Executive Summary
A leading staffing company partnered with Gantec to integrate HubSpot into its enterprise data warehouse in order to improve visibility into sales and marketing performance. Prior to the integration, siloed data and manual reporting processes limited the company’s ability to measure lead conversions and track outreach effectiveness. Gantec developed a scalable data pipeline to extract and transform critical HubSpot datasets—such as contacts, companies, calls, emails, tasks, and meetings—into analytics-ready tables using Databricks notebooks.
The solution enabled daily synchronization of HubSpot data, seamless integration into the existing data warehouse, and real-time visualization through Tableau dashboards. As a result, the staffing firm gained a unified view of its sales funnel, improved performance tracking, and laid the groundwork for data-driven growth.
Business Challenge
The client encountered multiple roadblocks in transforming HubSpot data into actionable insights. HubSpot’s native reporting tools were limited and offered minimal cross-functional visibility, leaving teams without a holistic view of sales and marketing performance. The platform’s API lacked support for incremental data loads, forcing full daily data extracts that increased processing time and complexity. Additionally, the data was returned in nested JSON format, making it unstructured and difficult to prepare for analytics. Sales and marketing teams relied heavily on manual, ad hoc reports, which were both time-consuming and inconsistent.
Most critically, the absence of integrated datasets made it nearly impossible to accurately track lead progression across key touchpoints such as emails, calls, meetings, and tasks. To support timely reporting, strategic decision-making, and scalable operations, the client needed a robust, automated integration that could unify and operationalize HubSpot data.
Approach & Solution
To unify sales and marketing insights and enable real-time performance tracking, Gantec applied a structured, automation-first integration approach. Leveraging agile delivery principles, we collaborated closely with stakeholders to gather requirements, validate data use cases, and refine transformation logic in iterative cycles. This ensured that the integration not only met technical needs but also aligned with business objectives—delivering a scalable foundation for reliable, insight-driven reporting.
Methodology:
Gantec began with a deep-dive discovery phase to assess HubSpot API capabilities, data volumes, and reporting requirements. A cloud-native, scalable data pipeline was architected using Databricks and scheduled orchestration.
Integration Process:
A full daily extract of HubSpot data was triggered Monday through Friday due to API limitations.
Extracted JSON files were ingested into a cloud data lake.
Databricks notebooks were used to flatten and transform the data into structured tables.
Final datasets were integrated into the enterprise data warehouse for centralized reporting.
Tableau dashboards were built to visualize key metrics such as lead stages, sales activities, and conversion rates.
Customizations & Design Considerations:
Built logic to handle nested JSON parsing and schema evolution.
Developed reusable notebook templates to streamline new dataset integrations.
Added logging and monitoring to ensure data reliability and freshness.
Implemented dynamic timestamp validation to support future incremental loading capability.
Impact & Outcomes
Business Impact:
Unified view of lead engagement, improving conversion tracking across teams.
Faster decision-making supported by up-to-date, trusted metrics.
Stronger alignment between sales and marketing, fueled by transparent reporting.
Scalable framework for integrating other CRM and outreach tools in the future.
Outcomes:
100% automation of HubSpot data extraction and transformation
80% reduction in manual reporting effort
Improved data reliability across sales and marketing metrics
Accelerated dashboard refresh times and data availability
Key Takeaways
- Seamless integration of HubSpot with the enterprise data warehouse
- Automated daily sync of key engagement data including emails, calls, tasks, and meetings
- Enabled rich Tableau dashboards to visualize lead progression and sales activity
- Reduced manual workload and improved data accuracy
- Provided a scalable foundation for cross-platform CRM analytics
Conclusion
By partnering with Gantec, the staffing company successfully transformed its HubSpot data from a siloed system into a centralized source of sales and marketing intelligence. The automated integration eliminated manual processes, enabled real-time visibility into lead engagement, and supported a data-driven culture across the organization. With reliable, analytics-ready data flowing daily, the company is now positioned to make faster, smarter decisions that drive revenue growth and operational alignment.
Category
Data Engineering, Automation
Client
Global Staffing Company
Company Size
14,000+
Industry
Staffing Industry
Stack
Azure, Databricks, HubSpot, PySpark
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