By A federal public health agency needed a way to manage a nationwide at-home testing campaign as part of a three-year research study. In just 60 days, 4CAST built a HubSpot solution that connected participant consent, test kit orders, shipping updates, messaging, and results delivery. The project helped the team manage the campaign with less manual work and better visibility into each step.
Quick facts
| Item | Details |
| Industry | Public health, federally funded national study |
| Systems | HubSpot, DocuSign, Sakari SMS, Tasso, FedEx and UPS |
| Timeline | 60 days; 70 total project hours |
| What we built | 12 automated workflows, custom HubSpot features, and 3 reporting dashboards |
| Scope | Nationwide testing process, from kit requests to results delivery |
| Key results | $60K in annual savings and 4x faster task response times |
The problem: managing a nationwide testing campaign across multiple systems
Running a nationwide public health campaign involves coordinating participants, testing kits, shipping providers, and results. For this three-year study, the agency needed a reliable way to manage every step.
Participants had to provide consent, receive their test kits, return samples, and receive their results. Each step involved different systems and service providers.
Without a connected process, staff would have needed to track activities manually, increasing the risk of delays, missed updates, and additional administrative work.
The agency needed a solution that could support the campaign nationwide while meeting its data management and compliance requirements.
How the automated testing process works
4CAST connected six platforms through HubSpot, allowing the program team to manage the participant journey from one central system.
Here's how it works:
- Digital consent: Participants sign consent forms through DocuSign before their test kits are shipped.
- Automatic kit orders: Once the required steps are completed, HubSpot creates a test kit order through Tasso.
- Shipping updates: FedEx and UPS tracking information helps the team follow kits as they are delivered to participants and returned to the lab.
- Participant communication: Automated text messages through Sakari keep participants informed with reminders and updates throughout the testing process.
- Results delivery: Automated workflows support the delivery of test results to participants.
- Custom HubSpot features: 4CAST developed additional features to connect the different services and support the campaign's specific requirements.
The team can also use three custom HubSpot dashboards to track campaign activity, monitor shipments, and review participant communications.
What the team can do now
| Use case | What it does | Team |
| Manage the testing process | Coordinate the steps from kit requests to results delivery through HubSpot | Program operations |
| Track test kit shipments | Monitor shipping information from FedEx and UPS | Logistics |
| Keep participants informed | Send automated text reminders and updates throughout the testing process | Outreach |
| Collect consent digitally | Manage participant consent through DocuSign before shipping test kits | Program operations, Compliance |
| Monitor campaign progress | Use HubSpot dashboards to track activity and identify steps that need attention | Program leadership |
| Reduce manual coordination | Automate routine tasks across the connected platforms | operations |
Results
- The HubSpot solution was implemented in 60 days, with 70 total project hours.
- 12 automated workflows connect processes across six platforms.
- 4CAST built a custom CRM card and three reporting dashboards to support campaign management.
- The project delivered an estimated $60,000 in annual savings compared with hiring an additional in-house employee.
- Task response times improved by 4x, helping the program team respond more quickly.
FAQ
Can HubSpot support a nationwide public health testing campaign?
Yes. In this project, HubSpot connects participant registration, consent, test kit orders, shipping updates, communication, and results delivery. The agency can manage these activities through automated workflows and reporting dashboards.
Which platforms were connected to HubSpot?
The integration connects DocuSign for digital consent, Sakari for text messaging, Tasso for at-home collection kits, and FedEx and UPS for shipping and tracking.
How does HubSpot help keep participants informed?
Automated text messages provide reminders and updates throughout the testing process. This helps participants understand the next steps and reduces the need for staff to send individual messages.
Why was custom development needed?
The campaign required several services to work together. 4CAST built custom HubSpot features to connect those services and support processes that standard HubSpot tools couldn't handle on their own.
