Challenge
Ready for a system that works with them.
Youth Up Front supports young people at pivotal moments. Through schools and community programs, they help students build confidence, capability and choice.
Their work is structured, data-rich and always evolving. The CRM they were using wasn’t keeping up.
When complexity gets in the way.
Their CRM was heavily customised. It held the data, but even small changes were complex and often needed technical support. Over time, it became harder to adapt and no longer fit how the team worked.
They needed something simpler, something they could run themselves.
HubSpot offered that shift. Strong out-of-the-box functionality, minimal configuration, and the flexibility to grow alongside their programs.
The team was brought in early – trained and onboarded from the start. They were uploading data and building workflows before go-live.
More than simply a new platform, HubSpot gave them a system they could use with confidence.
Solution
Restructuring the system, not just the platform.
This wasn’t about rebuilding everything from scratch. The goal was to move to a system that could reflect how Youth Up Front operates, without unnecessary complexity.
Their work involves layered relationships. Students, parents, schools, programs and emergency contacts, often the same person across multiple roles.
At its core, this was about pairing. They need to pair people to programs, so they can connect young people with the right support. The new system needed to handle that clearly. So we restructured how the data was organised.
We mapped how people, programs and organisations connect, then configured HubSpot to support those relationships properly. The importance was creating a scalable data model, so that one person had multiple, connected relationships.
Using HubSpot’s out-of-the-box functionality, we set up the system with minimal complexity. Data was migrated, forms integrated, and reporting dashboards put in place, all designed so the team could manage it themselves.
When the data is complex, a CRM that can handle it makes all the difference.
HubSpot Feature List
"Working with Outta Spatial felt like having an extension of our team. They took the time to understand our business, our processes and even the little quirks that make us who we are. The result is a CRM that gives us complete visibility across leads, jobs and customers in one place. Tasks that once relied on spreadsheets and manual follow-ups are now automated, saving time and helping us stay on top of every opportunity."
Outcomes
A system the team can run.
At a glance;
- Reduced admin by 8+ hours per week
- Centralised customer and job information
- Improved sales pipeline visibility
- Better follow-up and lead management
The system now works with the team, not against them.
From creating fields and forms to accessing data and reporting in real time, what once required technical intervention is now managed internally.
More importantly, everything now connects the way it should. Students, schools, programs and contacts are no longer scattered across records. They’re visible, linked and easy to work with.
Programs link to schools, schools to students, and even therapy dogs are part of the picture!
The team can now see the full picture, act with confidence and move faster because of it.
What started as a migration became something far more useful.
A system that brings the right information together, at the right time, for the people who need it.
