.webp)
At ViVE, the stakes are high.
For Hyro, it’s their flagship event. The kind of moment where everything needs to come together — not just visibility, but real conversations, real pipeline, and real follow-up.
And this year, they weren’t just showing up with a bigger presence. They were running a fully coordinated event strategy across multiple moments — a larger booth than ever, speaking sessions, off-site events, pre-event bootcamps, and scheduled meetings with prospects.
That kind of scale creates opportunity. It also creates risk if the execution behind it can’t keep up.
Leah, Field Marketing Lead at Hyro, summed it up early on:
“All eyes on me. I have to succeed here.”
When the Old Process Stops Working
Before hapily, managing that level of activity meant relying on a mix of spreadsheets and external lead management tools.
That setup worked at a smaller scale. It became harder to manage as the event program grew.
Spreadsheets became crowded and difficult to navigate. Data was spread across multiple tabs, and it wasn’t always clear how everything connected.
“We would work in spreadsheets that would have a million tabs no one could really follow.”
At the same time, paid lead management tools added cost without solving the underlying issue of how data was captured and used.
As Hyro expanded their presence at events like ViVE, it became clear that this approach wouldn’t hold.
Turning Lead Capture Into a Team-Wide Effort
At ViVE, Hyro shifted how lead capture was handled.
Instead of relying on a small group to manage data collection, they enabled their entire booth team to participate.
19 team members were capturing conversations in real time, each using the same process.
“At our booth today, I have my 19 colleagues with the hapily event downloaded on their phone.”
Each interaction followed a consistent flow. Conversations were logged immediately, notes were captured on the spot, and dropdown fields tied directly to HubSpot were used to identify the problem the prospect was dealing with.
From there, everything moved into HubSpot already organized for what comes next.
“It then shoots off into HubSpot and everything is segmented perfectly for follow up post event.”
This created consistency across the entire team. Every conversation, regardless of who captured it, followed the same structure.
Moving Away From Spreadsheets
One of the clearest changes was moving away from spreadsheets entirely.
For Hyro, spreadsheets had been a core part of their event process. Over time, they became more difficult to manage and less effective as the volume of data increased.
Leah described the shift internally:
“We are leaving spreadsheet hell and entering this new heaven of lead management and lead collection.”
With lead capture happening directly through a structured system connected to HubSpot, there was no longer a need to consolidate or clean data after the event.
Supporting a Small Team Running a Large Event
Event teams tend to be small, even when the events they manage are large and complex.
Hyro was running a multi-layered event presence at ViVE with a lean team responsible for coordinating everything.
“Event teams are usually very small, but we do a lot and we manage big projects.”
By enabling more team members to participate in lead capture and standardizing how that data was collected, Hyro was able to expand what their team could handle without increasing headcount.
“I feel like I gained 10 new members for my team.”
The Real Takeaway?
At ViVE, Hyro didn’t just expand their event presence. They changed how their team captured and managed every conversation happening on the floor.
By enabling 19 team members to follow a consistent lead capture process, removing spreadsheet dependency, and structuring data directly inside HubSpot, they created a system that could support the scale of their event.
The result was a more organized approach to lead capture, clearer segmentation for follow-up, and a team that could handle a high-volume event with more control and consistency.
Want to see these results work for you? Request a demo to see how hapily helps teams capture event leads, follow up faster, and track event ROI — all directly inside HubSpot.
About Hyro
Hyro is an AI-powered automation platform that helps healthcare organizations streamline patient interactions and operational workflows. By reducing repetitive tasks and improving efficiency, Hyro enables teams to focus on higher-value work while delivering better experiences for patients and staff.
.webp)
