The challenge
Like many small but ambitious organizations, the admissions team at a private, college-preparatory school found themselves buried under disjointed systems. Their website ran on one platform, their CRM on another, and they were paying separately for tools like live chat. These fragmented systems created a disconnect between event planning, marketing, and admissions.
Manual processes added to the strain. Admissions officers struggled to log inbound inquiries in a centralized system, and one team member in particular—who frequently traveled overseas—had no reliable way to ensure consistent follow-up with prospective families. To complicate things further, the team was entirely new to HubSpot. They knew the tool could be a game-changer, but they needed foundational training to put it to work for them.
The stakes were high. This school isn’t just about test scores—it’s about nurturing character, curiosity, and community in a close-knit, global learning environment. Their admissions experience needed to reflect that same promise: responsive, personal, and seamless.
The solution
Media Junction guided the school through a strategic onboarding built to do more than just “turn on HubSpot.” We focused on three key areas:
- Tool consolidation: We helped them bring everything under one roof. HubSpot replaced their external chatbox and became the central hub for managing forms, landing pages, and content. This eliminated redundant tools and streamlined the team’s workflows.
- Hands-on, project-based training: Instead of theory-heavy sessions, we built real solutions together. A standout project was creating an automated workflow for their traveling admissions officer. Using a standalone HubSpot form and automated emails, we ensured international prospects received timely follow-up while he was on the road. This gave the team a tangible win early in the process and showed the power of automation.
- Foundational HubSpot education: We trained the team on forms, lists, landing pages, and campaigns. From building dynamic lists for segmentation to setting up landing pages for events, the school gained practical skills to capture leads, nurture families, and track results. We also introduced them to HubSpot’s blogging and SEO tools—laying the groundwork for stronger content marketing down the line.
The results
- Automated workflows in action: Their first automation—a drip campaign for prospective families—shifted a once-manual process into a polished, consistent experience.
- Improved lead capture and data organization: Within weeks, they created multiple forms, embedded them on their website, and began tracking prospects with greater clarity. They also mapped out parameters for a future lead scoring system, ensuring the admissions team would spend time on the right opportunities.
- Empowered team, clear roadmap: The team left onboarding not just trained but confident. They had a roadmap for using HubSpot campaigns, forms, and workflows, and a plan to expand into blogging and SEO. Most importantly, they felt ownership over the tool rather than dependence on outside help.
Why it matters
For this school, the admissions experience is the front door to their community. Parents and students aren’t just looking for a classroom—they’re looking for a place where they belong. By moving from a patchwork of systems to a unified HubSpot ecosystem, the admissions team can now focus on building those relationships rather than chasing down spreadsheets.
This project reinforced one of Media Junction’s core beliefs: success with HubSpot doesn’t come from software alone. It comes from empowering teams with the right foundation, practical wins, and a clear path forward.
