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Industry
Healthcare
Challenge
Before the implementation, the client had to export contacts from HubSpot every time, manually configure campaigns in external tools, and supervise message delivery without being able to track statuses or communication history in the CRM.The process lacked automation, centralization, and data consistency, which increased the risk of errors, created a significant operational workload, and limited the effectiveness of promotional campaigns.The existing approach did not allow the company to reach customers quickly or use HubSpot workflows to run SMS campaigns for faster communication.
Results
After Velmanta implemented the HubSpot and SMS API integration, the entire promotional campaign process was automated.SMS messages are now sent directly from HubSpot workflows, message content is personalized, and the complete communication history is saved on each contact record in the CRM.The marketing team can use segmentation and campaign automation, while the sales team gains full context of every customer interaction.The solution is now used on a daily basis, significantly improving the effectiveness of customer communication.
Key Product
Automatyzacja SMS w HubSpot
"We were looking for a solution that would allow us to communicate effectively with patients without adding administrative workload. Velmanta developed an integration that fit seamlessly into our processes. Today, we launch SMS campaigns directly from HubSpot, measure their effectiveness, and see their real impact on the number of booked appointments and sales."
About cheese.pl
Cheese is a modern orthodontic center specializing in the treatment of malocclusion using Invisalign® clear aligners.
The clinic focuses on digital technologies and the highest standards of patient service, making the entire treatment process convenient, predictable, and tailored to each patient individually.
JHow Does the Solution Work?
1. Automated Audience Qualification
The campaign starts with a HubSpot workflow that automatically identifies contacts meeting specific criteria.
In the case of Cheese, these were people who had already attended a consultation but had not yet decided to begin treatment.
This ensures that communication reaches the right audience at the right time, without the need to prepare recipient lists manually.
2. Message Personalization and Configuration
The SMS API action has been fully integrated with the HubSpot workflow editor.
The administrator can configure the message content, automatically insert CRM data such as the patient’s name or account manager, specify the sender name, define the campaign, add UTM parameters, and use shortened links to monitor the effectiveness of marketing activities.
As a result, every message is personalized, while campaign performance can be analyzed precisely using analytics tools.
3. Communication History in One Place
Every SMS message sent is automatically recorded on the contact timeline in HubSpot.
Sales representatives and consultants have full visibility into the patient’s communication history without having to log in to external systems.
This preserves the full context of every conversation and makes subsequent customer service more efficient.
4. Campaign Performance Reporting
Once the campaign is complete, all data is available directly in HubSpot.
The dashboard shows the number of messages sent and delivered, the number of contacts included in the campaign, conversions, and the number of deals generated by a specific SMS campaign.
Results
- The entire SMS campaign planning and execution process was centralized directly in HubSpot.
- Message delivery to selected audience segments was automated using workflows.
- Campaign preparation time was reduced by approximately 50% by eliminating manual tasks.
- A complete SMS communication history was made available on each contact’s HubSpot timeline for both marketing and sales teams.
- Campaign tagging and performance tracking using tags and UTM parameters were implemented.
- Reporting was enabled for both the number of messages sent and the impact of SMS campaigns on sales results.
- A scalable solution was created as a foundation for further automation of patient communication and future marketing campaigns
Would You Like to Implement a Similar Solution in Your Business?
