Industry: Education
Platform: HubSpot
Services: CRM Implementation, Marketing Hub, Service Hub, Automation, Help Desk, Reporting & Analytics
An educational institution was managing leads, parent communication, and support activities across multiple disconnected platforms. One CRM was used for contacts and leads, while support requests were handled separately through email and a help desk system.
Amwhiz implemented HubSpot to bring Marketing, CRM, and Service operations into one centralized platform, giving teams better visibility into the complete parent and prospect journey.
As communication volumes increased, the institution needed a more structured way to manage parents, prospective parents, students, and internal teams.
The main challenges included:
The solution was designed across three connected areas:
HubSpot CRM was configured as the central system for managing parent, prospect, and staff contacts.
Teams can view:
Contacts were also structured using segmentation such as parent/external contact, school staff/internal contact, lead, marketing contact, and non-marketing contact.
HubSpot was used to support digital lead capture and structured communication.
The implementation included:
This helped the institution manage incoming enquiries and marketing engagement within the same CRM environment.
A major part of the project was improving parent support.
HubSpot Help Desk was implemented as a centralized workspace where support requests could be created as trackable tickets.
The institution could organize requests across teams such as:
Ticket pipelines created a clear support lifecycle:
New → In Progress → Waiting → Closed
Instead of manually assigning every request, routing rules and round-robin assignment were introduced.
The process can follow:
New Ticket → Routing Criteria → Round-Robin Assignment → Responsible Team Member
This reduces manual work and improves visibility into who is responsible for each support request.
The new HubSpot workflow created a structured process from enquiry to resolution.
The HubSpot setup included automation use cases such as:
These workflows helped reduce repetitive manual activities and created more consistent processes across teams.
Amwhiz also created reports across Sales, Contacts, and Service.
Key reports included:
These dashboards gave management a centralized view of lead activity, team workload, open support requests, ticket resolution, and parent feedback.
The HubSpot implementation helped the educational institution move from disconnected systems toward a centralized and structured operating model.
HubSpot can help educational institutions connect marketing, admissions-related enquiries, parent communication, contact management, and support processes in one platform.
Instead of working across separate tools, teams can maintain a unified record of each contact and manage communication, support tickets, automation, and reporting from a connected CRM.
Yes. HubSpot can be used to manage leads, parent contacts, internal staff contacts, communication, support tickets, marketing activities, automation, and reporting.
Yes. HubSpot Service Hub and Help Desk can convert incoming enquiries into trackable tickets with pipelines, statuses, owners, and routing rules.
Yes. Routing rules and round-robin assignment can be used to distribute new tickets among appropriate team members depending on the configuration.
Yes. A workflow can send a feedback survey after a ticket reaches the Closed status.
By implementing HubSpot across Marketing, CRM, and Service operations, Amwhiz helped the educational institution create a more centralized and structured approach to parent engagement and support.
The solution connected contact management, support tickets, automation, communication, and reporting within one HubSpot environment, improving visibility, accountability, and operational efficiency.
Amwhiz helps educational institutions implement and customize HubSpot CRM, Marketing Hub, Service Hub, Help Desk, automation, reporting, and integrations based on their operational requirements.