Case Study: From fragmented tools to unified growth — how one education company scaled with HubSpot

The challenge: disconnected systems and manual work

The company’s curriculum serves diverse audiences, from district superintendents to classroom teachers. That meant segmentation and personalization were non-negotiable. But with multiple disconnected tools, there was no clear way to automate regional lead assignment or track the buyer journey.

Every time a new lead came in, staff had to manually determine which sales rep should follow up. This slowed response times and created inefficiencies at a critical point in the sales cycle.

On top of that, the team was new to HubSpot. They wanted to learn quickly, but without clear guidance, their onboarding felt fragmented.

The solution: hands-on onboarding and real-world training

• Consolidation into HubSpot: All email, social, and web forms were migrated into HubSpot to create a single source of truth.
• Automated lead assignment: A workflow was built to assign incoming leads to sales reps based on geography, eliminating the manual handoff process.
• Campaign and reporting training: The team gained hands-on experience setting up landing pages, forms, and campaigns, while learning how to build reports and use HubSpot’s SEO tool to inform content strategy.
• Self-sufficiency through HubSpot Academy: Resources were provided so the team could continue building knowledge independently.

The results: an empowered team with a unified system

• Unified workflows: A single, automated system replaced disconnected tools, streamlining campaign execution and lead management.
• Improved visibility: With custom reports and active lists, the team could track traffic, segment audiences, and measure results with more clarity.
• Stronger foundation for growth: The company left onboarding not only with working campaigns but with a clear roadmap for advanced features like newsletters and AI-assisted tools.

Why this matters

For a small but growing private education company with 10–50 employees, every resource counts. Investing in a structured onboarding created efficiency at scale while empowering their team to own HubSpot long term.

Key metrics

A takeaway for other organizations

The biggest win wasn’t just the technology—it was the hands-on, real-world approach to learning. By building actual workflows and campaigns during onboarding, the team didn’t just learn HubSpot. They experienced how it could solve their most pressing challenges in real time.

That’s the kind of foundation that transforms a CRM from a tool into a growth engine.