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INDUSTRY
Healthcare
CHALLENGE
Before the implementation, the client had to export contacts from HubSpot each time, manually configure campaigns in external tools, and monitor mailings without the ability to track statuses and communication history in the CRM. There was a lack of automation, centralization, and data consistency, which led to a risk of errors, a heavy operational burden, and limited effectiveness of promotional campaigns. The previous methods did not allow for quickly reaching customers or leveraging HubSpot’s workflow to run SMS campaigns (for faster contact).
RESULTS
After Velmanta implemented the integration of HubSpot with the SMS API, the entire promotional campaign process was automated. SMS messages (for faster contact) are sent directly from HubSpot workflows, the content is personalized, and the entire communication history is recorded alongside the contact in the CRM. The marketing team can leverage campaign segmentation and automation, while the sales department gains full context of all customer interactions. The solution is used on a daily basis, significantly increasing the effectiveness of communication.
IMPLEMENTED PRODUCT
SMS Automation in HubSpot
800
SMS Messages Sent
16
Closed deals
2%
Sales conversion rate
>15,000
Average transaction value
“We were looking for a solution that would allow us to communicate effectively with patients without creating additional administrative work. Velmanta developed an integration that fit perfectly into our processes. Today, we launch SMS campaigns directly from HubSpot, measure their effectiveness, and see a real impact on the number of scheduled appointments and sales.”
Mariusz Berski
CEO @ Cheese
About cheese.pl
Cheese is a modern orthodontic center specializing in the treatment of malocclusions using Invisalign® clear aligners. The clinic focuses on digital technologies and the highest standards of patient care, ensuring that the entire treatment process is convenient, predictable, and based on a personalized approach.
How does the solution work?
STEP 01
1. Automatic lead qualification
The campaign begins with a HubSpot workflow that automatically identifies contacts meeting specific criteria. In Cheese’s case, these were people who had had a consultation but had not yet decided to begin treatment. This ensures that communications reach only the relevant audience, without the need to manually prepare lists.
STEP 02
2. Message personalization and configuration
The SMS API action is fully integrated with the HubSpot workflow editor. The administrator can configure the message content, automatically insert data from the CRM (e.g., the patient’s name or the caregiver’s number), specify the sender’s name, tag the campaign, add UTM parameters, and include shortened links to track the effectiveness of marketing activities.
This ensures that every message is personalized, and campaign results can be thoroughly analyzed using analytics tools.
STEP 03
3. Communication History in One Place
Every SMS message sent is automatically saved on the contact’s timeline in HubSpot. Sales representatives and consultants have full access to the communication history with the patient without having to log in to external systems.
This helps maintain the full context of conversations and streamlines further customer service.
STEP 04
4. Campaign Performance Reporting
Once a campaign ends, all data is available directly in HubSpot. The dashboard displays the number of messages sent and delivered, the number of contacts reached by the campaign, the conversion rate, and the number of transactions generated by a specific SMS campaign.
Results
- The entire process of planning and executing SMS campaigns has been centralized directly within HubSpot.
- Message delivery to selected audience segments has been automated using workflows.
- Campaign preparation time has been reduced by approximately 50% by eliminating manual tasks.
- A complete history of SMS communications is now available on the contact timeline in HubSpot, accessible to both marketing and sales teams.
- The ability to label campaigns and track campaign effectiveness using tags and UTM parameters was implemented.
- Reporting on the number of messages sent and the impact of SMS campaigns on sales results has been enabled.
- A scalable solution was created that serves as the foundation for further automation of patient communications and future marketing campaigns.
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