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The Alice Smith School
INDUSTRY
Education
CHALLENGE
The Alice Smith School faced many issues with disjointed systems, manual data entry, and a lack of integration, which was causing efficiency and hindered their school's growth. This led to data silos, inaccuracies in reporting, and a fragmented customer journey through the enrolment process.
RESULTS
The Alice Smith School transformed their admissions with HubSpot. Tired of paperwork and manual entry, they sought a better solution. After careful evaluation, they chose HubSpot for its seamless integration with iSAMS, ease of use, and expert support from HubGem.
They streamlined and automated their application process, improved data hygiene, increased efficiency, all of which culminated in a stronger relationship with their prospects, and current families.
KEY PRODUCTS & SERVICES
HubSpot CRM, Marketing Automation, Sales Hub, Service Hub, HubGem Consulting Services, iSAMS Integration
Improved
Efficient & Productivity
Enhanced
Applicant Experience
Reduced
Data Entry Errors
Improved
Data Visability
"Before HubGem, our admissions process was a nightmare of paperwork and manual data entry. Working with them was invaluable. Not only did they help us integrate HubSpot with our existing system (iSAMS), but they also provided crucial guidance on best practices and data optimisation. Their deep understanding of the education sector and collaborative approach made all the difference. With HubGem's support, we streamlined our operations, improved data accuracy, and gained valuable time to focus on building meaningful relationships with prospective families."
Andrea Grassby
- Chief Marketing Officer - Whole School, Alice Smith
About The Alice Smith School
For families seeking a world-class education in Kuala Lumpur, the Alice Smith School stands out. This esteemed institution, renowned for its British-based curriculum and holistic approach to learning, provides a nurturing environment for students aged 3 to 18. With a focus on academic excellence and personal growth, Alice Smith equips students with the knowledge and skills to thrive in an increasingly interconnected world. The school's commitment to providing a diverse and inclusive learning community, coupled with its state-of-the-art facilities, makes it a top choice for families looking for an exceptional international education experience in Malaysia.The Challenge
The challenges faced by the The Alice Smith School were multifaceted, rooted in both reactive issues and untapped potential. Disconnected systems plagued their operations, with manual data entry between paper forms and the ISAMS system proving to be time-consuming, error-prone, and inefficient.
The lack of integration between HubSpot and ISAMS created data silos, obstructing the seamless flow of information and resulting in inconsistent data due to varied forms and manual entries, which led to duplicates and inaccuracies within HubSpot. These inefficiencies were further compounded by time-consuming processes that squandered valuable time and resources, limited data visibility due to the absence of a central repository for inquiries and interactions, and the inability to scale manual processes to meet growing enrolment demands.
They saw there was a clear opportunity to streamline operations by automating data entry and integrating HubSpot with ISAMS, which promised to enhance efficiency and reduce manual effort. Centralising data storage and standardising processes could significantly improve data quality, ensuring accuracy and consistency across all systems.
Alice Smith understood that access to clean, comprehensive data would empower better-informed marketing and admissions decisions, while a more streamlined inquiry process could elevate the overall applicant experience. Moreover, unlocking HubSpot's full potential through automation and reporting could optimise marketing and admissions efforts. Ultimately, Alice Smith was confronted with a blend of reactive challenges and a proactive ambition to harness technology, particularly HubSpot, to refine their operations, bolster data-driven decision-making, and enhance the student experience. They just needed to find a solution.
The Solution
The decision-making process for The Alice Smith School in choosing HubSpot was a journey marked by thorough research and careful consideration. Initially, the school likely discovered HubSpot through online research, industry events, or recommendations from other educational institutions, drawn by its comprehensive marketing and CRM features.
In their consideration phase, they evaluated alternatives such as Salesforce, Pardot, and Pipedrive, focusing on key criteria - however none of these platforms met all of their needs. They identified an integration with iSAMS was paramount, as a seamless data flow between iSAMS and any new platform was essential.
The ease of use was another critical factor, ensuring that staff could quickly adopt and utilise the new system. Cost considerations included comparing pricing models and assessing the long-term return on investment. Additionally, the availability of expert guidance and support, particularly from HubGem, played a significant role in their decision. Ultimately, the combination of HubSpot's robust features, the potential for seamless ISAMS integration, and the expert support from HubGem swayed their decision in favour of HubSpot.
Upon implementation, the school focused on key areas, starting with a basic free plan to explore HubSpot's features and gradually expanding their usage. They prioritised features that would have the most immediate impact, such as automating application form submissions and improving data accuracy. Leveraging unique features like Hubgem and Cursor's integration between HubSpot and iSAMS (the world's first!) and a custom two-way API integration between the systems, they streamlined application processing and freed up staff time for more valuable activities.
HubGem's expertise in the education sector ensured a smooth implementation, addressing the school's specific needs and challenges. As Alice Smith's Chief Marketing Officer, Andrea, shared, "Before HubSpot, our admissions process was a nightmare of paperwork and manual data entry. Now, everything is streamlined, and we have a single source of truth for all student information. This has significantly improved our efficiency and allowed us to focus on what matters most – building relationships with prospective families."
Through collaboration and guidance with Hubgem, Alice Smith formed a well-planned strategy, that helped them to leverage the Hubspot's unique features to overcome challenges and achieve desired outcomes.
The Results
The successful implementation of HubSpot at Alice Smith brought about a multitude of positive changes across various facets of their marketing and admissions operations.
By automating data entry and application submissions, Alice Smith school significantly reduced their administrative workload, allowing team members to dedicate more time to meaningful tasks such as relationship building with prospects and current families.
The integration of HubSpot with ISAMS greatly improved their data accuracy by minimising entry errors and eliminating inconsistencies, establishing a single, reliable source of truth for all parent and student information. This access to clean and comprehensive data empowered the school to make more informed marketing and admissions decisions, enabling them to identify key enrolment trends and optimise recruitment strategies.
In addition, the integration of HubSpot across departments like admissions, marketing, and student support streamlined internal processes, enhancing overall operational efficiency. Prospective families also benefited from a more positive experience, thanks to a user-friendly online application process and faster response times.
