---
title: 'Roy Onboarding: HubSpot Workflow & Content Calendar'
type: article
created: '2026-04-05'
updated: '2026-04-05'
source_docs:
- raw/2026-03-05-roy-melissa-sync-127437860.md
tags:
- onboarding
- hubspot
- social-media
- content-calendar
- skaalen
- roy-tolosa
- melissa-cusumano
layer: 2
client_source: Skaalen Retirement Services
industry_context: senior-living
transferable: false
---

# Roy Onboarding: HubSpot Workflow & Content Calendar

## Overview

A dedicated 1-hour onboarding session was scheduled for **10:30–11:30 AM on 2026-04-05** to walk Roy Tolosa through the Skaalen project. This session was carved out of the broader Roy/Melissa sync because Skaalen's workflow is significantly more complex than other accounts and warrants its own focused walkthrough.

Melissa noted that the previous social media team member had worked on Skaalen long enough that little explanation was needed — Roy and Melissa are both relatively fresh on the account's community-specific content, making a collaborative ramp-up necessary.

> *"The gal who used to do social and meet, we've been doing it for so long that I don't, I haven't had to explain much. Because she knows who the Swinging Seven people is, or the Polka Lamini people. Whereas, you and I are a little fresh on that."*
> — Melissa Cusumano

## Key Context

- **Client type:** Retirement community
- **Publishing platform:** HubSpot (contrast with [[wiki/clients/current/crazy-lennys/index|Crazy Lenny's]], which uses GoHighLevel)
- **Content volume:** High — content is batched into multiple posts per week, split across several ClickUp task groups
- **Complexity flag:** Community-specific recurring content (named resident groups, recurring events) requires institutional knowledge to execute correctly

## Session Goals

This onboarding session is intended to cover:

1. **HubSpot workflow walkthrough** — how content moves from creation through scheduling and publishing within HubSpot
2. **Content calendar structure** — how Melissa batches Skaalen content in ClickUp, including the custom field setup that was noted as incomplete at the time of the sync
3. **Community-specific content requirements** — introduction to recurring programs and resident groups referenced in posts (e.g., Swinging Seven, Polka Lamini)
4. **Collaborative approach** — Melissa indicated she and Roy will work through the first batch of Skaalen content together given the shared learning curve

## Platform Notes

| Detail | Value |
|---|---|
| Publishing platform | HubSpot |
| Task management | ClickUp |
| Design tool | Canva (assumed, consistent with other clients) |
| Content storage | Google Drive (Shared → Skaalen folder, structure TBC) |

For platform comparison context, see [[wiki/internal/workflow/clickup-review-process|ClickUp Review Process]] and [[wiki/internal/tools/hubspot-vs-gohighlevel|HubSpot vs. GoHighLevel]].

## Action Items

| Owner | Action | Status |
|---|---|---|
| Melissa | Lead the 10:30–11:30 AM Skaalen onboarding session | Scheduled |
| Melissa | Populate missing custom fields on Skaalen ClickUp tasks | Pending |
| Roy | Attend session; begin ramping up on community content context | Pending |
| Roy | Apply HubSpot workflow learned in session to first Skaalen content batch | Pending |

## Related

- [[wiki/clients/current/skaalen/index|Skaalen Client Index]]
- [[wiki/meetings/2026-04-05-roy-melissa-sync|Roy / Melissa Sync — Onboarding & First Task Walkthrough]] *(parent meeting)*
- [[wiki/clients/current/crazy-lennys/2026-04-05-roy-onboarding-first-task|Roy Onboarding: Crazy Lenny's First Task]] *(parallel onboarding track)*