Private School Builds Structured Enrollment Engine in HubSpot

Organization type: Private school

Teams involved: Admissions, marketing/communications, data/IT

Primary need: A scalable admissions system inside HubSpot that tracks families through key milestones (info sessions, shadow visits, applications) without relying on manual segmentation after every event.

What success looked like: A clean funnel with consistent follow-up, clear reporting, and a system that supports both admissions and event-driven “warm lead” programs like clinics and camps.

The school was already running high-value enrollment activities—info sessions, shadow visits, clinics, and camps—but the process depended heavily on manual steps and scattered data.

• Event attendance required manual tracking and manual follow-up.
• They needed a clean way to manage parent + student relationships in HubSpot (including siblings).
• They wanted automation that felt helpful—not spammy—and didn’t accidentally re-enroll people endlessly.
• They needed better visibility into what touchpoints actually moved families toward enrollment.

In short: HubSpot was present, but the underlying enrollment architecture wasn’t yet mapped to their real-world process.

• A shared enrollment funnel structure that admissions and communications can align around.
• Clear visibility into enrollment progress using a dedicated deal pipeline.
• Scalable tracking of family relationships (parent/student/sibling) inside HubSpot.
• Event-based follow-up automation that reduces manual segmentation and makes nurturing repeatable.
• A foundation that supports both admissions and warm-lead programs (clinics/camps) as feeder channels.