Consolidated Four Platforms Into One Revenue System
- Zoho CRM
- MailChimp
- SurveyMonkey
- CallRail
- 3CX
- Full data migration from Zoho CRM and MailChimp into HubSpot
- Sales process rebuilt inside HubSpot with up to 5 automated sequences
- Marketing email templates migrated and standardized across two audience segments
- CallRail integrated directly into HubSpot for call tracking and attribution
- 3CX phone system supported through implementation guidance
- Four disconnected tools replaced by a single HubSpot environment covering marketing, sales, and reporting
- Audience segmentation rebuilt around two distinct programs: on-site guests (B&M) and remote participants (AtHome)
- Sales and marketing teams trained with documented SOPs so the system actually gets used
- Ongoing optimization built into the engagement from day one, not bolted on after the fact
A little background
Hilton Head Health is a weight loss and wellness retreat center with a reputation built on real results and a deeply personal guest experience. They serve two distinct audiences: guests who come on-site for immersive programs, and participants in their AtHome virtual offering. Both groups require different messaging, different follow-up cadences, and different ways of tracking engagement.
That kind of nuance is hard to manage when your data lives in four separate tools. Zoho held the CRM data. MailChimp handled email. SurveyMonkey captured feedback. CallRail tracked calls. None of them talked to each other in any meaningful way, and the team was spending real time bridging the gaps manually.
They came to Image in a Box with a clear goal: get everything into HubSpot, get the sales process documented and automated, and build a foundation that could actually support growth, including better organic results over time.
Where the gaps were showing?
The core problem wasn't any single tool. It was the absence of a single source of truth. When a prospect called in through CallRail, that data didn't connect to what MailChimp knew about their email engagement or what Zoho had on their contact record. The sales team was working from incomplete pictures, and marketing had no reliable way to see what happened to a lead after it came in.
Segmentation was another pressure point. The B&M and AtHome programs attract different buyers with different motivations and different timelines. Without a CRM that could cleanly separate and target those two groups, campaigns were either too broad or required manual list management that didn't scale.
The survey and feedback data in SurveyMonkey sat entirely outside the revenue system. Guest feedback wasn't connected to contact records, which meant it couldn't inform follow-up, retention, or expansion conversations. Good data was being collected and then left on the table.
How Hilton Head Health Built a Connected Revenue System?
Image in a Box ran the engagement through the Clarity Implementation™ framework: Discover, Automate, Monitor, Refine. The work started with three separate discovery meetings covering sales, marketing, and business operations, each focused on understanding the current state before touching anything.
Discovery
The discovery phase produced a clear picture of what existed and what needed to change. That meant auditing the Zoho and MailChimp environments, reviewing the CallRail setup, and mapping out how SurveyMonkey fit into the broader feedback loop. The output was a documented migration gameplan, an automation gameplan, and a HubSpot Academy training guide tailored to the team's actual workflows.
Sales processes and marketing processes were documented separately. The goal wasn't just to move data, it was to understand what was working, what wasn't, and what the new system needed to support.
Implementation
The migration itself covered both Zoho CRM and MailChimp, bringing contact records, historical data, and email assets into HubSpot. Up to three marketing email template styles were rebuilt inside HubSpot's email tool, and up to five sales sequences were configured to support the team's outreach process.
HubSpot properties and pipelines were configured to reflect how Hilton Head Health actually sells, including the B&M and AtHome segmentation that drives so much of their marketing logic. CallRail was integrated directly so call data flows into contact records automatically. For 3CX, Image in a Box provided support and guidance through the implementation rather than owning it directly.
Training and Reporting
Getting the system built is only half the work. The other half is making sure the team can use it without needing to call someone every time a question comes up.
Three one-hour virtual training sessions covered the core workflows. A Sales Standard Operating Procedures document gave the team a reference point that didn't depend on anyone's memory. Up to ten reports were built into a dashboard for goal tracking, giving leadership visibility into pipeline and marketing performance without digging through multiple tools.
The Results
Hilton Head Health went from four disconnected platforms to one connected HubSpot environment. Sales, marketing, and reporting now share the same data, which means the team spends less time reconciling information across tools and more time acting on it.
sThe B&M and AtHome segments are cleanly separated inside HubSpot, with the list logic and automation to support distinct messaging for each group. Call data from CallRail flows directly into contact records. Email performance is visible alongside CRM activity. The feedback loop that was previously stuck in SurveyMonkey is now part of the broader picture.
The foundation is in place for the organic growth goals the team came in with. When your data is clean, your segments are right, and your team knows how to use the system, the marketing work that follows actually has somewhere to land.
"Working with Image in a Box gave us a clear path through a migration that felt overwhelming from the outside. The process was structured, the team was thorough, and we came out the other side with a system we actually understand."
Angela | Director of Sales | Hilton Head Health
Finalized Platform
- HubSpot Marketing Hub
- HubSpot Sales Hub
- HubSpot CMS Hub
- 3CX (supported)
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