Global Health Leadership Organization Replaces Dynamics 365 with a Sales Hub Enterprise CRM

• Organization type: Global women’s health leadership organization
• HubSpot: Sales Hub Enterprise, with free marketing tools
• Teams involved: Development, contracts and operations, communications, leadership programs, and the fellows and alumni team
• Primary goal: One system every team can use, with each team seeing only what it needs
• Previous systems: Dynamics 365, spreadsheets, and a WordPress and BuddyBoss community site

This organization runs leadership programs, a fellows network, events and a growing set of funded and earned-revenue opportunities across several continents. Each team kept its own data.

• Contract tracking in the old CRM was split across four separate templates.
• Funding opportunities lived in spreadsheets, often starting long before there was a known amount, close date or even a named contact.
• Fellow and cohort data sat in the community site and was updated by email.
• Events were managed separately by each team, so no one could see what other teams were running.
• Board, major donor and VIP information needed to stay restricted, including notes, emails and documents, not just contact fields.

Closed-loop reporting first. Before building any pipeline, each team completed Yodelpop’s closed-loop reporting worksheet to define which steps in its process were factual and trackable in HubSpot. Those worksheets became the build specs.

Funding pipelines for long relationship cycles. We designed an Opportunity pipeline where every stage has to be required, factual and inspectable: Qualified, Concept Shared, Invited to Apply/RFP, Submitted/Under Review, Agreement in Review and Won/Funding Committed, plus Closed Lost and Dormant. Grants, social enterprise and summit opportunities share it because they follow the same steps, and Funding Category and Funding Mechanism fields sort them. A won opportunity moves to a separate Grants Management pipeline, and summit sponsors get their own shorter pipeline. Warm introductions to funders are logged on the funder’s organization record until the team decides to pursue them.

Contracts as a custom object. Contracts are outgoing money, so we kept them out of the revenue-focused deal object. A contracts custom object tracks start and end dates, scope of work and renewal reminders. Invoicing and budgets stay in the finance system, and with about 40 contracts, we recommended against building a sync between the two.

Layered permissions on Enterprise. Starting from a permissions matrix the team filled in, we built nested teams, restricted teams for board and VIP relationships, and permission sets for each staff group. Sensitive records are owned by service-user accounts, so they stay hidden from staff who aren’t on the right team, with workflows that apply, audit and release those restrictions.

Email and meeting logging that respects privacy. Outlook is connected with logging off by default and a never-log list for internal and sensitive addresses, so staff choose which messages belong in the CRM. The native Zoom integration captures external meetings while excluding internal ones.

Community integration. WP Fusion connects the BuddyBoss community site to HubSpot. Fellows, cohort members and coaches sync as contacts, a profile type field allows filtering, and staff come in as HubSpot users instead. We inspected the available fields before turning on any sync.

Event architecture. We designed how events will live in HubSpot’s marketing events tool, tagged by team, region and audience, so every team can see the full event calendar. This prepares the organization for a global summit expected to draw 650 to 850 participants.

• A documented CRM architecture covering funding, grants, sponsorships, contracts, fellows and events in one portal
• Permission sets built from a team-by-team access matrix, protecting board and major donor relationships
• Contract tracking consolidated from four templates into one custom object
• Fellow data moving from email updates to an automatic sync with the community site
• A phased rollout plan that lets each team adopt HubSpot without disrupting its work