If your team is still relying on spreadsheets, copy and pasting email replies, or manually updating application statuses, it’s a sign your CRM isn’t doing its job. Automation should be saving you hours each week: triggering personalised emails, assigning tasks, updating records, and nurturing prospective families or students. By automating the day to day tasks your team will have time to focus on what really matters - building lasting relationships and ensuring each parent/ student feels valued.
What efficient automation looks like with HubSpot:
With HubSpot, you can automate repetitive tasks across marketing and admissions. HubGem helps education teams design automation that is still highly personalised, from open day reminders to applicant journeys and agent communications.
It’s time to change if your team are saying:
- ‘It feels like we’re fighting with fire’
- ‘We don’t have time’
Struggling with repetitive admin? Explore our Full Works Onboarding - including personalised automation mapping for admissions and marketing teams.
Are you constantly second guessing your reports? Struggling with duplicate records? Spending hours compiling data from multiple spreadsheets to run reports for SLT? Poor data hygiene and limited reporting features are a major red flag.
What great reporting looks like with HubSpot:
HubSpot’s reporting tools offer real time insights! Reports can be built from scratch to show the information that you need. We help you build reports that inform decisions and impress stakeholders.
It’s time to change if you’re team are saying:
- ‘running reports is time consuming’
- ‘We cant’s see the impact of our marketing efforts’
If only one or two people know how to use your CRM or worse, everyone avoids it - you’ve got a user adoption issue. This often happens when systems are too clunky, confusing, or not tailored to how education teams work. If you have a CRM but your team are still relying on spreadsheets, that’s a red flag.
What team adoption looks like with HubSpot:
HubSpot is user-friendly and intuitive-designed to make life easier, not harder. With tailored onboarding and training from HubGem, we ensure your whole team (even those with less technical expertise) feels confident and empowered.
It’s time to change if you’re team are saying:
- ’The CRM doesn’t do what we need it to’
- ‘It’s easier to use spreadsheets’
Are you sending the same message to everyone, regardless of their context or stage in the journey? One size fits all messaging just doesn’t cut it anymore. Parents and students are comparing experiences, not just facilities so you need to make sure they feel valued.
What personalised communication looks like with HubSpot:
HubSpot’s smart segmentation and personalisation features help you send the right message, to the right person, at the right time. With HubGem’s guidance, you’ll map out meaningful journeys that convert interest into action.
It’s time to change if you’re team are saying:
- ‘We bulk send emails but the only personalisation is the recipients name’
- ‘We don’t always have time to build the relationships we want’
Need to launch a new campaign or event form quickly but your CRM holds you back? Want to tweak your admissions process but your system isn’t flexible? If your CRM feels more like a blocker than an enabler, that’s a red flag.
What flexibility looks like with HubSpot:
HubSpot gives you the flexibility to adapt and grow. Whether you're launching a new campaign, setting up an alumni programme, or scaling your outreach. And with HubGem’s expert support, you’ll never be stuck wondering how to make it happen.
It’s time to change if you’re team are saying:
- ‘We’re limited with what we can do’
- ‘To introduce that, we would need to look for another system’
We’ve helped dozens of education organisations ditch their clunky systems and unlock the full potential of HubSpot. Whether you're a school, college, training provider, or university - we know what works, and we’ll guide you every step of the way.
Book an exploratory call, let’s discover what’s possible.