Samaaro + Your CRM: Zero Integration Fee for Annual Sign-Ups Until 30 June, 2025
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Industry
Pharmaceuticals
Solutions Used
HCP Segmentation & CRM Integration, Invite-Only RSVP Management, Event Website & Session Information, Communication Automation, On-Site Check-In & Attendance Validation, Structured Discussion & Insight Capture, CRM Sync & Engagement Continuity, Reporting & ROI Visibility
Client Overview
The client is a large pharmaceutical company headquartered in United Kingdom with an active Medical Affairs and Scientific Engagement function that conducts multiple HCP roundtables throughout the year. These engagements are designed as structured, non-promotional forums for scientific exchange with senior healthcare professionals and key opinion leaders, supporting therapy-area learning, evidence evaluation, and informed decision-making.
The organisation hosts different formats of HCP roundtables depending on context and objective, ranging from formal advisory discussions held at company headquarters, to focused in-person roundtables conducted at external venues or alongside scientific meetings. As these engagements became a recurring and strategic part of the company’s medical affairs program, the team placed increasing importance on consistency, traceability, and defensible documentation across every roundtable, regardless of format or location.
Did You Know?
In pharma-led HCP roundtables, compliance exposure increases as group size decreases. Smaller, invite-only scientific discussions often involve higher-value interactions, stricter regulatory expectations, and closer scrutiny, yet are still frequently coordinated through emails, calendars, and informal attendance assumptions.
Without a structured system to document who was invited, who attended, and how insights were generated, even well-run HCP roundtables can struggle to demonstrate defensible value, audit readiness, and return on investment when reviewed months later.
The Challenge
The pharmaceutical company’s HCP roundtables were designed with strong scientific intent and were executed across multiple formats, formal advisory discussions at headquarters, focused in-person roundtables at external venues, and smaller working sessions aligned with scientific meetings. While each format served a distinct purpose, they all shared one expectation: high standards of governance, documentation, and defensibility.
As these roundtables became more frequent and more strategically important, managing them consistently across teams and formats became increasingly complex. Invitations were carefully curated, agendas were structured, and discussions were moderated, but critical aspects such as attendance validation, participation records, and post-event documentation were often managed through a combination of emails, calendars, sign-in sheets, and manual summaries.
This created a subtle but growing challenge, not around execution quality, but around accountability and value articulation.
Internally, medical affairs and leadership teams needed clearer answers to questions such as:
- Can we reliably distinguish who was invited versus who actually attended each roundtable?
- Are discussion insights clearly linked to verified participation?
- Can outcomes from multiple roundtables be reviewed consistently across the year?
- How do we demonstrate the cumulative value of these engagements without reconstructing data after the fact?
While each roundtable delivered meaningful scientific exchange, proving their impact required significant manual effort. Attendance confirmation, insight consolidation, and reporting varied by team and format, making it difficult to present a uniform, defensible view of return on investment across the broader program.
The challenge was not about scaling volume or changing how scientific discussions were conducted. The team needed a way to bring structure to recurring, high-value engagements, so that compliance, traceability, and ROI were embedded into the process, rather than inferred after the session had concluded.
The Solution
Samaaro was implemented to bring consistency and control to how HCP roundtables were planned, executed, and reviewed across the organisation. Rather than changing the nature of scientific discussions, the platform helped standardise how these engagements were managed and documented, ensuring that every roundtable followed the same reliable process regardless of format or location.
HCP Segmentation & CRM Integration
- Samaaro integrated with the company’s CRM to help teams identify and shortlist HCPs based on speciality, therapy area, and prior engagement history.
- This removed the need for manual list-building and ensured that participant selection remained aligned with internal criteria and approvals.
- Over time, this created continuity across multiple roundtables, with engagement history available in one place.
Invite-Only RSVP Management
- Each roundtable was shared through secure, invite-only RSVP links to prevent uncontrolled access or forwarded invitations.
- RSVP tracking gave teams real-time visibility into confirmations, declines, and expected attendance before the session.
- Automated reminders reduced no-shows without requiring repeated follow-ups from the team.
Event Website & Session Information
- For each roundtable, a simple event page was used to share session details such as discussion objectives, timing, location, and moderator information.
- This ensured all participants received consistent information without relying on email threads or manual coordination.
- Updates could be made centrally and reflected immediately.
On-Site Check-In & Attendance Validation
- QR-based check-ins were used to validate attendance at the venue, whether sessions were hosted at headquarters or external locations.
- Attendance was recorded in real time, creating a clear and defensible record of who actually participated.
- This removed ambiguity around presence and participation.
Structured Discussion & Insight Capture
- Agendas, speaker details, polls, Q&A, and session handouts were all managed on Samaaro, making discussions easier to run and more engaging for participants.
- During the session, moderators or internal team members captured key discussion points directly against these themes instead of maintaining separate notes.
- This made it easier to review, compare, and summarise insights across multiple roundtables without relying on memory or scattered documents.
CRM Sync & Engagement Continuity
- Attendance data and captured insights were synced back into the CRM after each roundtable.
- This allowed teams to view roundtables as part of an ongoing engagement program rather than isolated interactions.
- Future sessions could build on verified participation and documented outcomes.
Feedback & Post-Session Follow-Up
- After the roundtable, feedback forms were shared with participants through automated email communication.
- Participants could submit feedback on the discussion quality and relevance directly from the email link.
- Responses were captured centrally, giving the team a clear view of how each session was received without manual follow-ups.
The Impact
100% verified attendance
through invite-only RSVPs and QR-based check-in
40–50% reduction in manual effort
by centralising invitations, attendance, and reporting.
1 system of record for every roundtable
capturing attendance, insights, and feedback without reconstruction.
Year-round ROI visibility
by syncing verified participation and outcomes into the CRM.
Moment from the Field
During an internal review of multiple HCP roundtables conducted over the quarter, the medical affairs team was able to present a single, consolidated view of every engagement, showing who was invited, who attended, what was discussed, and what insights were captured, without pulling data from emails, spreadsheets, or individual notes. What was typically a manual reconstruction exercise became a straightforward review, marking a clear shift in how scientific engagements were governed and justified.
Industry Takeaway
As HCP roundtables become more frequent and strategically important, the risk is no longer in running them, it’s in how they are documented and defended over time. Small, invite-only scientific discussions carry a higher compliance and ROI burden than large events, yet are often managed with less structure.
This case shows that the real shift for pharma teams is moving from session-based execution to program-level governance. When invitations, attendance, insights, and feedback are captured consistently across every roundtable, value stops being anecdotal and becomes reviewable. For organisations running recurring HCP engagements, technology is no longer about convenience; it is the mechanism that makes scientific exchange measurable, repeatable, and defensible.
