Enhancing Member Engagement and Operational Visibility
Industry: Hospitality & Lifestyle
Timeline: 8 Weeks
Platform: HubSpot CRM & Marketing Hub
Services: CRM Implementation, Data Migration, Marketing Automation, Dashboard Reporting
Overview
Sanctum Club is one of Australia’s leading private lifestyle clubs, offering curated experiences and premium hospitality for its members. As the club expanded its membership and event portfolio, its leadership team realised that legacy systems and manual workflows were slowing growth and creating data blind spots.
DigitalScouts was engaged to design and implement a unified HubSpot solution that would centralise all member information, automate communication, and deliver full visibility into engagement and renewals.
The Challenge
Sanctum Club managed memberships, events, and renewals through multiple disconnected tools — Excel sheets, email lists, and separate booking systems.
This fragmented setup caused several operational challenges:
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Limited visibility into member activity, engagement, and lifecycle stages.
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Manual follow-ups that delayed renewals and missed opportunities.
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No unified reporting, making it difficult to track event performance or campaign ROI.
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Lack of automation, leaving staff focused on administration instead of member experience.
The leadership team wanted a scalable CRM system that could automate day-to-day tasks while improving insight and consistency across the member journey.
The Solution
DigitalScouts implemented HubSpot CRM and Marketing Hub as a single, centralised platform for all member, lead, and event data.
The project included:
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Full data migration from legacy systems into HubSpot.
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Lifecycle mapping for members, leads, and corporate partners.
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Automated workflows for onboarding, renewals, and event communications.
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Branded email templates for campaigns and announcements.
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Custom dashboards giving real-time insights into engagement, attendance, and conversion.
The implementation was completed within eight weeks, followed by user training and dashboard optimisation for the management team.
The Results
The transformation was immediate, giving the Sanctum team complete control and visibility across operations.
| Metric |
Before HubSpot |
After HubSpot Implementation |
| CRM adoption |
Manual spreadsheets and disjointed tools |
100% team adoption within 30 days |
| Renewal tracking |
Manual reminders |
95% of renewals now automated |
| Event engagement |
Difficult to measure |
42% increase in RSVPs and attendance |
| Communication time |
Fragmented workflows |
60% reduction through automation |
| Reporting |
No unified visibility |
Real-time dashboards and campaign analytics |
What the Client Said
“DigitalScouts understood our operations deeply and built a HubSpot system that just works. Every process — from event invitations to membership renewals — is now automated and transparent. The CRM has become our central hub, and the time savings have been remarkable. We finally have data we can trust.”
— Darren Birch, General Manager, Sanctum Club
What This Means for Your Business
Sanctum Club’s transformation shows how a well-structured HubSpot implementation can reshape member management and operational visibility. By unifying data, automating communication, and improving reporting, DigitalScouts helped build a CRM foundation that supports growth and exceptional member experiences.
Book a consultation with DigitalScouts to discover how your business can achieve the same clarity and control.
Here are some common questions we often get from businesses exploring similar HubSpot transformations.
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