Industry
Nonprofit/Association
Challenge
An all-volunteer board inherited a HubSpot Starter account that had never been fully set up. Member data lived in scattered spreadsheets, and there was no reliable way to welcome, renew, or reach members.
Results
Orange Marketing rebuilt the portal inside Starter: one contact record for every role a person plays, a bilingual membership form mapped to HubSpot, renewal tracking, Stripe payments connected, and reusable event emails the board now sends on its own.
Services
HubSpot Onboarding, CRM Migration and Implementation
About QWCC
The Queens Women's Chamber of Commerce connects women entrepreneurs and professionals in Queens, New York, with networking, education, mentorship, and advocacy. Founded in 2013, it is run entirely by a volunteer executive board and serves its largely Hispanic community in English and Spanish.
Background
Like many small nonprofits, QWCC runs on the time and passion of its volunteers. Board members organize every event and onboard every member, on top of their own jobs and businesses.
Like many small organizations, QWCC faced real challenges during the pandemic, including the loss of its office and much of its day-to-day infrastructure. A dedicated new board stepped up to rebuild, and invested in HubSpot to strengthen how the chamber connects with its members.
The heart was there. What was missing was the setup.
Identifying the Gaps
QWCC's HubSpot Starter account was largely untapped. Member data sat in spreadsheets from past events, and more than 32 new members were waiting for a welcome.
Contacts also played several roles at once. A member might volunteer or sit on the advisory board, and HubSpot's single-value Lifecycle Stage couldn't reflect that. Renewals, payment links, and volunteer hours were all tracked by hand.
On top of all this, upgrading to a higher HubSpot tier wasn't realistic for a small nonprofit. Whatever Orange Marketing built had to work inside Starter.
As Rebecca Gonzalez, Founder & CEO of Orange Marketing, explained:
QWCC's board did so much with so little. They had the heart, the community, and the drive. What they needed was a HubSpot setup built around their mission, so the next board can pick it up and keep going.
Bringing HubSpot to Life
After a reverse demo of QWCC's portal, Orange Marketing consultant Lexi built a setup around the chamber's member journey: apply, get approved, pay, and renew.
A new multi-select Contact Type property replaced Lifecycle Stage, so one contact can be a member, volunteer, and partner at once. QWCC's membership form, with every field labeled in both English and Spanish, was mapped to contact records, with instant alerts for new applications. A membership start date, custom views, and recurring tasks keep renewals on track, working around Starter's limits on dashboards and automation.
Orange Marketing also connected Stripe to HubSpot, added fields to total volunteer hours, and rebuilt QWCC's signature event emails as templates the board can clone and send. Hands-on training made sure the team could run it all on their own.
A Small Team, Running Like a Big One
- The board sees every member, volunteer, and partner in one place.
- Members get timely welcomes, renewal reminders, and event invitations, with templates the board can easily adapt into Spanish.
- Future boards inherit an organized system instead of a pile of spreadsheets.
This isn't a story about a bigger budget. It's about a resourceful team of women getting the most from the tools they already had, and building something the next board can carry forward.
Outstanding HubSpot Setup for Nonprofits
Partnering with Orange Marketing saved our team countless hours trying to figure out HubSpot on our own. As a nonprofit organization, we needed a CRM setup tailored specifically to our community and membership goals. The Orange Marketing team was professional, incredibly helpful, and transparent every step of the way. They took the time to deeply understand our unique needs and provided crystal-clear steps from start to finish. Thanks to their clear communication and dedication, we can now deliver much better communication to our members. Highly recommend Orange Marketing to any nonprofit organization looking for expert HubSpot guidance!
- Queens Women's Chamber of Commerce
Ready to Get More From Your HubSpot?
Whether you're a nonprofit on HubSpot Starter or a growing organization juggling spreadsheets, Orange Marketing can help you build a setup that fits your mission. As a HubSpot Diamond Partner and a certified women-owned business, we know how to make every tool count.
Let's talk about your HubSpot!
FAQs
Can a nonprofit run its membership program on HubSpot Starter?
Yes. With the right setup, HubSpot Starter can handle member segmentation, a bilingual membership form, renewal tracking, email marketing, and payment collection through Stripe. Orange Marketing uses custom properties, saved views, and recurring tasks to work around features reserved for higher tiers.
How do you track contacts who play more than one role, like a member who also volunteers?
Instead of relying on HubSpot's single-value Lifecycle Stage, Orange Marketing creates a multi-select Contact Type property. One contact can be tagged as a member, volunteer, board member, or partner at the same time, which makes targeted communication much easier.
Can HubSpot collect membership payments?
Yes. HubSpot connects with Stripe, so organizations can create payment links for each membership tier, send them in emails, and see payment activity alongside the contact record.
How does Orange Marketing help chambers and associations with frequent board turnover?
Orange Marketing builds simple, documented setups and trains the team hands-on, so knowledge lives in the system rather than with one person. When a new board takes over, the processes are already in place.
How does Orange Marketing work with nonprofits?
Orange Marketing starts with a reverse demo to see how the team actually uses HubSpot, then scopes a focused project around the organization's most important needs. Learn more about our nonprofit services.
