--- title: SaaS Onboarding Email Marketing Automation in HubSpot description: "Case study: How a Certified HubSpot consultant automated SaaS onboarding to boost engagement and turn sign-ups into active users." image: https://ascendiadigital.com/hubfs/Website/Case%20Studies/Vibraint/virtual_brain_technologies_cover.jpg --- [Skip to main content](https://ascendiadigital.com/saas-onboarding-marketing-automation-in-hubspot#main-content) [![Ascendia Digital - Horizontal Logo Color Dark](https://ascendiadigital.com/hubfs/Ascendia%20Digital%20-%20Horizontal%20Logo%20Color%20Dark.svg) ![SR Logo Dark](https://8510912.fs1.hubspotusercontent-na1.net/hubfs/8510912/SR%20Logo%20Dark.svg) ![Ascendia Digital - Horizontal Logo Color Dark](https://ascendiadigital.com/hubfs/Ascendia%20Digital%20-%20Horizontal%20Logo%20Color%20Dark.svg) ![SR Logo Dark](https://8510912.fs1.hubspotusercontent-na1.net/hubfs/8510912/SR%20Logo%20Dark.svg)](https://ascendiadigital.com?hsLang=en) - Show submenu for Services Services - [Lead Management System](https://ascendiadigital.com/lead-management-system) - [Portfolio](https://ascendiadigital.com/#portfolio) - [About](https://ascendiadigital.com/#about) - [Testimonials](https://ascendiadigital.com/#testimonials) - Show submenu for Resources Resources - [Blog](https://ascendiadigital.com/blog) - [Quiz: Lead Leak Check](https://ascendiadigital.com/lead-leak-check) Open main navigation Close main navigation - Show submenu for Services Services - Services - [Lead Management System](https://ascendiadigital.com/lead-management-system) - [Portfolio](https://ascendiadigital.com/#portfolio) - [About](https://ascendiadigital.com/#about) - [Testimonials](https://ascendiadigital.com/#testimonials) - Show submenu for Resources Resources - Resources - [Blog](https://ascendiadigital.com/blog) - [Quiz: Lead Leak Check](https://ascendiadigital.com/lead-leak-check) - Book a discovery call Book a discovery call ## Case study # SaaS Onboarding Marketing Automation in HubSpot ![virtual\_brain\_technologies\_cover](https://ascendiadigital.com/hs-fs/hubfs/Website/Case%20Studies/Vibraint/virtual_brain_technologies_cover.jpg?width=1128&height=191&name=virtual_brain_technologies_cover.jpg "virtual_brain_technologies_cover")   ## **Summary** **Client:**  Vibraint **Industry:** Robotics / Sports Field Technology **Project:** Onboarding email automation for platform beta testers Vibraint is a Danish biotech startup that focuses on virtual neuroscience and spatial biology. In early 2026, they launched CNS-Voyager™, a virtual brain viewer that allows neuroscientists to study the brain in 2D and 3D and explore complex data more easily. They needed a way to help new users learn to use the platform and see its value, so they collaborated with Ascendia Digital to set up an onboarding marketing automation.  I helped them automate the process for beta testers, guiding users to get started, explore the platform, and take the next step toward booking consultations.  **What improved:**  Fully automated onboarding workflow ready at platform launch  Guided users through the platform, helping them see value and explore features  Increased product usage  0% unsubscribe rate across the series  High engagement, with up to 65% open rate on the welcome email ## **The Challenge** As a newly launched platform, CNS-Voyager™ needed to ensure beta testers could get started quickly and understand the platform’s value. - There was no existing onboarding system. - Users needed guidance to explore features and see the benefits of the platform. - The team wanted a smooth, automated experience so beta testers didn’t get lost or confused. Vibraint wanted a system that worked from day one, giving users clear guidance, keeping engagement high, and driving them toward the next step, like booking consultations, without relying on manual follow-ups. ## **The Solution** ### 1. Landing Page & Sign-Up Workflow We started with the entry point. We created a dedicated beta sign-up landing page in HubSpot with a connected form. The goal was simple: collect the right information and immediately enroll each contact into the onboarding journey. When someone registered: - Their data was stored directly inside HubSpot - They were automatically enrolled into the correct workflow - The onboarding emails were triggered instantly No manual exports. No list uploads. No delays. From the moment someone signed up, the system took over.   [![Vibraint-SaaS Onboarding- Sign up page](https://ascendiadigital.com/hs-fs/hubfs/Website/Case%20Studies/Vibraint/Vibraint-SaaS%20Onboarding-%20Sign%20up%20page.png?width=1266&height=1263&name=Vibraint-SaaS%20Onboarding-%20Sign%20up%20page.png "Vibraint-SaaS Onboarding- Sign up page")](https://ascendiadigital.com/hubfs/Website/Case%20Studies/Turf%20Tank%20-%20Livestorm%20Webinar/Landing%20page%20webinar%20(1).png?hsLang=en)  [*Click to expand*](https://ascendiadigital.com/hubfs/Website/Case%20Studies/Turf%20Tank%20-%20Livestorm%20Webinar/Landing%20page%20webinar%20(1).png?hsLang=en)  ### 2. Onboarding Email Marketing Automation Once the registration system was in place, I built the onboarding workflow itself. The goal wasn’t just to send a welcome email. It was to guide users through the platform in a logical order so they could build confidence as they explored it. The workflow: - Triggered immediately after sign-up - Delivered structured onboarding emails over time - Introduced key features gradually - Encouraged hands-on exploration - Invited feedback from beta users - Directed users toward booking consultations or exploring advanced features Each email was written in a clear, practical tone. Instead of technical explanations, we focused on how to use the platform and why it matters. Because everything was automated, every beta tester received the same structured introduction,  without the team needing to manually follow up. ![SaaS Onboarding Email Marketing Automation - HubSpot](https://ascendiadigital.com/hs-fs/hubfs/Website/Case%20Studies/Vibraint/SaaS%20Onboarding%20Email%20Marketing%20Automation%20-%20HubSpot.png?width=398&height=2000&name=SaaS%20Onboarding%20Email%20Marketing%20Automation%20-%20HubSpot.png "SaaS Onboarding Email Marketing Automation - HubSpot") ## The Outcome With the system live before launch: - Every beta tester received guided onboarding - Engagement remained high (welcome email open rates up to 65%) - No one unsubscribed from the sequence - Users explored the platform more confidently - Consultations were encouraged through clear next steps Most importantly, onboarding didn’t depend on manual effort. It became a repeatable system. [![HubSpot - SaaS Onboarding Email Automation - Email 2](https://5816107.fs1.hubspotusercontent-na1.net/hub/5816107/hubfs/Website/Case%20Studies/Vibraint/HubSpot%20-%20SaaS%20Onboarding%20Email%20Automation%20-%20Email%202.png?width=1200&length=1200&name=HubSpot%20-%20SaaS%20Onboarding%20Email%20Automation%20-%20Email%202.png)](https://ascendiadigital.com/hubfs/HubSpot%20-%20SaaS%20Onboarding%20Email%20Automation%20-%20Email%201.png?hsLang=en) [![HubSpot - SaaS Onboarding Email Automation - Email 2](https://5816107.fs1.hubspotusercontent-na1.net/hub/5816107/hubfs/Website/Case%20Studies/Vibraint/HubSpot%20-%20SaaS%20Onboarding%20Email%20Automation%20-%20Email%202.png?width=1200&length=1200&name=HubSpot%20-%20SaaS%20Onboarding%20Email%20Automation%20-%20Email%202.png)](https://ascendiadigital.com/hubfs/HubSpot%20-%20SaaS%20Onboarding%20Email%20Automation%20-%20Email%201.png?hsLang=en) [![HubSpot - SaaS Onboarding Email Automation - Email 5](https://5816107.fs1.hubspotusercontent-na1.net/hub/5816107/hubfs/Website/Case%20Studies/Vibraint/HubSpot%20-%20SaaS%20Onboarding%20Email%20Automation%20-%20Email%205.png?width=1200&length=1200&name=HubSpot%20-%20SaaS%20Onboarding%20Email%20Automation%20-%20Email%205.png)](https://ascendiadigital.com/hubfs/HubSpot%20-%20SaaS%20Onboarding%20Email%20Automation%20-%20Email%201.png?hsLang=en)   ## **Why This Matters** For SaaS products, especially complex ones, onboarding determines whether users activate or churn. If users don’t experience value quickly, they disengage. A structured onboarding system: - Reduces confusion - Increases product usage - Encourages next steps - Supports long-term adoption That’s what we built for Vibraint. A simple, automated system that guides users from sign-up to activation: consistently, and at scale. ## Turn Sign-Ups Into Activated Users As a **Certified HubSpot & Marketing Automation Consultant**, I help SaaS companies turn new sign-ups into engaged users. I build onboarding systems that: boost product adoption reduce churn remove manual follow-up ###### Help me reduce churn and improve product adoption --- ![Ascendia Digital - Horizontal Logo Color Dark](https://ascendiadigital.com/hubfs/Ascendia%20Digital%20-%20Horizontal%20Logo%20Color%20Dark.svg) - [![SolutionPartnerTierBadges\_FINAL\_GOLD\_ORANGE](https://ascendiadigital.com/hubfs/SolutionPartnerTierBadges_FINAL_GOLD_ORANGE.svg)](https://ascendiadigital.com?hsLang=en) - - [mailto:diana@ascendiadigital.com](mailto:diana@ascendiadigital.com) - [Home](https://ascendiadigital.com) - Services - [Lead Management System](https://ascendiadigital.com/lead-management-system) - Resources - [Blog](https://ascendiadigital.com/blog) - [Quiz: Lead Leak Check](https://ascendiadigital.com/lead-leak-check) - [Guide: How to automate your sales with HubSpot](https://ascendiadigital.com/blog/how-to-automate-your-sales-with-hubspot) ©2026 Ascendia Digital. All rights reserved. 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