The Admissions Portal for HubSpot
A better admissions experience for schools and parents

 A secure, parent-facing admissions portal integrated with HubSpot.
Deliver structured applications, real-time status visibility, and a smoother process for everyone.

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Schools today

  • Rely on long, static application forms that frustrate users

  • Spend hours chasing updates and responding to status emails

  • Struggle to keep data accurate and consistent across systems

  • Rebuild or tweak processes for every new intake cycle

  • Lack clear visibility on what happens next

  • Find it difficult to track application progress in real time

  • Manage communication across multiple, disconnected channels
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Parents today

  • Face long, complicated application forms that feel overwhelming

  • Chase updates with little clarity on application status

  • Re-enter the same information multiple times

  • Feel unsure about what step comes next

  • Struggle to track their child’s application progress

  • Miss important updates due to scattered communication

  • Find the whole process confusing and time-consuming

Introducing the Admissions Portal

  The HubGem Admissions Portal sits in front of HubSpot to deliver a structured, secure admissions journey while keeping your existing systems in control.  

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Structured application journey

  • Step-by-step process instead of a single form
  • Save and resume functionality
  • Child and application records aligned to HubSpot
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Parent dashboard

  • Clear status visibility
  • Lightweight next-step guidance
  • Central place for applications and updates
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HubSpot at the centre

  • Contacts and deals fully aligned
  • Two-way synchronisation
  • Workflows, communications, and reporting remain in HubSpot
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Secure document handling

  • Upload and manage supporting documents
  • GDPR-conscious handling
  • Compatible with downstream systems
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For admissions teams

  • Reduce inbound emails & status chasing

  • Give parents a clear, guided application journey

  • Keep HubSpot as your central system

  • Improve data continuity across all records

  • Invite parents to a custom-branded portal experience
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For parents

  • Secure login and access to a branded portal

  • Complete applications step-by-step

  • Save progress & return at any time

  • Track application status without chasing

  • Upload documents & manage it all in one place

1

Parents can seamlessly register and access the admissions portal, providing them with a streamlined, user-friendly experience
to manage and monitor the entire application process.

2

Applications are completed in stages, ensuring a smooth, step-by-step experience that reduces confusion and keeps everything
on track.

3

All communications are managed through HubSpot, enabling timely, personalised interactions while keeping everything centralised
and easy to track.

Not sure where to begin?

Book a call with our sales team to explore the Admissions Portal further.

About HubGem

 HubGem is a multi-award-winning Diamond-tier HubSpot Solutions Partner, specialising in helping education organisations get the most from HubSpot.

With deep expertise in  HubSpot implementation, onboarding and AI, HubGem supports schools, colleges, universities and training providers worldwide to improve communication, streamline processes and drive growth.
Our accredited team of experts combines technical knowledge with a people-first approach, simplifying complex systems and empowering clients with the confidence and skills needed for long-term success.

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200
+

Clients globally

Top 3
%

HubSpot partner

100
%

5* star reviews

25
+ countries

Trusted by schools worldwide
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