Job Description
I’m looking for an experienced Zapier automation specialist to build a reliable, scalable automation system for a sports performance business (Athlete Academy).
This is not a single Zap. It is a multi-workflow system that integrates:
- HubSpot (CRM + workflows + marketing email)
- Zapier (integrations only)
- Stripe (payments)
- Google Forms & Google Sheets (intake + content)
- Trainerize (client creation & program delivery)
I have already completed:
- A detailed automation architecture
- A step-by-step build checklist
- Clear definitions of what lives in HubSpot vs Zapier
Your job is to build exactly to spec, test thoroughly, and deliver a clean handoff.
Scope of Work
HubSpot (Workflows – SEND & LOGIC ONLY)
1. Build the following workflows:
2. Outbound Coach / Club Director Nurture
3. Parent Welcome & Education
4. Club Coach Outreach (6-week delay from athlete start)
5. Parent Weekly Newsletter (send-only, dynamic content)
Athlete Weekly Newsletter (send-only, dynamic content)
6. Automation Safety Check (internal alerts for missing data)
Note: All copy will be provided or already exists. This is logic + structure work.
Zapier (Integrations Only)
Build the following Zaps:
1. Stripe payment → HubSpot (de-dupe, tagging, intake trigger)
2. Athlete intake form → Trainerize client creation
3. Trainerize master/onboarding program assignment
4. Sport-specific program assignment (based on HubSpot property)
5. Injury resilience program assignment
6. Weekly Parent newsletter content loader (Google Sheets → HubSpot)
7. Weekly Athlete newsletter content loader (Google Sheets → HubSpot)
Key requirements
- Find-before-create everywhere (no duplicates)
- No Gmail-based triggers
- No Canva text manipulation
- HubSpot is the source of truth
- Zapier handles integrations only
What I Will Provide
- A printable Automation Build Checklist (PDF)
- Exact workflow definitions
- Property names and required fields
- Google Sheet template for newsletter content
- Test contacts and test payment scenarios
This project is well-defined — no guessing required.
Deliverables
- All Zaps built, named, and organized
- All HubSpot workflows built and active
- Full testing with test contacts
Confirmation that:
- No duplicates are created
- Trainerize clients are created once
- Newsletters send to correct audiences only
Short Loom walkthrough explaining:
- Zap logic
- Workflow logic
- How to maintain or adjust later
Required Experience
Please apply only if you have:
- 2+ years building Zapier automations
- Experience with HubSpot workflows
- Experience with Stripe
- Experience with Trainerize or fitness platforms (strong plus)
- Comfort building multi-Zap systems (not just simple triggers)
Please include:
- 1–2 examples of similar automation systems you’ve built
- Confirmation you use find-before-create and de-dupe logic
Timeline
- Target completion: 2–3 weeks
- Milestone-based delivery is acceptable
Budget
Starting budget: $750 USD (fixed price)
Open to increasing for the right expert who:
- Demonstrates strong systems thinking
- Communicates clearly
- Delivers clean, documented work
This is a one-time build, with potential follow-on work.
How to Apply
Please answer the following in your proposal:
1. Briefly describe a multi-step Zapier + CRM system you’ve built
2. Have you worked with HubSpot workflows before? (Yes/No + details)
3. Have you worked with Stripe-triggered automations?
4. How do you typically prevent duplicate contacts?
5. Are you comfortable following a pre-defined architecture?
Final Note
This is not a “figure it out as you go” project.
The system is designed — I need a specialist to execute cleanly and reliably.
Apply Now
Apply Now