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Apollo
Apollo
A UK-based padel sports operator managing 8 clubs faced a fragmented data environment across three disconnected platforms – HubSpot, GloFox, and Playtomic, with only 3 of 8 clubs having any form of active integration. INSIDEA designed and implemented a custom API integration architecture that synced GloFox membership data into HubSpot Deals and reconfigured the HubSpot Project object into a bespoke Booking object mapped directly to Playtomic. The result was a scalable, centralized data ecosystem that eliminated manual processes, preserved all existing records, and successfully onboarded 5 previously unsynchronized clubs without disruption. The operator now has accurate, real-time visibility across all 8 clubs within a single CRM.
| Metric | Before | After |
|---|---|---|
| Data synchronisation across platforms | Fragmented - no unified system | Seamless sync across HubSpot, GloFox & Playtomic |
| Clubs with active membership sync | 3 of 8 clubs | All 8 clubs fully synchronised |
| Booking data in HubSpot | Not tracked | 50,101 booking records centralised |
| Membership data pipeline | Manual, error-prone | Automated via custom API |
| Club onboarding framework | No scalable process | Scalable API supports future expansion |
Unify membership, booking, and player data across 8 clubs into a single, accurate CRM ecosystem – connecting HubSpot, GloFox, and Playtomic via custom API without disrupting existing records.
A fast-growing padel sports operator was running 8 clubs across a combination of platforms – Playtomic for court bookings, GloFox for membership management, and HubSpot as the CRM. Each platform held a different slice of critical data, but none of them communicated consistently with each other.
Of the 8 clubs, only 3 had any form of existing membership synchronization between Playtomic and GloFox. The remaining 5 clubs had no integration at all – meaning player records, booking activity, and membership statuses were siloed, incomplete, or entirely absent in the CRM.
The challenge was further compounded by the need to precisely map key data identifiers – Membership Name, Tenant ID, and Player ID across all three platforms without overwriting existing records or introducing duplicates.
INSIDEA designed a custom API integration architecture to connect all three platforms – HubSpot, GloFox, and Playtomic, without disrupting any existing data or workflows. The approach required separate integration paths for clubs with prior connections and those being onboarded fresh.
GloFox membership and player data was mapped into HubSpot via a Deals Pipeline integration. For bookings, INSIDEA repurposed the existing HubSpot Project object into a custom Booking object with properties tailored to match Playtomic’s data model. This Booking object was then mapped directly to Playtomic via API, ensuring accurate club-level synchronisation across all critical identifiers.
INSIDEA’s custom API solution delivered a fully connected data ecosystem across all 8 clubs. The operator moved from a fragmented, manually managed setup to a centralised, automated architecture, with accurate data flowing in real time across all platforms and every membership, booking, and player record correctly associated.
"INSIDEA supported us with a complex CRM integration and custom API implementation. They took the time to deeply understand our business needs rather than applying a one-size-fits-all approach. Although the timeline slipped slightly, the attention to detail was appreciated, and we are now excited to dig into the results."
Sports and fitness operators managing multiple locations often face the same fragmented data problem - booking platforms, membership tools, and CRMs that don't communicate with each other. The result is manual processes, incomplete member records, and no clear operational view across the network. This integration approach demonstrates how a custom API architecture can connect any combination of platforms cleanly, preserving what already works while bringing the rest up to the same standard.
Most modern booking platforms with an available API can be connected to HubSpot. INSIDEA evaluates the specific platform, its API capabilities, and the data objects available before designing the integration architecture.
The integration is built for real-time or near-real-time sync. Booking events – reservations, visits, cancellations – push to HubSpot contact properties automatically as they occur, keeping member profiles current at all times.
Common automation builds include lapsed member re-engagement sequences (triggered by days since last visit), milestone reward workflows (triggered by visit count), renewal reminder sequences (triggered by membership expiry date), and win-back campaigns for cancelled members.
No. INSIDEA builds the integration for operational stability and hands over with documentation. Day-to-day operation requires no developer involvement – the sync runs automatically, and any adjustments to automation workflows can be managed within HubSpot.
Yes. Once booking properties are live in HubSpot, active lists can be built around any behavioral criteria – visit frequency, last booking date, membership tier, preferred slot, or any other tracked property, enabling precise campaign targeting.
Let INSIDEA integrate your booking platform with HubSpot and build the automation that keeps your members engaged.
