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HubSpot’s enormous enablement infrastructure needed a simple, overarching solution to complex calendar needs and attendance tracking

HubSpot previously hosted its onboarding program in-person in their main regional offices. Now the company has gone fully remote, their roughly 50-person enablement team needs to support several virtual onboarding paths, ranging from a few weeks to 90 days, each servicing large cohorts that span three regions across the globe. The program is massive: it mixes live and e-learning sessions over a period of three months and comprises roughly a thousand calendar invites tailored to nine specific roles.


To previously get their programming across the finish line, HubSpot relied upon what Logistics Program Manager Alec Harrises describes as a “duct-tape solution.” They hacked together a system using custom Google App Scripts that required three people to manually schedule the program. This process demanded a ton of administrative effort and often resulted in system inaccuracies.


“It was a very faulty system,” says Harrises. “Servicing so many people with our content through a combination of Google Sheets, Google Calendar, and Google Groups was a Sisyphean task that was only getting more difficult as the programming evolved and scaled.”


The system’s unreliability not only negatively impacted new hiring experiences, but rendered it nearly impossible for HubSpot to accurately track program attendance.


“Being able to track who is and isn’t in the room quickly becomes very difficult when your onboarding classes go up from five people to 10 to 25 to 50. You either have to track that manually or rely on new hires to type in their email address into an attendance form.”


Subsequently, HubSpot’s leadership felt like they were in the dark on program participation and effectiveness. The enablement team attempted to craft a handmade solution to their attendance data problem, but given the scale of the program and the sheer number of participants, they were struggling to find an efficient way to provide leadership with the key insights they needed.

The Solution

Tangelo vastly improved the efficiency of HubSpot’s onboarding program. HubSpot was previously spending 40 to 50 hours per month on manual scheduling calendar invites. Since implementing Tangelo, that number has dropped by roughly 95%. They’re now able conduct all of their logistical processes for onboarding within about two to five hours a month.


Tangelo’s software accomplishes what took coordinators multiple weeks to pull off in just a matter of seconds. Now, new hires get calendar invites immediately. With the saved time, facilitators can better tailor the program to specific audiences, and managers are more equipped to plan out their programming.


“It’s allowed us to be more strategic about how we conduct and schedule our programming, which was something we weren't able to do before because it was tough to get everything up into a calendar in a timely manner.”


While before it used to be difficult for HubSpot’s enablement team to accurately track program attendance, Tangelo has completely automated the process and saved the team over 20 hours per month. The enablement team no longer relies on a manual form to ensure people were present and completing their onboarding. Now, Tangelo automatically creates Zoom meetings and produces an attendance report, which provides HubSpot with crucial data that they can begin to model for leadership.


“Before, we would have to manually go through the forms and make sure that the data was accurate, and only then could we feed that report back out to the people that needed it. That just happens now. Tangelo just does it.”

“Servicing so many people with our content through a combination of Google Sheets, Google Calendar, and Google Groups was a Sisyphean task that was only getting more difficult as the programming evolved and scaled”

Alec Harrises

Program Manager - GTM Enablement, HubSpot

The Results

With the help of Tangelo, HubSpot’s onboarding program runs without a hitch and has returned over 60 hours per month to the enablement team. The automated calendaring and attendance tracking has upgraded the end user experience for every program participant, from new hires to facilitators.


“Knowing what their schedule is going to look like for the next couple of weeks or months allows managers and facilitators to organize their time much better,” notes Harrises. “It was very difficult to plan availability because of a lack of scheduling transparency. With Tangelo, we're now able to provide all of that information much earlier so people can make better calendar decisions in their personal and professional lives.”


With the rich, accurate completion and attendance data, HubSpot’s enablement team has a new insight layer to demonstrate their effectiveness to management. They’re now currently working on an initiative to connect that data to rep performance in the first 12 months. In the future, they can use the data to successfully iterate and adapt the program to better fit the needs of new hires.


Crucially, Tangelo has helped unlock HubSpot’s overall enablement team. It’s freed them to focus on strategy instead of being bogged down in manual administration tasks. Enablement can now exhibit their full capacity simply because of the time Tangelo has saved.

“Before Tangelo, almost all of my time was spent on onboarding logistics. Now that Tangelo has automated so many of our processes, I've been able to focus on other projects that me and the team previously didn't have time for. I’m able to broaden what I do and how I strategically support the company and our team, all thanks to the productivity that Tangelo has returned to us.”

Alec Harrises

Program Manager - GTM Enablement, HubSpot

Relieved

A substantial amount of manual work involved in maintaining a complex calendaring system

Gained

Increased time saved, scheduling transparency, and crucial attendance and completion data

Made Awesome

 Tangelo helped HubSpot track its onboarding program’s performance, and allowed them to focus more time on strategic projects and vendor evaluations

HubSpot’s automated calendaring system and attendance tracking in their global VILT onboarding and everboarding programs

Customer Stories  /  Hubspot

HubSpot’s enablement team has upleveled their programming thanks to Tangelo automating 95% of their administrative work.

Use Case

Automation

Industry
Team Size

1,000-5,000

AI & Technology

Published on

October 16th, 2024

By Tangelo

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