Education Provider Eliminates Manual Admissions Steps With HubSpot

The challenge: too many tools, not enough clarity

When a US-based education provider specializing in licensed coursework for teachers set out to modernize its operations, it faced a familiar problem: disconnected systems. The organization’s website ran on WordPress with Gravity Forms, e-commerce ran through WooCommerce, and there was no CRM tying anything together. This meant customer data was trapped in silos, making it nearly impossible to see the full picture of the admissions funnel.

Two additional hurdles complicated the picture:

• Multiple sub-brands without strategy: The business was balancing several sub-brands without a clear plan for managing sales and tracking performance.
• Leadership hesitancy: Leaders believed Google Analytics alone could provide sufficient insights, delaying adoption of a centralized CRM.

These issues slowed onboarding and left the team unsure how to move forward.

The solution: hands-on learning with HubSpot

Instead of overwhelming the client with abstract training, the consultant took a project-based approach. Together, they launched a small test campaign: a free course offering. This involved creating a HubSpot landing page, forms, and automated workflows. The exercise helped the team see in real time how HubSpot could replace manual processes and centralize data collection.

Key steps included:

• Installing HubSpot tracking across the WordPress site.
• Replacing Gravity Forms with HubSpot forms for unified lead capture.
• Building a foundational campaign with automation, landing pages, and reporting dashboards.
• Coaching the team on campaign management, reporting, and workflows.

This approach not only solved immediate integration issues but also created a blueprint for future marketing efforts.

The results: visibility and confidence

• Streamlined inquiry process: Manual steps were eliminated, freeing up staff time.
• Faster admissions funnel: Automated responses accelerated engagement with prospective students.
• Connected systems: Domains and reporting were consolidated for clear performance tracking.
• A roadmap for growth: The team gained direction for adopting advanced HubSpot features such as content marketing and a potential CMS migration.

Perhaps most importantly, the team felt empowered. What began with resistance to change ended with confidence in a platform that could finally provide clarity across their sub-brands.

Why this matters

For education providers, technology can either complicate or simplify the admissions journey. In this case, a structured, hands-on onboarding approach transformed fragmented tools into a centralized system for growth.

At media junction®, we know that many organizations feel stuck in a cycle of disjointed systems and missed opportunities. This story shows that with the right guidance, even the most complex challenges can be turned into momentum.