Your Most Productive Term Yet: HubSpot Tips for Marketing and Admissions Education Professionals

Whether you're juggling open day prep, marketing reports, admissions calls, or senior leadership meetings, one thing is true across all education providers: time is always in short supply!

In this fast-paced environment, knowing how to stay productive, and use the right tools to support you, is essential. At HubGem, we work closely with education providers using HubSpot to help them streamline their processes, automate routine tasks, and empower teams to work smarter, not harder. Here are some of the top strategies we recommend to help you get the most out of your day.

1. Start With Clarity: Plan Each Day with Purpose

A productive day begins before it starts. Take 10 minutes at the end of each day - or first thing in the morning to plan out key tasks. Use:

HubSpot’s Task Tool to track and assign follow-ups
Calendar integrations to block out time for key activities
Decide on Priority tasks (e.g. urgent vs. important) to decide what really matters

👉 Bonus Tip: Build a recurring "Focus Hour" into your diary each morning to work on proactive tasks before emails start flying in.

2. Automate the Repetitive (Without Losing the Personal Touch)

Admissions and marketing teams spend huge amounts of time on tasks that can be automated—without becoming robotic. HubSpot’s automation features let you:

Automatically send follow-up emails after event registrations
Trigger tasks or reminders for phone calls when a contact hasn’t moved stages
Set up nurture workflows for early-stage enquiries

This frees up time for your team to focus on what matters: real human connection with families.

3. Centralise Your Information

Switching between platforms wastes time and breaks focus. By using HubSpot as your central CRM:

Admissions notes, forms, emails, and event details are all in one place
Marketing can access and report on engagement without needing to ask admissions
Everyone can see real-time progress on leads, enrolments, and communication

You reduce miscommunication and save hours every week by not digging through spreadsheets, emails, and disconnected systems.

Read how Alice Smith School transformed their admissions processes 👇

4. Use Smart Lists and Views to Reduce Clutter

When your contact database grows, it can get messy - fast. Smart segmentation helps keep your focus sharp. Set up:

A list of “New Enquiries This Week”
A view of “Prospects Stuck in the Same Lifecycle Stage for 7+ Days”
A workflow to notify you of “Hot Leads Engaged With 3+ Emails”

This gives your team a laser focus without having to dig through data.

5. Streamline Meetings and Internal Comms

Not all meetings are bad; but too many kill productivity. Try:

Setting agendas in advance and sticking to 30 minutes max
Using HubSpot notes and tasks to prep instead of creating new documents
Replacing status update meetings with shared dashboards or task boards

👉 HubGem Tip: We use HubSpot tickets, pipelines, and boards internally to track client onboarding and support. Many schools have adapted this approach for tracking admissions journeys too!

6. Create Time-Saving Templates and Snippets

You don’t need to rewrite the same email 10 times. HubSpot’s email templates and snippets save hours each week. Use them for:

Open day confirmations
Application deadline reminders
Fee structure or bursary information follow-ups

Just personalise before hitting send.

7. Review and Reflect Regularly

High-performing marketing and admissions education teams don’t just "get things done"- they review what’s working. Build time into your calendar for:

Weekly team check-ins to assess workload and wins
Monthly reporting on admissions trends, conversion rates, and marketing ROI
Quarterly planning to set priorities and focus areas

And remember: productivity isn’t about doing more, it’s about doing the right things.

Let HubSpot (and HubGem) Help You Work Smarter

HubSpot is a powerful platform for driving efficiency, alignment, and impact in schools, but only if it’s set up with your real-world processes in mind.

That’s where HubGem comes in. We help education clients: