The challenge: disjointed systems and overwhelmed staff
This national education nonprofit was managing its website on one platform, customer outreach on another, and campaign data in scattered spreadsheets. Without a single source of truth, the marketing and admissions team struggled to see the full customer journey.
Three specific hurdles stood in the way:
- Fragmented tools: Sales and marketing worked in silos, making coordinated campaigns nearly impossible.
- Data complexity: Tracking relationships between parents and students in their database wasn’t natively supported, creating structural headaches.
- Limited bandwidth: The small team, led by a marketing coordinator, had a tight deadline to launch a campaign immediately after Thanksgiving break.
The result was a team drowning in manual processes without a clear roadmap for how to improve.
The solution: guided onboarding and hands-on integration
Instead of dropping them into a complex platform, the onboarding process was designed around practical, hands-on implementation. Key steps included:
- Tool consolidation: Connecting their website domains, blogs, and landing pages into one system, while introducing an integrated calling solution for admissions inquiries.
- Workflow automation: Coaching the team on list segmentation, campaign building, and automated nurturing sequences, reducing manual workloads.
- Foundational HubSpot training: Walking through forms, landing pages, and email campaigns with project-based learning. Training was paired with resources from HubSpot’s knowledge base to reinforce learning at the team’s own pace.
By focusing on their immediate need — a successful April campaign — the consultant turned training into an applied project rather than a theoretical exercise.
The results: clarity, efficiency, and confidence
- A centralized system: The team replaced old, disconnected tools with HubSpot’s ecosystem, gaining one place to manage inquiries, campaigns, and communications.
- Improved data management: With guidance, they structured records to better track relationships between students and parents. This visibility improved targeting and reporting.
- A stronger, more confident team: Instead of feeling overwhelmed, the marketing coordinator now had a clear roadmap and confidence in running campaigns. The organization gained a foundation it could build on, with future plans for deeper content marketing and a potential website migration.
Key metrics at a glance
| Metric |
Outcome |
Source |
Confidence |
| Campaign readiness |
Successful post-holiday campaign launch |
Use case study |
5 |
| Tool consolidation |
Website, blog, landing pages, and calling integrated |
Use case study |
5 |
| Team enablement |
Clear roadmap + applied HubSpot training |
Use case study |
5 |
Why this mattered
For this nonprofit, admissions growth depends on reaching families with the right message at the right time. Without unified systems, campaigns were delayed, data was incomplete, and staff were exhausted. By investing in foundational HubSpot onboarding and ongoing support, they gained more than a tool — they gained confidence, clarity, and a scalable system for growth.
Call to action
If your organization is tired of disconnected tools and unclear processes, media junction® can help you build a marketing system that works as hard as you do.
