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WorkFlow Automation with Custom HubSpot CMS Hub Solutions for a Home Service Client

About the Company 

Our client is an Irish platform dedicated to connecting homeowners with qualified and trusted tradespeople. They ensure only vetted professionals join their platform, providing a secure and transparent environment for customers seeking reliable home repair, maintenance, and improvement services.

Summary

Workflow Automation with HubSpot CMS Hub

CloudCache Consulting partnered with the client to deliver custom HubSpot CMS Hub projects, including a new website and advanced CRM automation. We streamlined the tradesperson registration and dashboard experience, automated customer form submissions with custom objects, and implemented WhatsApp job alerts tailored to service areas. A multi-step job application form allowed tradespeople to save and update responses, while admins gained visibility into job assignments, commissions, and completed work. With a custom pipeline and workflows in place, The client now efficiently matches customers with tradespeople, tracks performance, and manages operations—all within HubSpot. The result: smarter job management and a scalable service platform.

Customer Challenges

The client wanted to revamp their website and streamline the way tradespeople and customers interact. Their key challenges included:

  • Complex registration and login process
  • Lack of auto routing jobs to the right person filtered by location
  • No structured way to track jobs and commissions in their existing CRM
  • Missing workflows to automate WhatsApp notifications and customer communication
  • Difficulty in managing custom records of customer service requests
  • Missing centralized dashboard for both tradespeople and customers

Solutions

We successfully delivered custom HubSpot CMS projects for them, including a new responsive website and a customized backend CRM setup. Here's a breakdown of what we implemented:

Tradesperson Registration & Dashboard Automation

We built a custom HubSpot solution. In the registration form we added a “WhatsApp Number” unique field for dual contact support scenarios. After registration:

  • Tradespeople received automated emails prompting them to set their password
  • Putting password redirects to personalized dashboard
  • Relevant job posts are being displayed the dashboard  according to their selected services

Customer Form Submission & Custom Object Tracking

Whenever a customer filled out a service request:

  • A HubSpot contact was automatically created
  • A custom object called "Trusty Trades Posts" was associated with the contact
  • This tracked each service request, helping the admin know how many services each customer availed
  • The custom object was titled 'Service - Service Issue', which could be customized based on future needs

Smart WhatsApp Job Notifications

We implemented automation on WhatsApp alerts for tradespeople with a workflow that:

  • Pulled job information from the custom object
  • Sent notifications with location, job type, issue, preferred start date, and a link to view the job
  • Currently, all tradespeople received alerts, but we planned a filter by service area logic using a service area mapping system
  • The long-term goal is to send job alerts only to relevant tradespeople

Example WhatsApp message:

New Job Alert!  
 Location: [Area]  
 Job Type: [Service Type]  
 Issue: [Issue]  
Preferred: [Start Date]  
Click to view: [Dashboard Link] 

Customer Dashboard & Admin Notification 

We built a customer login system so they could track tradespeople who applied to their jobs. When a tradesperson applied:

  • Both the customer and admin received email confirmations
  • Admins were notified with details like job value and commission-added value

Multi-Step Job Application & Admin Flexibility

To ease the experience for tradespeople and admins:

  • A multi-step application form was created to capture detailed job data
  • Tradespeople could return and edit responses without restarting the form
  • Admins could track multiple responses across jobs for each tradesperson

Additionally:

  • Admins could manually assign jobs
  • Commission levels were set and tracked in HubSpot
  • Job completion and commission details were visible in a centralized view
  • Admins could easily calculate commissions to be invoiced based on completed jobs

Pipeline Creation & Workflow Setup

To manage the entire process clearly, we:

  • Created a custom pipeline in HubSpot
  • Set up stages based on responses from tradespeople
  • Planned additional workflows to automate actions like job approval, assignment, and post-completion follow-up

Results

  • A fully responsive website on HubSpot CMS tailored for trade service matchmaking
  • Appealing dashboard and hassle free login system
  • Automation of key tasks like WhatsApp alerts, contact creation, and custom record tracking
  • Streamlined job assignment and commission workflows
  • Strong foundation for scalable growth in tradesperson engagement and customer satisfaction

Technology and Tools Used:

HubSpot CMS Hub, WhatsApp

Final Words

By combining HubSpot CMS Hub with customized automation and CRM logic, CloudCache Consulting transformed the client’s service model. Our work not only simplified operations but also created a robust infrastructure that makes job matching faster, smarter, and more personalized for both tradespeople and homeowners.

The client now has the tools to scale confidently—empowered by automation, driven by HubSpot. Contact us today to learn more about our services. You can also check our happy clients’ reviews on Upwork.

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