Hylant Case Study | HubSpot + Applied Epic Integration

This case study highlights a full CRM transformation—integrating HubSpot with Applied Epic to eliminate manual entry and streamline policy operations.

Hylant is one of the largest privately held insurance brokerages in the U.S., serving clients across commercial, personal, and employee benefits lines. As part of a broader growth strategy, Hylant aimed to simplify the sales experience, eliminate manual data entry, and connect key business systems for greater visibility and collaboration.

To support this vision, Hylant partnered with Learners.ai to implement HubSpot Sales Hub Enterprise, along with a custom integration to Applied Epic, and deliver a connected CRM framework aligned with its business structure, sales processes, and operational needs across teams.

The Challenge

Hylant's leadership wasn’t looking for just another CRM deployment. They needed a platform that matched the way their teams work, across Small Business, Middle Market, Employee Benefits, and Personal Insurance.

Key priorities included:

• Reducing duplicate data entry between HubSpot and Applied Epic.
• Improving the accuracy and structure of existing CRM data
• Aligning lifecycle stages and pipelines to diverse sales processes
• Ensuring secure access based on role and business unit
• Rolling out the platform in a way that wouldn’t disrupt day-to-day operations
  
  

The Solution

Learners.ai delivered a customized HubSpot Sales Hub Enterprise implementation designed to support Hylant’s sales organization and streamline processes through automation and smart integration.

CRM Configuration by Business Line 
Layouts, pipelines, and lifecycle stages were designed to reflect how each business unit sells, helping teams stay focused and efficient.

Data Migration & Cleanup
Over 150,000 records were migrated from Microsoft Dynamics and Applied Epic. More than 5,000 duplicates were identified and merged to give Hylant a cleaner, more reliable starting point. 

HubSpot–Epic Integration
Using HubSpot’s Operations Hub and custom middleware, Learners.ai developed a two-way sync from Applied Epic to HubSpot. Client records are automatically created and/or updated within Epic, with record IDs written back to HubSpot to validate entries and avoid duplication.

Lifecycle Automation & Sales Productivity Tools
Automated handoffs, lead assignment rules, and stage transitions were introduced to accelerate deal flow and support seamless collaboration across teams.

Role-Based Permissions & Access Controls 
 Sales teams now have tailored views and access based on their roles and lines of business, improving usability and adoption. 

This project is part of our broader Insurance & Benefits solution for streamlining CRM and policy operations.

For a deeper walkthrough, see our HubSpot and Applied Epic integration explainer.

Systems Integrated & Replaced

Key results of the HubSpot CRM + Applied Epic integration for Hylant included:

Replaced

• Microsoft Dynamics CRM
• Manual entry workflows into Applied Epic
• Siloed spreadsheets and manual reporting

Integrated

• Applied Epic (two-way sync of client data into Epic, with record validation written back)
• Office 365 (email and calendar sync for sales productivity)
  
  

Results

Strategic Takeaway

This implementation marked an important step in Hylant’s sales enablement journey. By reducing friction, improving data accuracy, and giving teams a CRM built for how they actually work, Hylant has laid the groundwork for scalable growth — all while keeping the focus where it matters most: building lasting relationships with clients.

Explore our Insurance CRM hub for carriers, MGAs, and brokers →

Executive Reflection

"One of our primary goals was to connect our sales and service platforms to create a more seamless, efficient experience for our teams. Learners understood the complexity of the challenge and delivered a solution that made that connection possible."

— Marisa Fallone, Director of Marketing, Sales Advocacy, Hylant