JumpstartMD’s Seamless Replatforming from Pardot and Salesforce to HubSpot 

The System Limiting Marketing Execution

As the transition deadlines approached, the limitations of JumpstartMD’s marketing system became more difficult to ignore.

• Marketing Cloud relied on Data Extensions powered by custom SQL queries that queried multiple Salesforce objects at once
• Audience segmentation and campaign triggering required technical teams to write and maintain SQL logic
• Salesforce included 16 custom objects, exceeding HubSpot’s native limit of 10 for syncing
• Hundreds of assets across Pardot and Marketing Cloud needed to be rebuilt before platform termination deadlines

This created a bottleneck across the organization. The marketing team could not build segments or launch campaigns without technical support, slowing execution and limiting testing opportunities.

Importantly, these systems supported critical operational communications, including telehealth messaging and appointment reminders. Any disruption during migration would directly impact patient experience and internal workflows.

The system had the data and logic to support growth, though it lacked the flexibility marketing needed to operate independently.

Solution: How Campaign Creators Rebuilt the Marketing System

Campaign Creators approached the replatforming as a phased rebuild of JumpstartMD’s marketing operations. The focus was to align data, automation, and communication into a single system that the marketing team could manage without SQL or technical support.

This required restructuring the data model, rebuilding assets, and translating SQL-driven processes into HubSpot’s native tools.

Redesigning the Data Model Around Custom Objects

JumpstartMD’s Salesforce architecture included 16 custom objects, exceeding HubSpot’s native limit for syncing.

Campaign Creators conducted a data modeling exercise to identify which Custom Objects were required for campaign execution. They narrowed the structure to key objects such as Appointments, Memberships, Chargent Orders, Transactions, and related order data.

This ensured that all campaign-triggering data could sync into HubSpot without requiring external middleware or additional costs.

Implementing the HubSpot <> Salesforce Native Integration

With the data model defined, Campaign Creators configured the HubSpot <> Salesforce Native Integration to establish bidirectional data flow.

Salesforce, built on Person Accounts, remained the source of truth for patient data. Information related to appointments, memberships, and transactions synced into HubSpot as contact and custom object records.

At the same time, engagement activity such as email interactions and workflow actions synced back into Salesforce as tasks, improving visibility across systems.

Rebuilding Data Extensions, Assets, and Campaign Infrastructure

The migration required rebuilding hundreds of assets from both Pardot and Marketing Cloud. Campaign Creators rebuilt the functionality of Data Extensions, translating them into HubSpot lists, workflows, and data structures.

They also developed a master email template. This gives the team a consistent structure for launching campaigns and improving execution efficiency.

Translating SQL Queries Into Active Lists and Workflow Logic

In Marketing Cloud, audience segmentation relied on Data Extensions powered through custom SQL queries that queried multiple Salesforce objects simultaneously.

Campaign Creators translated this logic into HubSpot using Active Lists and Workflow enrollment criteria. Complex SQL conditions, including multi-object filtering and time-based logic such as identifying patients based on specific time intervals, were rebuilt using layered AND/OR rules inside HubSpot workflows.

This recreated the same targeting capabilities without requiring any SQL, shifting control directly to the marketing team.

Automating Communication Through Workflows

With segmentation rebuilt, Campaign Creators implemented HubSpot Workflows to automate both operational and marketing communications.

These workflows used real-time data from synced custom objects to trigger emails and SMS messages, including appointment reminders and follow-ups.

To support personalization, certain fields, such as combined date-time values, were restructured into separate properties, making them easier to use within templates and personalization tokens.

Resolving Object-to-Contact Relationships Using Association Logic

During testing, workflows failed to trigger due to missing relationships between custom objects and contact records.

In Salesforce, objects such as Appointments and Transactions were linked to accounts rather than contacts. Once synced into HubSpot, this prevented workflows from identifying recipients.

Campaign Creators solved this using workflow-based association actions, automatically linking custom objects to contacts as data entered HubSpot. This ensured that workflows could correctly enroll contacts and trigger communications without errors.

A New Foundation for Marketing and Patient Communication

The new system changed how JumpstartMD communicates with patients. Messages are now triggered through real-time CRM data, supporting appointment reminders, telehealth instructions, and follow-ups with greater accuracy and consistency.

Internally, the team works within a single platform that connects data, automation, and reporting. This creates a more streamlined process for both marketing and operations.

With HubSpot in place, JumpstartMD now has a structure that supports continued growth, enabling more advanced campaigns, improved engagement, and better coordination across all 14 locations.

Transform Your Marketing Operations with Campaign Creators

Disconnected systems and technical bottlenecks can slow down even the most capable teams. With the right structure in place, marketing can move faster, campaigns can scale more easily, and communication can stay consistent across every touchpoint.

Campaign Creators helps organizations rebuild their marketing systems into unified, flexible platforms designed for long-term growth.

Learn how your team can create the same level of control, speed, and scalability. Reach out today!