What changed for CCI?
Since May 2026, PipelineSync's Allen Joshua Trinidad has owned Crypto Consulting Institute's HubSpot as its Head of Automation and RevOps. Marketing email now reaches 41% fewer inboxes with the same readers, failed text messages fell by 95%, booking confirmations and hot-lead follow-up no longer fail silently, and sales calls now feed structured insight back into HubSpot.
| Result | Before | After | Period |
|---|---|---|---|
| Newsletter inboxes, same 357 readers | 2,682 (13 July issue) | 1,592 (10 August issue) | July to August 2026 |
| SMS that failed to deliver | 128 (August) | 7 (September), 3 (October) | August to October 2026 |
| SMS reply rate | 21.9%: 245 replies to 1,121 messages, with 6 opt-outs (0.5%) | May to 20 October 2026 | |
| Deals carrying AI call insights | 0 | 13 | Calls from 4 August to 16 October 2026 |
What does CCI's founder say?
"The incredible thing about Allen is when you ask him to do something, not only does he do it, he does it incredibly well and incredibly quick."
Joe Shew, Founder and CEO, Crypto Consulting Institute
Read the transcript
I wanted to do a quick testimonial video for yourself Allen because you've been incredible coming into CCI and made so much difference to our business. So to give you a bit of context if you're watching this and considering working with Allen, we were setting up a new CRM which was HubSpot. We had no experience with CRMs, we were using Excel before this and yeah to be honest we wanted to maximize the opportunity of not only utilizing HubSpot to its full potential but also we had no experience doing it. So we came to Allen, he came in the first thing that he did which I was absolutely astounded with is his speed and ability to map out the entire business. All of the flows from start to finish the customer experience if someone wasn't a customer what was the flow of them coming in. Then he built that all into HubSpot, then he took it to the next level by integrating that all with the sales team then the back end with all the automation of SMS so we run to from ads to call bookings. So a reminder ahead of the call booking session all the emails that went out the email sequences he did utilized everything through AI not only when that that was done the call would take place and then he built an AI model to track all of the the chat and the conversation that was had with the sales team and provide guidance and support on how they can improve and feedback on the actual call that they had which is amazing. Then on the flow from there if someone did become a client they had an entire automated process and if they didn't what process did they go through and that was all built and automated by Allen. Apart from that he's done all of the reporting so weekly reports, monthly reports just organizing everything. The incredible thing about Allen is when you ask him to do something not only does he do it he does it incredibly well and incredibly quick. I've just been blown away with having him in the team and the standard that he brings the level of care that he has and the quality of his work so for anyone that's considering either implementing a CRM do an automation use an AI anything from this regard Allen is definitely the best person that I could have possibly asked for to work with so yeah hopefully this helps you because I know what it's like when you're trying to find someone to come in your team as a founder a CEO that's a scary thing because you want to make sure you get it right especially with something like a CRM and all the private data and information but also it's about maximizing that and making sure that you do it right first time so I cannot attest to how incredible Allen is and I'm super grateful for everything that you've done mate so hopefully this helps yourself watching this and thinking yeah should you work with Allen the answer is absolutely yes he's worth the investment in every dollar that I've put into him and he continues to work with us and he will do for the foreseeable future
Who is Crypto Consulting Institute?
Crypto Consulting Institute (CCI) is an Australian crypto education company founded in 2016 by Joe Shew. It teaches everyday investors through a self-paced VIP program, a trading group, a newsletter and an application-only mastermind, with clients across Australia, New Zealand, the UK, the US and Asia.
CCI describes itself as rated 4.9 stars from more than 200 reviews on Trustpilot and trusted by more than 3,000 clients. Most enrollments come through a consultative sales process: prospects apply for a free strategy call, then move to a presentation call with a CCI advisor. That makes booking confirmations, follow-up and clean pipeline data central to how the business sells.
What was the problem?
CCI's leadership could not rely on its CRM to show what was happening in the sales pipeline, or which marketing spend was turning into enrollments. Call outcomes were not being recorded, some automations were failing silently, email was going to a large and partly disengaged list, and reports built on different fields gave different answers to the same question.
- Call outcomes: meeting outcomes were stuck at "Scheduled" on about 95% of calls, and deal stages and call outcomes had drifted apart.
- Attribution: paid social leads were being recorded as direct traffic.
- Silent failures: after the move from OnceHub to HubSpot's own meeting links, booking confirmations stopped reaching some prospects, and the Elite Mastermind pipeline's workflows had never been switched on.
- Email: engaged open rates were 12 to 15% on a large list that included many people who never opened.
- Reporting: around 25 leadership reports were built on different dates and owner fields.
How was the work approached?
Audits first, then the sales process, then the wider programs. Allen reviewed contact and deal data quality, the 25 leadership reports, the marketing list and the dormant Elite Mastermind pipeline before building anything new, working directly with CCI's founder on direction and sign-off.
- 01 AuditData, 25 reports, list, dormant pipeline
- 02 Fix the sales processBooking confirmations, QA workflows
- 03 Clean the listUnengaged suppression, attribution
- 04 Build programsReactivation, webinars, SMS, referrals
- 05 Close the loopAI call insights into HubSpot
One rule ran through all of it: automations notify people and create tasks, but never move a deal or change a contact's status on their own. People stay in charge of the pipeline, and the system makes sure nothing is missed.
What was built?
A sales process that does not fail silently
- The strategy call booking confirmation workflow was rebuilt so a timing issue could no longer stop prospects being enrolled, with confirmation, 24-hour and 1-hour reminders for each advisor.
- Four sales QA workflows flag stale deals, overdue calls and quiet hot leads, and an alert fires when an email bounces or is marked as spam.
- Deals close to enrolling move to a "Red Zone" stage that records how far along they are. If a Red Zone deal goes two days without contact, the owner gets a task. This works as a qualification framework with an automated safety net, rather than a predictive score.
- Attribution was standardized on one source field and contact-level UTMs.
Email that reaches people who read it
From August 2026, HubSpot's setting that stops sending marketing email to contacts who have not engaged with recent sends was switched on. The include and exclusion lists did not change between the July and August newsletters, so the difference comes from the suppression itself.
| Month (2026) | Delivered | Suppressed |
|---|---|---|
| July | 48,978 | 82 |
| August | 31,922 | 14,920 |
| September | 17,246 | 13,262 |
| October (to 21st) | 15,704 | 12,290 |
Open and click rates rose too, but mostly because the same readers are now divided by fewer sends, so the honest claim is the one in the title: far fewer wasted sends, with no loss of readers. That protects CCI's sender reputation and stops it paying to email people who never open. Around the same time, a seven-segment reactivation program (21 emails), webinar and launch sequences, investor-profile follow-ups by risk tier and a VIP welcome pack went live.
SMS through Sakari
Sakari was connected to HubSpot, with an Australian number for ANZ contacts and a US toll-free number added for US contacts. Between May and 20 October 2026, 1,121 messages went out, 245 people replied and 6 opted out. When 128 messages failed in August, the cause turned out to be Australian mobiles saved with the wrong country code. Fixing the data at the source and adding phone validation cut failures to 7 in September and 3 in October.
Sales calls that feed marketing
An audit of Fathom's call summaries against full transcripts found they left out most objections, because they were written to help reps follow up. A structured Claude prompt now tags 13 objection categories and 9 pain points, each marked resolved, partly resolved or unresolved, and writes them to 11 "Call insight" deal properties in HubSpot, including a compliance flag. A weekly run prepares a digest for the sales team's channel. By mid-October, 13 deals carried call insights.
Ready to launch
A referral partner system is built and waiting on sign-off of commission terms: a six-stage partner pipeline, an intake form, seven workflows and its own contact properties. A Quantum Profits pipeline and an audit and workflow proposal for the Elite Mastermind pipeline were also delivered.
Which tools were used?
HubSpot Sales Hub Enterprise and Marketing Hub Professional at the center, with Zapier, Sakari for SMS, Fathom and Claude for AI call review, Stripe, WordPress with Elementor and Gravity Forms, and Discord for the sales team digest.
Key takeaway: CCI did not need more tools. It needed one person owning the CRM end to end: auditing first, fixing the sales process before adding programs, and keeping people, not automations, in charge of the pipeline.
Frequently asked questions
What did PipelineSync do for Crypto Consulting Institute?
Since May 2026, Allen Joshua Trinidad has run CCI's HubSpot as its Head of Automation and RevOps: audits of data, reports and lists; rebuilt booking confirmations; sales QA workflows; email list hygiene and attribution; reactivation and webinar email programs; SMS through Sakari; a referral partner system; and AI call insights written back to HubSpot.
How did CCI send 41% fewer emails without losing readers?
By switching on HubSpot's setting that stops marketing email going to contacts who have not engaged with recent sends. The 13 July newsletter reached 2,682 inboxes and the 10 August issue 1,592, yet the same 357 people read both. Monthly suppressed sends went from 82 in July 2026 to 14,920 in August.
How were failed text messages cut by 95%?
128 SMS failed in August 2026 because Australian mobile numbers had been stored with the wrong country code, which carriers rejected. After the fault was traced and phone validation added at the source, failures fell to 7 in September and 3 in October.
Which tools were used?
HubSpot (Sales Hub Enterprise and Marketing Hub Professional), Zapier, Sakari for SMS, Fathom and Claude for AI call review, Stripe, WordPress with Elementor and Gravity Forms, and Discord for the sales team digest.
Sources
HubSpot documentation behind the feature and tier notes above, checked October 2026. HubSpot changes features and tiers often, so check your own portal too.