Unlocking the Future: How Schools Can Harness HubSpot’s AI Tools to Save Time and Improve Engagement

In today’s competitive education landscape, independent schools face mounting pressure to streamline operations, connect more meaningfully with prospective students and families, and maximise resource efficiency. HubSpot’s Breeze AI suite of tools, launched as part of its new vision for an AI powered CRM, brings powerful generative AI directly into your account, enabling admissions and marketing teams to automate routine tasks, craft personalised communication, and gain data-driven insights without the need for expanding your current teams or juggling multiple platforms. Let’s explore exactly what HubSpot offers, how it applies to education, and why it truly matters for schools now. 

HubSpot Breeze AI: The Game Changer 

As recently as April 2025, HubSpot has rolled out over 200 updates, across its four core Breeze AI Agents: Customer, Content, Prospecting, and social plus enhancements to Marketing Hub Enterprise and a new AI Workspace. While some of these features are still in the beta stages, you can opt in and get ahead now. Here's a look at each: 

➤ Customer Agent 

• Automates support across channels like your live chat or chatbots, even on Facebook messenger, resolving over 50% of tickets and reducing resolution time by 40%. If the agent needs to, it can also pass the request or question to one of your team to answer, creating a seamless transition between automation and real-world engagement, leading to even greater outcomes. 

• Trained on your data such as, knowledge base articles, websites, landing pages, and even files. 

• Knowledge Base Agent - Works alongside Customer Agent to identify knowledge gaps, draft help articles based on requests, and auto-publish after review. This is a great new addition and makes identifying any gaps in your agent's knowledge really helpful. You can then add or create the necessary content to continue optimising the agent.  

➤ Content Agent 

• Generates multi-channel content using generative AI across tools like blogs, landing pages, Podcasts, and case studies. It does this in your desired tone, with SEO and meta descriptions included. This is really useful for anyone creating longer form content that typically takes hours to plan and create. 

➤ Prospecting Agent 

• Acts like a new team member focused on finding target accounts, doing web research, crafting personalised outreach using past interactions and external data. Particularly useful for admission teams looking at reaching out to new feeder schools or agencies that would be a good fit. 

These Breeze Agents are underpinned by Breeze Copilot (summarises CRM records, helps build workflows) and Breeze Intelligence (audience enrichment, intent signals, form optimisation). Combining the power of the full breeze suite is where your CRM starts to work for you, creating time-savings and greater insight. 

Tools in Action: Admissions Team Use Cases 

Admissions teams at schools face a torrent of emails, event registrations, document requests, and database upkeep. Breeze AI turns that into efficient, personalised workflows. 

Instant FAQs & Inquiry Handling 

Implement Customer Agent for channels like a live chat on your website. Let it answer frequent questions like application steps, programme details, international student support. It resolves most queries instantly and transfers only nuanced requests to your team. The agent is only as good as what it is trained on, so putting in the setup work will give you greater reward when it’s up and running. 

Self-Service Content Library 

Use Knowledge Base Agent to create admissions guides (“How to apply”, “Fee schedules”) based on common inquiries. This keeps your Parent/Student Portal up-to-date and reduces repetitive support volume. An especially useful idea once your customer agent has launched and started to build up a picture of what your prospects are asking it.  

Personalised Follow-up Workflows 

Utilise Prospecting Agent to flag families who have viewed virtual tours or downloaded brochures but haven’t applied. Combine that with AI lead scores for behaviour-triggered email sequences. E.g. “We noticed you haven’t applied yet is there anything we can help with?” Maybe also include a meeting link so they can book a quick call with you. 

Event Engagement 

After events like open days, run Prospecting Agent research on attendees. Then send tailored follow-ups introducing relevant programmes, financial aid, or invitation to connect with your team. 

Trend Tracking & Forecasting 

Tap into Breeze Intelligence and new AI single object reporting to analyse which feeder schools convert best, which channels yield highest-quality enquiries, or when application spikes occur. Align marketing spend and open-day timing using real insights. 

Save Time Editing & Summarising 

Let Breeze Copilot summarise lengthy application notes, standardise contact records, and prep weekly activity reports. Admissions teams can view condensed insights rather than wading through raw data. 

Want help bringing these workflows to life? Book a free setup call with our team and let us support you with AI-powered admissions

Tools in Action: Marketing Team Use Cases 

Marketing teams juggle content creation, social posts, campaign launches and analytics. Breeze AI is a force multiplier, reducing manual effort, increasing quality and consistency. 

Content at Scale 

Use Content Agent to develop campaign copy (event promos, scholarship blogs, newsletters). Just feed in prompts like “Write a blog post announcing our new science lab, emphasis on STEM); the Agent delivers SEO-aware drafts, meta descriptions, and internal links. 

Whole Campaign Creation 

Leverage AI Campaign Assistant (Marketing Hub Enterprise) to generate entire campaigns like email series, CTAs, landing pages, ads, social posts in one session. No ore planning how to fit your content creation in across a busy schedule, you can create everything fast and have it associated to a specific campaign goal for increased reporting later on. 

Feeling inspired but short on time? Explore our modular marketing consultancy and get expert help setting up content creation flows in HubSpot.

Smarter Email Marketing 

Let AI suggest subject lines that boost open rates where you can choose from three data-driven options based on your content. Use AI lead scoring to segment contacts for nurture emails. 

Accessible Video Content 

Upload campus tour or testimonial videos; AI will generate captions and translations automatically boosting inclusivity and SEO. 

Lookalike Audiences & Journey Automation 

Use Lookalike Lists to target your ads at similar families to your current enquiry pool. With Journey Automation, build engagement flows that adapt based on user actions, like downloading a prospectus or attending an event. 

Data-Driven Decisions 

Use new Workspaces for marketing and sales to monitor campaign performance, identify drop-off points, and trigger AI‑driven optimisations quickly, so you are responding in almost real time to your audiences. 

Measuring Success: Key Metrics for Schools 

Throughout all of these exciting AI use cases, you do still need to keep an eye on if this is really improving your process. Having a way of measuring AI success is crucial to understanding ROI and your teams AI adoption. Here are some suggestions: 

Implementing Breeze AI: A Roadmap for Schools 

Adopting AI may seem daunting, especially if you are going from 0-100. Following a plan like this should support in rolling out AI smoothly: 

1. Enable AI Features :
Activate Breeze AI in HubSpot settings; Copilot, Agents, Intelligence, and opt in to any betas. 

Pilot FAQ chatbot (Customer Agent) and auto-article generation (KB Agent). Add email copywriting once confidence builds. 

Conduct workshops involving admissions and marketing to set guiding tone, brand grammar, and prompt libraries. 

Identify behaviours to score brochure downloads, open-day attendance. Set thresholds for automatic alerts and sequences. 

Use HubSpot Academy for AI training. Schedule internal demos. Partner with us to support with training and setting up AI tools. 

Test with a campaign (e.g. scholarship promotion). Compare before/after metrics, gather feedback. 

Expand use to social posts, content production, and personalised outreach. Refine prompts and workflows monthly.  

Risks & Mitigation: Keeping AI Safe and Smart 

• Quality Control - Always review AI outputs before publishing to ensure branding and tone. 

• Privacy Compliance – Avoid sensitive student data in prompts; restrict agents to non-sensitive sources. 

• Data Accuracy – Use agents alongside existing CRM; regularly retrain prompts using updated content. 
• Accessibility – Leverage AI captions for videos; test user interfaces for screen-reader compatibility. 

Final Thoughts 

Schools are under pressure to do more with less, while still delivering personalised engagement and timely responses. HubSpot’s AI-powered Breeze toolkit places powerful technology within your existing CRM, offering real transformation: 

• Run admissions smarter: automated support, personalised nurture, efficient data insights. 

• Market more effectively: faster content creation, AI‑powered campaign launches, and data-backed strategy. 

• Save time and money: free teams to focus on relationship building and high‑value activities. 

AI isn’t the future, it’s the present. Empowering schools to deliver exceptional experiences at scale and stay ahead of the curve. 

Ready for a live demo for your school?

Contact our team at HubGem to start your AI-powered admissions and marketing transformation.