CRM / Automation / Systems Integration / TSP Mentor
Member Management & CRM Automation
Turning a multi-step membership process into a one-change HubSpot workflow.
The problem
What needed to change
Membership changes required someone to update HubSpot, find the member in Mighty Networks, remove old access, add the correct new space, keep both systems aligned, and send confirmation.
Before
A Peer Group change required multiple manual updates across HubSpot and Mighty Networks.
The solution
A practical route through the messy middle.
I designed HubSpot as the starting point for the process, then built the mapping and branching logic that determines what needs to happen in Mighty Networks.
How it works
A workflow people can understand.
HubSpot
Peer Group changed
Zapier
Automation triggered
Match records
HubSpot Peer Group → Mighty Networks Space
Check membership
Read the member’s current access
Decision
Already in a Peer Group space?
YES: move member
Remove old access → add correct space
branchNO: add member
Add member → add correct space
branchComplete
Send confirmation email
Tech used
HubSpot
CRM and source of member data
Zapier
Automation and workflow logic
Mighty Networks
Community membership and spaces
Microsoft Teams
Potential attendance extension
APIs
Future system connections
Where it got interesting
The part that needed actual thinking.
The interesting part was not simply connecting two apps. The systems use different names, and the workflow needs to understand the member’s existing state before deciding whether to move or add them.
The takeaway
What changed, at a glance.
My role
The impact
Before
A Peer Group change required multiple manual updates across HubSpot and Mighty Networks.
After
The team changes the member’s Peer Group in HubSpot and the automation handles the membership workflow.
One CRM change replaces a multi-system manual process.
Current / future development
The system is being expanded to bring Mighty Networks event RSVP information back into HubSpot. Microsoft Teams attendance data may also be incorporated through APIs. These are extensions in current development, not completed features.
Next project
Automated Content Research & Storytelling
View case study