Background:

Doctors Training is an organisation dedicated to supporting doctors, educators, and leaders across the NHS in building sustainable careers through high-quality training. With the business expanding, it was clear their existing tech stack was no longer fit to sustain that growth. They adopted HubSpot but over time, and without the right guidance, the platform had been customised in a way that limited their visibility, created inefficiencies, and ultimately made it difficult to scale the business further. This case study explores how BBD Boom helped untangle their setup and transform it into a high-performing streamlined solution.

Challenges:

Doctors Training had been using HubSpot for some time, and as their use of the platform grew, so did the complexity of their setup. What began as a straightforward system had evolved to include customisations and processes that signalled it was time for a strategic reset to support the next stage of growth. To fully unlock the potential of the platform, the team identified several key areas of opportunity:

Aligning pipelines and lifecycle stages more closely with their actual business processes to improve consistency and data accuracy.
Simplifying automations and workflows to make them easier to manage, adapt, and scale.
Reducing manual steps in tasks like deal creation, contact segmentation, and campaign personalisation to improve efficiency.
Enhancing reporting capabilities to gain clearer visibility into performance and uncover new opportunities for growth.
Improving overall usability of the CRM to enable teams to work more efficiently and get more value from the platform.

Solutions:

Following a comprehensive HubSpot audit, the BBD Boom team worked with Simon Frazer, Founder and Creative Director at Doctors Training to reset their HubSpot environment and transform it into one that would boost engagement and help them build stronger customer relationships.

The team began by reviewing their data structure, segmentation, and overall portal health. This led to a refinement of lifecycle stages and a cleanup of key properties to ensure better data accuracy and consistency. Conditional display logic was introduced to surface only the most relevant fields at each stage, while providing full visibility at the end of the process. With a stronger foundation in place, the team then focused on optimising deal progression and booking management by introducing two dedicated pipelines. Communication was streamlined using sequences, and a range of workflows were implemented to automate admin tasks, reduce manual effort, and improve the overall user experience across the business.

Outcomes:

Simon describes the optimised portal as a "game changer" - removing the need for more headcount to be able to scale the business, making data more actionable, and laying the foundation for continued growth. But what did this transformation actually deliver? Here are some of the key outcomes:

Automated communication replacing manual follow-ups
Seamless integration with website for instant deal creation
Optimised lifecycle stages for improved segmentation
Automated and simplified deal pipeline and progression
Optimised booking and servicing management
Actionable reporting that empower the team to act proactively

With these improvements in place, Doctors Training now has a HubSpot setup that supports smarter, more efficient operations that will result in higher engagement and retention.

Conclusion:

Plans are already underway for the next phase of development, including enhanced dashboards and a fully functional customer portal for trainers. As part of their continued investment, Doctors Training also adopted Operations Hub Pro to apply advanced automations in ticket creation that will save them weeks of manual work.

If you are facing similar challenges with your HubSpot setup, contact BBD Boom today to see how we can help you optimise your platform and unlock its full potential.