Streamlining TV Show Audience Management with HubSpot Sales Hub

Managing live TV show audiences requires efficient coordination and seamless processes. Facing challenges with their outdated system, a TV show's audience coordination team turned to Vested Marketing to implement HubSpot Sales Hub, transforming their workflow and boosting team collaboration.

Overview

The audience coordination team for a television show needed an audience management system to efficiently handle audience intake requests. Their goal was to book and confirm at least 350 attendees for each filming day, which occurs three times a week for the first three weeks of each month. The team required a streamlined, user-friendly solution that could manage the intake process, enhance coordination among team members, and ensure full audience attendance for filming days.

The Problem

The audience coordination team faced several challenges with their previous event management software:

• Vendor Transition: They were switching from an intricate custom-built system, which made updates and improvements cumbersome and time-consuming.
• User Experience: The team needed a new audience management system that was intuitive and easy to use, as they were not accustomed to frequent technology changes. At the same time, the new system needed to resemble their previous setup to minimize disruptions to their workflow.
• Complex Coordination: Managing audience bookings and confirmations involved significant back-and-forth communication with attendees, requiring a system that could handle these interactions efficiently and allow multiple team members to collaborate in real time.

Vested's Approach

To address these challenges, we implemented HubSpot Sales Hub, customizing it to function as an audience management system tailored to the needs of the coordination team. Key components of the solution included:

1. Form and Landing Page Integration: We integrated a form on their website, where potential audience members could sign up. This form feeds directly into a shared inbox accessible by all five team members.
2. Shared Inbox and Custom Views: The shared inbox was customized for optimal visibility and management of audience inquiries. Additionally, we customized the views in the contact, company (used as groups), and deal records to match their specific workflow.
3. Pipeline Creation: We developed a pipeline within the event management software to track the status of each attendee through stages like Booked, Confirmed, Checked In, Show Canceled, Attendee Canceled, No Show, and Waitlist. This enabled the team to manage attendees efficiently and monitor the confirmation process.
4. HubSpot Marketing Emails: Automated marketing emails were set up to send confirmation messages to attendees. We utilized lists and filtered views to ensure the right communications were sent to the right people at the right time.
5. Training: We provided comprehensive training for all team members to ensure they were comfortable with the new audience management system and could effectively manage the booking and confirmation process.

The Results

Learn More with Vested Marketing

In summary, HubSpot Sales Hub provided the audience coordination team with a powerful, user-friendly solution that streamlined their intake process, enhanced team collaboration, and improved overall efficiency in booking and confirming show attendees.

At Vested Marketing, as a proud Diamond HubSpot Partner, we specialize in helping companies like yours overcome operational challenges and achieve greater efficiency through tailored HubSpot solutions. Just as we transformed this logistics company's processes, we can provide your business with the tools and expertise needed to streamline operations, improve collaboration, and drive success.

Let us partner with you to unlock your full potential—because with Vested Marketing, your success is our priority. Contact us today to get started!

About Vested Marketing

As a certified HubSpot Partner Agency, we not only understand the benefits of using the inbound marketing platform to increase traffic and engagement, improve SEO, generate leads, design effective websites and boost sales, we know how to make it happen.

We are inbound marketing experts, SEO gurus and top-notch website developers.

Our team of Engineers Turned Marketers can help get you noticed - for a more innovative and effective way to reach customers, or provide a more seamless way for companies to find your services. Inbound Marketing has no limit to industry, serving from Crypto & NFT, mining, oil and gas, technology & automation, engineering, technology, construction, healthcare, specialty pharmacy, to industrial & manufacturing.