Before moving to HubSpot, Payroll Vault’s franchisees had no real way to run campaigns on their own. Everything ran through corporate. There were no shared email templates, no clear lists, and no reporting tools that local teams could understand.
Franchisees didn’t launch campaigns because they didn’t know how. Corporate didn’t hand off campaigns because they didn’t have time to support 59 locations individually.
The result was silence. Marketing ideas stalled in emails or disappeared into shared drives. Leads sat idle.
The CRM build included a self-serve marketing model
Campaigns were redesigned with two users in mind: the local marketer at a franchise and the team at corporate managing brand and strategy.
The solution included:
- A library of reusable email templates
- Defined list segmentation logic built into HubSpot
- Clear naming conventions and guardrails to prevent overlap or duplication
- A shared asset folder for graphics, headers, and approved copy blocks
- Pre-built reports to show open, click, and submission rates by location
Franchisees could run their own campaigns without losing alignment with the brand.
Marketing became more active, not more chaotic
Once the system was in place, activity picked up. Franchisees started launching newsletters, sending follow-ups, and promoting events. The CRM made the work visible and measurable. Corporate could see what was being sent and how it performed—without getting in the way.
This didn’t create new problems. It solved old ones.
No more emailing PDFs back and forth. No more editing HTML in Word. No more guessing which contact lists were clean.
Franchisees trusted the system because it was built for them
The templates weren’t generic. They were tailored for Payroll Vault’s services, tone, and audience. Franchisees didn’t have to write from scratch. They could pick a campaign, update a few fields, and send with confidence.
Training was comprehensive. The system was intuitive. Support was available but rarely needed.
Marketing wasn’t limited by access anymore
Franchisees were already responsible for local outreach. Now they had the tools to do it right. The CRM made it easier to work with corporate—not bypass them. Everyone used the same platform, the same data, and the same set of expectations.
That alignment made it possible to scale marketing without hiring more people or creating more overhead.
Schedule a call if your franchisees are still waiting for marketing help that never comes. You don’t need more staff. You need a system they can actually use.
Every challenge has a solution - you just need the right plan and a clear next step. Together, we can quickly pinpoint what matters most and make sure you’re set up for meaningful results.
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