Work / Healthcare
Intake calls, scheduling and follow-ups still depend on whoever is free. We build the CRM and the agents that make intake reliable — inside HubSpot, Zoho or Salesforce.
- 0 CRMthe whole team works from
- 0 agentsscoped for the next six months
- 0 monthsmigration plan, delivered
Right now, every enquiry depends on who picks up and what they remember.
Intake notes live in five places, follow-ups are remembered or lost, and the CRM is something the team works around rather than in.
A CRM nobody trusts
Follow-ups by memory
Calls summarised after the shift A family who called twice
An assessment nobody confirmed
A CRM the team works around A referral lost in a thread Readiness nobody can seeSame week. Same team. A different set of problems.
The decisions behind intake, follow-up and the care record.
- Enquiries by whoever answersUrgency and service are judged on the call, if the call is picked up.
- Follow-ups by memoryFamilies who called twice and never heard back.
- Assessments missedNo confirmation, no reminder, an empty slot.
- Quiet families forgottenAn open record goes silent and nobody notices.
- Enquiries by whoever answersEnquiries triaged
- Follow-ups by memoryFollow-ups booked on the call
- Assessments missedAssessments confirmed
- Quiet families forgottenStalled records recovered
HubSpot rebuilt as the system of record — clarity on what the licence includes, what we set up, and what we build on top.
System of record
- CRM architecturePipelines, properties and permissions for intake and care
- Migration from ZohoRecords, history and automations moved and cleaned
- ReportingIntake, conversion and response-time dashboards
Built on top
- Call intelligenceTranscribed, summarised, filed to the contact
- Readiness & intent scoringWho to call first, and why
- Moments-that-matter recapWeekly view of the families who need a call
Agents scoped with the team
Proposed from the review sessions, prioritised for the next six months.
- Lead triage
- Intake copilot
- Always show-up
- Stalled opportunity recovery
- Action recommendation
What the studio has shipped as a product, not a project. Each opens in its own site.
- Constraint
- A Zoho CRM nobody trusted and a four-month migration proposal that kept slipping.
- System
- HubSpot rebuilt as the system of record, records migrated and cleaned, with call-intelligence, lead-triage and intake agents scoped on top.
- Result
- Intake the whole team works from, and a maintenance path with agents prioritised for the next six months.
“For the first time the team opens the CRM because it helps them, not because they were told to. (Simulated quote — see PLACEHOLDERS.md.)”
Tell us about one workflow. We'll come back within a working day with what a system would look like — then you pick a time.
- Map the workflow to the agents and systems that would run it
- Build inside the tools you already use — no new platform
- Move from a first increment to a system your team runs — in fortnights