Pup Social's leads arrive from Meta ads, website forms, schedulers, events and the front desk. Since April 2026 we have audited, restructured and automated their HubSpot so those leads are captured, tagged by interest and routed to the right rep — and the deal-creation workflows we built and revised increased automated deal creation by 97%.
Pup Social is a membership-based dog social club in Chicago, running daycare, boarding, pet sitting, training, grooming, events and memberships. HubSpot was already in place, and leads were arriving from more channels than the process could keep track of — not because anyone was doing a bad job, but because the process depended on people remembering things.
An early priority from the founder was automating follow-up for people who toured the club but didn't buy.
The 97% compares the monthly rate of deals created automatically by HubSpot workflows between 3 April and 25 September 2026 with the eleven weeks before the engagement began, 14 January to 2 April 2026. Deals logged through other tools are not counted.
We don't install a template and leave. Every workflow was designed around how Pup Social actually works, and the work is still going.
We reviewed the existing HubSpot, the Zapier setup, the forms and the club's data before changing anything.
We mapped the data and the lead flows with the team. Lead routing was worked out with the sales team on a shared flowchart.
More than 30 workflows were built in HubSpot — lead capture, routing, deal creation, follow-up and internal alerts.
SOPs, recorded tutorials, a property reference guide and live training, so the team can run the system without depending on us.
The work continues as the club launches new promotions, forms and services. Routing changes whenever the founder asks for it.
A connected system rather than a pile of disconnected automations.
We audited the existing HubSpot and Zapier setup before building anything, mapped the club management system's data across, and designed a custom data model. Records were cleaned, standardized and deduplicated, so the team works from one database.
Meta Lead Ads connected to HubSpot, with each new lead form wired up as the ads manager launches it. HubSpot forms for the website, promotions, partnerships and events, plus meeting schedulers for the front desk, sales, private events and the training team.
New leads are tagged by interest and routed to the right sales rep. Deals are created automatically from form submissions and meeting bookings, including tours booked by staff, with safeguards against duplicates.
Workflows and sequences send confirmations, reminders, stage-based follow-ups and team alerts, including follow-up for people who toured but didn't buy. Automated emails also remind owners when a pet's vaccine is close to expiring.
A HubSpot dashboard and nine reports covering lead processing, sales rep activity, monthly sales by service line and club tour bookings. Sales get real-time booking alerts and a club tour report emailed every morning.
Live training sessions, recorded tutorials, SOPs and a property reference guide. One team member was trained and given the permissions to build and publish the club's event workflows on their own.
The full review from Pup Social, published with permission.
“They optimized our HubSpot CRM, built automated workflows for lead management and follow-up, and created a scalable system that has improved our efficiency and customer journey. Their work has reduced manual tasks, improved lead response times, and given our team greater visibility into our sales pipeline.”
“What impressed us most was Smoothly's commitment to ensuring long-term success. They provided comprehensive SOPs, training materials, recorded tutorials, and ongoing support, making it easy for our team to adopt the new systems with confidence.”
Ongoing partnership since April 2026 · Published with the client's permission
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