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About Emory University - Compassion Center

The Center for Contemplative Science and Compassion-Based Ethics focuses on educating both heart and mind through a research-based approach. Its programs are based on a theoretical framework that cultivates competencies leading to prosocial behaviors and outcomes for individuals and societies, and the center actively showcases the effectiveness of these programs through innovative research.

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THE CHALLENGE

DISCONNECTED SYSTEMS AND MANUAL PROCESSES

The Compassion Center at Emory University delivers mindfulness and compassion training programs to individuals and organizations worldwide. As their offerings expanded, they faced significant operational challenges:

No centralized system to manage course participants, affiliates, and program data.
Limited marketing infrastructure to attract new participants.
Disjointed workflows, manual processes, and lack of automation.

Objective
To transform the Compassion Center's HubSpot portal into a fully operational CRM and marketing engine that supports:

Course participant management
Affiliate and program tracking
Streamlined communication
Scalable automation for future growth

THE SOLUTION

BUILD A SCALABLE CRM FRAMEWORK FOR PROGRAMS, AFFILIATES, AND COMMUNCATIONS

Our team led a full-scale CRM implementation and automation buildout in HubSpot, including:

1. Custom Objects & Affiliate Tracking

Created a custom object for Affiliates with unique record IDs, approval workflows, and associations to program contacts.
Enabled internal teams to track affiliate activities, status, and contacts seamlessly in HubSpot.

2. Complex Workflow Automation

Built over 75 custom workflows across CBCT and C-Learning programs:
Lifecycle stage management
Cohort acceptance communications
Certification file delivery
Application handling and assignment routing
Developed custom email modules to automatically send downloadable certification documents upon completion.

3. Program Forms & Data Flow

Designed and implemented custom reporting and update forms tied to dynamic workflows.
Enabled automatic contact creation, association labeling, and updates across properties without manual input.

4. Consulting for New Platform Integration

Supported the launch of Compassion U, an online learning initiative:
Created custom HubSpot properties
Consulted with external app developers for smooth integration
Prepared backend systems to support a seamless user experience

5. Lead Scoring Implementation

Implemented a basic lead scoring model to track engagement and readiness across the funnel.
Enabled targeted outreach based on participant behavior, program interaction, and lifecycle stages.

THE RESULTS

Transformed

HubSpot

Reduced

Manual Tasks

Improved

Scalability

OPERATIONAL EFFICIENCY THAT SUPPORTS GROWTH AND EMPOWERS TEAMS

The Compassion Center now operates with a fully customized HubSpot instance that powers program operations, affiliate tracking, and participant engagement—all from one central system.

Manual processes replaced by automation. Over 75 workflows now drive everything from application handling to certification delivery—freeing up time across the organization.
Affiliate management streamlined. A custom object with approval workflows and record associations keeps all affiliate tracking organized and accessible.
Future programs supported. The backend foundation now enables scalability for initiatives like Compassion U, with HubSpot properties and integration protocols already in place.
A new level of marketing readiness. With lead scoring and lifecycle tracking, the Center can now identify engaged participants and tailor outreach accordingly.

Trusted, competent, and kind partners helping us scale

We came to HIVE with a fairly unique profile as a Nonprofit without a traditional Sales & Marketing team, looking for help to customize and build out HubSpot. Chris has been amazing, coming up with new, smart ways to push HubSpot to its limits, delivering what was promised on time... and also patiently and clearly explaining to the non-tech person that I am, so we can use the system correctly! The internal teams I serve have been amazed with the difference it’s made in our everyday operations. I would recommend Chris and the HIVE team to anyone.

Cynthia Johnson

PhD Progam Coordinator for CBCT