--- title: "Case Study: How Hardi Aged Care Streamlined Operations with HubSpot" description: Learn how DigitalScouts helped Hardi Aged Care integrate HubSpot with its clinical systems, automate lead capture, and improve response times across multiple facilities. image: https://digitalscouts.co/hubfs/CaseStudy%20-%20How%20Hardi%20Aged%20Care%20Streamlined%20Operations%20with%20HubSpot.png --- ##### [TABLE OF CONTENTS Table of contents](https://digitalscouts.co/blog/case-study-hardi-aged-care-hubspot-implementation#) 1. [Home](https://digitalscouts.co/) / 2. [Blog](https://digitalscouts.co/blog) / 3. Case study hardi aged care hubspot implementation ![Case Study: How Hardi Aged Care Streamlined Operations with HubSpot](https://digitalscouts.co/hs-fs/hubfs/CaseStudy%20-%20How%20Hardi%20Aged%20Care%20Streamlined%20Operations%20with%20HubSpot.png?width=960&height=640&name=CaseStudy%20-%20How%20Hardi%20Aged%20Care%20Streamlined%20Operations%20with%20HubSpot.png) # Case Study: How Hardi Aged Care Streamlined Operations with HubSpot [DigitalScouts](https://digitalscouts.co/blog/author/digitalscouts) | Published : November 8, 2025 , Updated: June 21, 2026 ## **Improving Efficiency and Resident Engagement Through System Integration** #### **Industry:** Healthcare & Aged Care #### **Timeline:** 10 Weeks #### **Platform:** HubSpot CRM & Marketing Hub #### **Services:** CRM Implementation, Custom API Integrations, Website Migration, Marketing Automation ## **Overview** Hardi Aged Care is a leading healthcare provider with residential aged care facilities across Australia. The organisation wanted to improve how it managed enquiries, resident admissions, and marketing activities across multiple locations. DigitalScouts was engaged to implement a customised HubSpot CRM that could integrate with their existing clinical management system, automate lead capture from the website, and provide clearer reporting across teams. ## **The Challenge** Before working with DigitalScouts, Hardi’s marketing and admissions teams were managing data through manual spreadsheets and siloed systems. The website contact forms were not integrated with their CRM, resulting in missed or delayed follow-ups. Key challenges included: - **Disjointed systems** for lead capture, email marketing, and admissions. - **Manual updates** of enquiries and contact data across teams. - **Limited visibility** into the customer journey from enquiry to admission. - **Inconsistent communication** between marketing and operations. Hardi needed a unified platform to connect website forms, marketing workflows, and team communication — all while maintaining compliance and [data accuracy](https://digitalscouts.co/blog/how-to-audit-your-marketing-data-for-accuracy-and-insight). ## **The Solution** DigitalScouts implemented a fully [integrated HubSpot](https://digitalscouts.co/blog/case-study-akuna-hubspot-sage-integration) CRM and Marketing Hub setup to centralise lead management and automate follow-up communication. The solution included: - **Custom API integrations** between HubSpot and Hardi’s existing clinical database for real-time data sync. - **Migration of website forms** into HubSpot for automatic lead capture and routing to the right facility. - **Automated nurture workflows** for new enquiries, tours, and admission follow-ups. - **Custom dashboards** for management to track enquiry sources, conversion rates, and team performance. - **Email automation** for resident updates and family communication. The implementation was completed within ten weeks, followed by staff training sessions to ensure smooth adoption across all departments. ## **The Results** The new HubSpot setup transformed Hardi’s operational efficiency and lead management process. | **Metric** | **Before HubSpot** | **After HubSpot Implementation** | | --- | --- | --- | | Lead capture | Manual website forms | Automated lead capture and routing | | Response time | 2–3 days average | Same-day response across facilities | | Data entry | Manual updates | 100% automated CRM updates | | Reporting | Limited visibility | Real-time dashboards by facility | | Communication | Untracked emails | Automated sequences and tracking | ## **What the Client Said** > “DigitalScouts team were a pleasure to work with and no question was too small. They became an extension of our team, integrating systems with custom-built APIs and helping us migrate our website and lead capture processes into HubSpot. The onboarding was seamless, and we now have full visibility across all our enquiries and communication. Highly recommend DigitalScouts for any healthcare business looking to streamline digital operations.” > **— Narelle Baigent, Marketing Director, Hardi Aged Care** ## **What This Means for Your Business** Hardi Aged Care’s success highlights how the right HubSpot implementation can transform communication and data management in complex healthcare environments. By connecting marketing and operational systems, DigitalScouts helped Hardi reduce manual work, improve response times, and deliver a better experience for residents and their families. [Book a consultation with DigitalScouts](https://digitalscouts.co/contact)to explore how your business can achieve the same clarity and efficiency. ## Frequently Asked Questions Can HubSpot be used for healthcare and aged care organisations? ** Yes. HubSpot can be configured to manage enquiries, patient or resident communication, and compliance-friendly marketing workflows across multiple locations. How was HubSpot integrated with Hardi’s existing systems? ** Through a custom API that synced resident and enquiry data between HubSpot and their clinical database, ensuring real-time updates and accuracy. What were the main efficiency gains from this project? ** Hardi reduced manual data entry, improved enquiry response times, and gained full visibility through automated dashboards. Is HubSpot compliant with healthcare data requirements? ** Yes. HubSpot supports role-based access, data retention settings, and encryption protocols that align with Australian data privacy standards. Does DigitalScouts provide post-implementation support? ** Absolutely. We continue to provide optimisation, reporting enhancements, and ongoing HubSpot management support for Hardi’s internal team. ## About Author [![DigitalScouts](https://digitalscouts.co/hs-fs/hubfs/Sq%20Logo%20(1).png?width=150&height=150&name=Sq%20Logo%20(1).png) ](https://digitalscouts.co/blog/author/digitalscouts) [DigitalScouts](https://digitalscouts.co/blog/author/digitalscouts) Digitalscouts helps B2B companies grow through smarter marketing, automation, and CRM systems. We align strategy, sales, and technology to deliver measurable results for growing businesses. [![Case Study: How NDIS Property Australia Unified Sales and Marketing with HubSpot](https://digitalscouts.co/hs-fs/hubfs/How%20NDIS%20Property%20Australia%20Unified%20Sales%20and%20Marketing%20with%20HubSpot.png?width=94&height=94&name=How%20NDIS%20Property%20Australia%20Unified%20Sales%20and%20Marketing%20with%20HubSpot.png) ](https://digitalscouts.co/blog/case-study-ndis-property-hubspot-integration) #### [PREVIOUS](https://digitalscouts.co/blog/case-study-ndis-property-hubspot-integration) Case Study: How NDIS Property Australia Unified Sales and Marketing with HubSpot [![Case Study: Building a Seamless Member Experience for Sanctum Club with HubSpot](https://digitalscouts.co/hs-fs/hubfs/Building%20a%20Seamless%20Member%20Experience%20for%20Sanctum%20Club%20with%20HubSpot.png?width=94&height=94&name=Building%20a%20Seamless%20Member%20Experience%20for%20Sanctum%20Club%20with%20HubSpot.png) ](https://digitalscouts.co/blog/case-study-sanctum-club-hubspot-implementation) #### [NEXT](https://digitalscouts.co/blog/case-study-sanctum-club-hubspot-implementation) Case Study: Building a Seamless Member Experience for Sanctum Club with HubSpot ## More Client Success Stories See how other businesses achieved measurable growth and efficiency with DigitalScouts. [![How Oliver’s Wines Simplified Sales and Marketing with HubSpot](https://digitalscouts.co/hubfs/CaseStudy%20-%20How%20Oliver%E2%80%99s%20Wines%20Simplified%20Sales%20and%20Marketing%20with%20HubSpot.png) ](https://digitalscouts.co/blog/case-study-olivers-wines-hubspot-crm-implementation) [Case Study](https://digitalscouts.co/blog/tag/case-study) ### [ Case Study: How Oliver’s Wines Simplified Sales and Marketing with HubSpot ](https://digitalscouts.co/blog/case-study-olivers-wines-hubspot-crm-implementation) DigitalScouts 08-Nov-2025 Turning Complex Challenges into Simple, Scalable Solutions Industry: Food & ... [![How NDIS Property Australia Unified Sales and Marketing with HubSpot](https://digitalscouts.co/hubfs/How%20NDIS%20Property%20Australia%20Unified%20Sales%20and%20Marketing%20with%20HubSpot.png) ](https://digitalscouts.co/blog/case-study-ndis-property-hubspot-integration) [Case Study](https://digitalscouts.co/blog/tag/case-study) ### [ Case Study: How NDIS Property Australia Unified Sales and Marketing with HubSpot ](https://digitalscouts.co/blog/case-study-ndis-property-hubspot-integration) DigitalScouts 08-Nov-2025 Driving Growth with Smarter Automation and Custom Integrations Industry: ... [![How Akuna Solutions Integrated HubSpot with Sage ERP](https://digitalscouts.co/hubfs/CaseStudy%20-%20How%20Akuna%20Solutions%20Integrated%20HubSpot%20with%20Sage%20ERP-2.png) ](https://digitalscouts.co/blog/case-study-akuna-hubspot-sage-integration) [Case Study](https://digitalscouts.co/blog/tag/case-study) ### [ Case Study: How Akuna Solutions Integrated HubSpot with Sage ERP for End-to-End Visibility ](https://digitalscouts.co/blog/case-study-akuna-hubspot-sage-integration) DigitalScouts 08-Nov-2025 Achieving End-to-End Visibility and Operational Efficiency Industry: ... ## Book Your Free Consultation Today At DigitalScouts, we don’t just talk growth—we deliver it. Our team helps businesses like yours unlock measurable results and achieve a positive ROI through smarter strategies, automation, and RevOps alignment. Tell us about your goals, and let’s explore how we can grow together. ![contact-form-image](https://digitalscouts.co/hs-fs/hubfs/contact-form-image.png?width=550&height=463&name=contact-form-image.png) #### Book a Consultation ## Start a Conversation Share a little about your business and what you’re looking to achieve. We’ll follow up within one business day. ```json { "@context" : "http://schema.org", "@type" : "BreadcrumbList", "itemListElement" : [ { "@type" : "ListItem", "item" : "https://digitalscouts.co/", "name" : "Home Page", "position" : 1 }, { "@type" : "ListItem", "item" : "https://digitalscouts.co/blog", "name" : "Blog", "position" : 2 }, { "@type" : "ListItem", "item" : "https://digitalscouts.co/blog/case-study-hardi-aged-care-hubspot-implementation", "name" : "Case study hardi aged care hubspot implementation", "position" : 3 } ] } ``` ```json { "@context" : "https://schema.org", "@type" : "BlogPosting", "articleSection" : "Case Study", "author" : { "@type" : "Person", "name" : "DigitalScouts", "sameAs" : [ "https://www.linkedin.com/company/digitalscouts/" ], "url" : "https://digitalscouts.co/blog/author/digitalscouts" }, "dateModified" : "1782014583453", "datePublished" : "2025-11-08 15:49:20", "description" : "Learn how DigitalScouts helped Hardi Aged Care integrate HubSpot with its clinical systems, automate lead capture, and improve response times across multiple facilities.", "headline" : "Case Study: How Hardi Aged Care Streamlined Operations with HubSpot", "image" : [ { "@type" : "ImageObject", "height" : 675, "url" : "https://6683743.fs1.hubspotusercontent-na1.net/hubfs/6683743/CaseStudy%20-%20How%20Hardi%20Aged%20Care%20Streamlined%20Operations%20with%20HubSpot.png", "width" : 1200 } ], "inLanguage" : "en", "isPartOf" : { "@id" : "https://digitalscouts.co/#website", "@type" : "WebSite" }, "keywords" : "HubSpot, B2B Marketing, RevOps, SEO, AEO", "mainEntityOfPage" : { "@id" : "https://digitalscouts.co/blog/case-study-hardi-aged-care-hubspot-implementation", "@type" : "WebPage" }, "publisher" : { "@id" : "https://digitalscouts.co/#organization", "@type" : "Organization", "logo" : { "@type" : "ImageObject", "height" : 271, "url" : "https://6683743.fs1.hubspotusercontent-na1.net/hubfs/6683743/Digital-Scouts-Logo-Full.png", "width" : 792 }, "name" : "DigitalScouts", "url" : "https://digitalscouts.co" }, "url" : "https://digitalscouts.co/blog/case-study-hardi-aged-care-hubspot-implementation", "wordCount" : 510 } ``` ```json { "@context" : "https://schema.org", "@type" : "FAQPage", "mainEntity" : [ { "@type" : "Question", "acceptedAnswer" : [ { "@type" : "Answer", "text" : "Yes. HubSpot can be configured to manage enquiries, patient or resident communication, and compliance-friendly marketing workflows across multiple locations." } ], "name" : "Can HubSpot be used for healthcare and aged care organisations?" }, { "@type" : "Question", "acceptedAnswer" : [ { "@type" : "Answer", "text" : "Through a custom API that synced resident and enquiry data between HubSpot and their clinical database, ensuring real-time updates and accuracy." } ], "name" : "How was HubSpot integrated with Hardi’s existing systems?" }, { "@type" : "Question", "acceptedAnswer" : [ { "@type" : "Answer", "text" : "Hardi reduced manual data entry, improved enquiry response times, and gained full visibility through automated dashboards." } ], "name" : "What were the main efficiency gains from this project?" }, { "@type" : "Question", "acceptedAnswer" : [ { "@type" : "Answer", "text" : "Yes. HubSpot supports role-based access, data retention settings, and encryption protocols that align with Australian data privacy standards." } ], "name" : "Is HubSpot compliant with healthcare data requirements?" }, { "@type" : "Question", "acceptedAnswer" : [ { "@type" : "Answer", "text" : "Absolutely. We continue to provide optimisation, reporting enhancements, and ongoing HubSpot management support for Hardi’s internal team." } ], "name" : "Does DigitalScouts provide post-implementation support?" } ] } ```