 

• Building the new automations

• Designing email templates

• Writing content for emails

• Setting up integrations with Microsoft 365 and Zoom via Zapier

• Creating a design system to keep all branding together in a folder for the client to use

Once the work was complete we presented this back to the client, to ensure they understood the new automations and how they would work differently from their original system. 

We created a document of all the processes needed to set up the new automations that the internal Schofield Sweeney team could use to make the set-up period as easy as possible.

We also carried out additional design work that wasn’t originally scoped, such as email header templates and QR code generation.

In order to ensure the automations worked as expected, Ascensor then supported Schofield Sweeney in setting up automations for two different types of event. Some tweaks were needed, and we created a plan to provide ongoing support as new events are scheduled.

The Results

As a result of the new automations Schofield Sweeney have managed to hugely increase efficiency for their events process.

Our support has allowed their team to easily manage a much more streamlined process, with enhanced recipient satisfaction.