HubSpot Onboarding

THE PRACTICE

Buying HubSpot is a decision. Making it useful is a practice.

Whether you're setting up HubSpot for the first time or trying to get more from a portal that's already live, the goal is the same: a system your team trusts, data that reflects reality, and reporting that helps leadership make decisions. We work with scaling teams across Australia and New Zealand to get there.

WHAT WE DO

Eight engagements that cover most of what mid-sized teams actually need.

01 / Onboarding

New to HubSpot or setting it up properly for the first time? We design your CRM and lifecycle around how you sell and deliver, configure the portal, connect your tools, and set up automation and reporting. You get clean foundations, clear documentation, and training so your team can run it confidently from day one.

02 / Migration

HubSpot Migration Services

A migration is a chance to get the architecture right. We design your HubSpot data model from scratch around your real workflows, then map and migrate your existing data across as completely as possible. You arrive with a clean system built for how you operate today, not a replica of whatever you were running before.

03 / Fractional

Fractional RevOps

Senior-led RevOps without the full-time hire. We bring structure to your funnel, pipelines, handoffs, and reporting, then keep it that way with a steady weekly rhythm. The improvements stick because someone owns them past the kickoff.

04 / Training

HubSpot Training and Adoption

We train your team on the HubSpot they actually use, not a generic demo portal. Role-based sessions, real workflows, and adoption verified in the data afterward. Not assumed.

05 / Support

HubSpot Support

Most portals stay clean for a quarter. Few stay clean for a year. We keep HubSpot tidy, consistent, and scalable in the background so your team stays focused on the work and your reporting stays trustworthy.

06 / Reporting

HubSpot Dashboards and Reporting

Most dashboards show what happened. Few explain why. We start with the definitions and the data underneath, then build the dashboards leadership actually opens and acts on.

07 / Optimisation

HubSpot Optimisation

Most HubSpot setups work. Few work the way the team actually operates. We streamline what's clunky, tighten what's inconsistent, and tailor the system to your workflows so it runs cleaner as you scale.

How we work

Six things that stay true across every engagement.

Map first, build second

We understand the process before we configure the platform. The decisions made early are the hardest to undo later.

Built to be handed over

Every engagement ends with your team owning the system. Dependency on a consultant is not a successful outcome.

Clean before clever

Structure and data quality come before automation and reporting. The order matters more than most people expect.

No surprises on scope

If something changes, we say so before it becomes a problem. That's a basic expectation we hold ourselves to.

The platform serves the process

HubSpot is the tool. What we're actually building is a team that trusts its data and knows where things stand.

I'm a hard marker and I have used Kira on FIVE HubSpot clients now. As a CMO, having a smart marketing ops partner for my HubSpot instance who can turn asks into action is crucial. I like to push the boundaries and Kira has helped me to overhaul the following at Rosterfy in just a month: funnel automation, custom sourcing and multi-touch attribution, full intent signal scoring model - and the experience has been fantastic. Kira brought real technical depth to complex builds like our MQL triggers, lifecycle recycle logic, and W-shaped attribution setup, translating tricky requirements into simple motions. She's been especially sharp on the intent scoring layer, helping us think through decay rules and workflow triggers so our sales team gets the right signals at the right time. Highly recommend Kira and OTM if you need a partner who can actually execute sophisticated marketing ops work with ease.

Kearns, A. Fractional CMO

Engagement rhythm

We start with a fixed scope. Some clients hand over at the end. Others keep going.

Weeks 1–2

Discovery

We learn how your team works, where the friction is, and what a good outcome looks like. Everything we build starts here.

Weeks 3–6

Plan

We scope the work, agree on priorities, and set a clear timeline. No ambiguity about what's in and what's out.

Weeks 7–10

Build

We configure, migrate, automate, or optimise depending on what your portal needs. You're kept across progress throughout.

Weeks 11–12

Handover

We train your team, document the system, and make sure you can run it confidently without us. If you want us to stay on and manage your portal, we can.

Before and after

What changes when HubSpot is built properly .

Sales efficiency

Manual follow-up, inconsistent pipeline stages, deals falling through

Automated handoffs, clear stage definitions, nothing missed

Marketing visibility

Campaigns running with no clear view of what's working

Attribution in place, every campaign measured

Leadership reporting

Exports, spreadsheets, and best guesses

Live dashboards, answers on demand

Team adoption

HubSpot open alongside spreadsheets and workarounds

One system, used consistently across the team

Data integrity

Contacts duplicated, properties inconsistent, records ungoverned

Clean structure, defined ownership, data the team trusts

Client retention

Renewals managed manually, no visibility on account health

Automated touchpoints, early signals on at-risk accounts

Case Study · SaaS · Canberra

A sales process too nuanced for the defaults to handle.

One pipeline. Marketing, sales, and service, finally finally aligned.

A geospatial SaaS company selling to government agencies and engineering consultants had outgrown HubSpot Starter. Their sales motion didn't fit a standard pipeline, and their two ICPs needed separate nurture paths.

We mapped the customer journey across three connected objects, built lead scoring around their actual conversion signals, and created five nurture flows tailored to each segment. One pipeline, so marketing, sales, and service are finally working together.

Primary

Services

Resources

Most HubSpot instances aren't broken. They're unfinished.

Buying HubSpot is a decision. Making it useful is a practice.

Eight engagements that cover most of what mid-sized teams actually need.