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Integration
Connected every existing tool, Zendesk, Gmail, live chat,
Inside StaffAsia's one-system answer to twenty-five brands
StaffAsia ran sales and support for 25 to 30 separate brands through six disconnected tools. HubXpert moved every brand into one HubSpot account, each kept apart from the others, and connected every channel behind it.
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30
Brands onboarded onto one HubSpot
6
Unified support channels in one system
20%
First response time down by an estimated
One team, six tools, and thirty brands that looked identical to the system
The Challenges
StaffAsia's growth had outrun the tools carrying it. The company managed customer relationships across dozens of brands, and every one of those relationships passed through a stack that was never built to keep brands, channels, or conversation types apart.
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1
Customer data lived in six different places.
Zendesk held tickets, Gmail held email, live chat ran on its own tool, website forms fed somewhere else again, and phone calls came in through RingCentral. No single record showed the whole relationship with one customer.
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2
Getting data out of Zendesk was a project on its own.
Exporting contact records, ticket history, and conversation logs required technical and API work the team could not do alone, which made the tool harder to leave than it had been to adopt in the first place.
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3
Twenty-five to thirty brands ran through one shared setup.
Each brand carried its own FAQs, course catalogue, policies, and customer journey, and nothing in the system stopped a customer from one brand receiving information meant for another.
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4
Sales and support inquiries sat in the same line.
A prospect asking about a course and a customer with a support problem entered the exact same queue, so hand-offs to sales happened by memory rather than by any fixed process.
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5
Ticket handling ran entirely on manual effort.
Creation, categorization, prioritization, assignment, and follow-up all depended on someone remembering to do them, and open, unassigned, and overdue tickets carried no visibility or alert of any kind.
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6
Leadership had no single report to check.
Support performance, sales activity, marketing results, and customer engagement each lived in their own corner, so judging how the whole operation was doing meant checking several places and guessing at the rest.
"Before HubSpot, we were living kind of in chaos with Post-it notes. Every lead, every patient type, and every renewal had to be tracked manually, and our front desk was spending more time managing spreadsheets than focusing on patients."
One HubSpot account, twenty-five brands, kept apart on purpose
Our Solutions
HubXpert brought every one of StaffAsia's tools into HubSpot and built the account to hold 25 to 30 brands without letting their data, rules, or conversations blur into one another.
What we replaced, and what we built
BEFORE · FIVE SEPARATE TOOLS
After 6 weeks
AFTER · ONE HUBSPOT ACCOUNT
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1
Every tool connected into one system.
Zendesk, Gmail, live chat, website forms, and RingCentral now feed the same HubSpot account, so a conversation that starts on one channel stays visible on every other channel a customer might use next.
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2
A full data migration out of Zendesk.
We handled the technical and API work needed to move contact records, ticket history, and conversation logs into HubSpot, so nothing from the old system had to be re-entered, exported by hand, or quietly lost in the move.
-
3
Twenty-five to thirty businesses onboarded onto one account, and kept apart
Each brand now manages its own data, incoming conversations, and sales orders inside the same HubSpot instance, with its own FAQs, course catalogue, and rules.
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4
Ticket handling automated end to end.
Categorization, prioritization, assignment, reopen logic, and follow-up now run without someone remembering to trigger them, and the notification system flags open, unassigned, and overdue tickets before they age into a real problem.
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5
Live chat replaced with HubSpot Chatflow.
The team now runs conversations and captures leads inside the same system that holds everything else, instead of a separate chat tool that kept its own data to itself.
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6
Reporting dashboards built for every business.
Leadership can open one dashboard per brand and see support, sales, and engagement performance in one place, instead of piecing those numbers together from several disconnected tools.
"They were easy to work with, communicated clearly throughout the project, and consistently provided helpful support."
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WORKING SESSION · CUSTOMER AGENT
Instructing the chatbot on its brand.
Instructing the chatbot on its brand.
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In this video, the team works through giving each StaffAsia brand its own customer agent profile, so the chatbot stops recommending across brands, and shaping chat flows to keep AI credit spend predictable.
Leadership can finally read the whole business in one place
The Outcomes
About six months after the engagement began, StaffAsia runs sales and support for 25 to 30 brands inside one HubSpot account. The company is still adding brands and automation, and the shift from six tools to one is already visible in how the team works day to day.
30
Brands onboarded onto one HubSpot
6
Unified support channels in one system
20%
First response time down by an estimated
Every brand now runs on the same shared system. 31 brands are now live on the account, a modest increase from the 25 to 30 at kickoff. Support and sales now work from one record instead of pulling from six disconnected tools.
Support history no longer lives somewhere the team cannot reach. The Zendesk migration means every past ticket and conversation carries forward into HubSpot, not into a spreadsheet or a login nobody remembers the password to.
Ticket handling runs without someone remembering to trigger it. Average first response time is down by roughly 20%, and overdue tickets are far less common now that the system flags them automatically.
Leadership can check performance without asking six people first. Dashboards now show each business's numbers on their own page. Leadership checks them weekly instead of piecing reports together by hand, though the team is still working out which numbers matter most.
The work is not finished. The team plans to bring a few more brands onto the platform and expand automation over the next few months.
Before
MANUAL- Customer data spread across five tools with no shared record
- Zendesk data locked behind a migration that needed a developer to run
- One shared setup for 25 to 30 brands with nothing keeping them apart
- Sales and support inquiries mixed into the same queue
- No centralized report across support, sales, and marketing
After
AUTOMATIC- Every tool connected into one HubSpot account
- Contact and ticket history fully migrated out of Zendesk
- 25 to 30 businesses running on one account, kept apart
- Ticket routing and notifications running automatically
- Dashboards reporting each business performance in one place
HubXpert successfully integrated HubSpot Service Hub, helping us centralize customer support, improve efficiency, and reduce support management time. The team was professional, communicative, and delivered on time.
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