01
Create session
Add the new training session once.
AUTOMATION & INTEGRATION
From a new training session to automated participant communication
We designed and implemented an automated workflow that connects training data, the website, CRM and participant communication into one streamlined process.
New session
Website
Automation
CRM
Participants
Automated communication
THE CHALLENGE
The challenge
Managing training sessions involved several separate steps. Information had to be reflected across the website, CRM, registration forms, contact properties, lists and email workflows.
This created repetitive work and increased the risk of outdated or inconsistent data.
“How can one change — adding a new training session — automatically trigger the rest of the process?”
One manual change
WebsiteCRMFormsListsEmails
Multiple repetitive updatesOne automated flow
WebsiteCRMFormsListsEmails
Multiple synchronized actionsTHE SOLUTION
One change. One automated flow.
We connected the training database with the CRM and built an automation layer responsible for synchronizing data and triggering the appropriate workflows.
02
Update website
Publish the latest session automatically.
03
Synchronize CRM
Keep the relevant CRM data aligned.
04
Register participants
Connect registrations to the session.
05
Automate communication
Trigger the right participant messages.
06
Follow up
Notify the team after the survey.
THE PROCESS
How it works
01
Create a training session
A new session is added to the training database.
02
Website updates
The new session becomes available on the training page.
03
Automation runs
Custom automation synchronizes the latest session data.
04
Participants register
Form submissions automatically connect participants with the training session.
05
Communication
Confirmation and pre-training emails are triggered automatically.
06
Post-training follow-up
Survey completion triggers an internal notification for the team.
SYSTEM ARCHITECTURE
Behind the automation
The system connects the data source, website, automation layer and CRM into one continuous flow.
HubDB
Training data
Website
Training sessions
Automation Layer
API + Custom Code
HubSpot CRM
Contacts + Forms + Lists + Workflows
Participant communication
Confirmation + Reminder + Survey
Technical details
The automation layer uses the HubSpot API and custom code to synchronize training data, update CRM records and support workflow triggers. AWS Wrangler is used as part of that layer.
AUTOMATION DETAILS
What happens automatically?
Dynamic data sync
Training session data is synchronized between the database, website and CRM.
CRM updates
Contact properties are automatically updated with the relevant training session.
Registration management
Forms and participant lists are kept aligned with available sessions.
Workflow automation
Registration conditions trigger the appropriate CRM workflows.
Participant communication
Confirmation and pre-training communication are triggered automatically.
Survey follow-up
Survey completion creates an internal notification for the team.
TECHNOLOGY
Technology behind the solution
HubDBHubSpot CRMHubSpot APIHubSpot WorkflowsCustom CodeAWS WranglerPython
THE RESULT
A connected training process instead of repetitive manual work.
- Manual updates
- Multiple systems
- Repeated data entry
- Higher risk of inconsistencies
- One training session update
- Connected systems
- Automated workflows
- Consistent participant communication
TECHNICAL NOTES
Implementation considerations
The solution was implemented using custom code and the HubSpot API, with AWS Wrangler used as part of the automation layer.
The implementation considered platform data-transfer limits and required thorough testing before moving to the live environment.
TESTING INCLUDED
- test HubDB data
- test contacts
- CRM property configuration
- HubSpot developer application
- API authentication
- workflow testing
- custom code validation
- live environment transfer
WORK WITH WEAVILO
Have a process that still depends on repetitive manual work?
We can turn disconnected steps into a clear, automated workflow.