The Client

A home isn’t as simple as the structure you live in. It’s a place where you can be you and create a foundation for the rest of your life. That’s why we say that this nonprofit builds more than houses. It helps people to find homes. With a central office supporting branches across the country, it provides affordable housing and critical services in communities that need them most. But inside their own systems, things had started to feel less like a home for their projects and more like a maze of half-finished rooms.

Marketing ran on HubSpot. Sales and fundraising operated in Salesforce. And these two disconnected platforms had been patched together over a decade of quick fixes. Fields were added in the moment. Workflows piled up. In essence, no one was quite sure what still worked, what was abandoned, or what might collapse if touched.

That’s why two team members, one leading strategy and one managing operations, decided it was time for renovation. The foundation was there. They just needed help rebuilding.

The Problem

Since its initial build-out, the system had passed through more than twenty hands. And each of those people made small tweaks to help with their immediate needs. Over time, however, those decisions turned into clutter. The tools felt less like a digital workspace and more like a crowded basement with no labels and no lighting.

When the decision was made to get help, HubSpot had 1,069 contact properties. Of those, 128 were syncing into Salesforce, but only 40 were actually needed. The contact records were bloated with duplicates and outdated fields. Naturally. This meant that reporting was unreliable. Important metrics were hidden in a sea of irrelevant data.

There were also 217 workflows in the system, with some that hadn’t run in years. Others, more concerningly, ran daily without clear ownership. No documentation existed. No one knew which workflows could be trusted or where to find the ones tied to critical processes.

List uploads were another problem. Teams brought in data from multiple external tools but had no consistent naming, no visible history, and no process for standardization. Contact records were overwritten or duplicated, and no one could explain why certain segments were included in a campaign.

There were no guardrails, no playbook, and no way to scale without breaking something. That’s when they called in ClearPivot.

The Solution

ClearPivot approached the project like a remodel. Each decision was grounded in the same question: what can we keep, and what needs to go? The team started with a full audit of properties, workflows, forms, and system dependencies. Nothing was deleted until it was documented, reviewed, and confirmed.

The first fix focused on subscription types. The team had more than 20. ClearPivot manually reviewed 381 marketing emails, sorted them by purpose and audience, and reorganized the system into 11 categories that reflected how the nonprofit actually communicated. This reduced compliance risk, improved segmentation, and helped marketing finally understand what each subscription was for.

Next, ClearPivot tackled the contact properties. Every field was reviewed for usage history and form dependencies. Properties that had not been updated in years and were not actively connected to key assets were flagged for removal. The number of fields syncing to Salesforce dropped from 128 to 52. This reduced sync errors and made it easier for teams to identify the data that mattered.

Workflow cleanup followed. Of the original 217, ClearPivot deleted 107. The remaining workflows were renamed, grouped, and documented. The system now reflected how the team worked in practice, not how it had been cobbled together over time.

To solve the list upload problem, ClearPivot created a structured import template. Each list now includes the source tool, purpose, and upload date. This change brought immediate clarity to reporting and reduced the risk of overwriting critical records. Every team uploading data now follows the same process, and each record is traceable back to its origin.

Throughout the engagement, ClearPivot delivered SOPs that covered each process, so no one had to rely on memory or guesswork. The internal team now had something they had never had before: a shared understanding of how their system works.

The Results

This project was never just about cleanup. It was about giving the team space to grow without worrying the walls would cave in.

After the field audit, properties were reduced by 40 percent. Syncing became more reliable. The Salesforce integration no longer pushed unnecessary clutter. This improved both load time and trust in reporting.

Workflow cleanup eliminated hundreds of automated tasks that no one had been monitoring. What remained was intentional, documented, and tied to real outcomes. Marketing could now launch campaigns without wondering whether something unexpected would trigger behind the scenes.
List uploads, once a constant source of frustration, are now tracked, labeled, and easy to audit. The new template ensures data enters the system with context. If someone has a question later, they can find the answer without digging through disconnected tools.

Most importantly, the internal team now has control. They understand their system. They know what was fixed, why it matters, and how to maintain it. With strong documentation and better structure, they no longer rely on guesswork or outside intervention for everyday changes. The tools are no longer holding them back. They finally have a system that reflects the care and thoughtfulness they bring to every project they deliver. They have a clean, well-built foundation to support what comes next.