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BrainTrust is a membership organization that helps women business owners grow through shared experience, peer support, and accountability.
As BrainTrust expanded into new markets, its team needed a system that could support growth without adding more administrative work. HubSpot was already in place, but the portal’s structure made it difficult to manage events, track members, report on performance, and repeat processes across locations.
BrainTrust’s HubSpot portal did not reflect how the organization attracts, enrolls, and supports members. Processes had been created for individual locations and events rather than built as one system that every Hub Manager could use. As BrainTrust prepared to enter more cities, its existing setup would require the team to recreate workflows and processes for each new market.
The lack of shared structure and automation created problems at every stage of member acquisition:
BrainTrust needed to replace these separate, location-specific processes with one scalable HubSpot system. The goal was to give Hub Managers a clear way to track and support prospective members while creating a structure BrainTrust could use as it expanded nationwide.
Modern Driven Media began with a full audit of BrainTrust’s HubSpot portal to understand where the system was creating unnecessary manual work, where data was being lost or overwritten, and how the setup would become harder to manage as BrainTrust expanded.
MDM focused on rebuilding the portal into a system BrainTrust could repeat. The goal was to make HubSpot match how BrainTrust operates today while giving the team a structure that could support future growth. Our team did this in the following ways:
Through the use of custom objects, we were able to build a data architecture that stored key information for the team. This replaced the flat data structures that had been used to manage historic information. MDM also defined consistent properties, naming conventions, validation rules, and data governance standards so the system could support additional hubs as BrainTrust grows.
Events are a key part of BrainTrust’s member recruitment process, so MDM rebuilt event management around reusable structure and automation.
This gave BrainTrust a cleaner way to manage event details, attendance, and the connection between events and later membership applications. With a streamlined event management process, we were able to scale communication to make sure attendees were prepared beforehand and had clear next steps after the event.
MDM was able to help evaluate inefficiencies within the recruitment process. By consolidating all efforts in HubSpot, we were able to seamlessly integrate prospecting, recruiting and member onboarding all in one centralized place to streamline their enrollment periods.
MDM replaced manually maintained reporting processes with HubSpot dashboards for leadership, market leaders, and finance.
Calculated properties were added to support reporting across the member acquisition journey, including conversion from event attendance to application and active membership.
MDM also began moving BrainTrust’s quoting, invoicing, payments, and renewals into HubSpot Revenue Hub with a QuickBooks integration. This part of the project connected billing more closely to the rest of the member journey and reduced the need for separate manual processes outside HubSpot.
BrainTrust now has a consistent HubSpot system built around how its team recruits, enrolls, and supports members.
The new setup has delivered measurable improvements:
Now, critical processes are no longer siloed, and Hub Managers no longer need location-specific workarounds. Instead, BrainTrust has repeatable processes that can support each market.
With a scalable data structure, stronger automation, and clearer reporting, BrainTrust can spend less time managing its CRM and more time growing its community of women business owners.
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