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HubSpot Implementation Success Stories in Higher Education

Higher Education

Higher Education Case Studies

Specialist institutions, specialist needs

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  • Universities and specialist colleges manage student relationships alongside institutional partnerships, research and alumni — all in one system.
  • Bilingual content, multi-campus structures and disciplinary specialisms need configuration that matches, not a generic template.
  • Off-the-shelf onboarding rarely fits the sector — institutions like UWTSD and WaterBear came to PYB for tailored implementation.
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Built around your structure

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  • Custom objects, deal pipelines and reporting dashboards configured for your specific programmes — from short courses to degree pathways.
  • Multi-department setup that maintains distinct identities for admissions, alumni relations, marketing and faculty while enabling shared insight.
  • Bilingual content workflows and partitioning supporting institutions across multiple languages and brands (UWTSD).
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A system that scales

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  • Full deal pipeline visibility so high-value institutional opportunities get prioritised — DCU Invent went from no CRM to running effectively in weeks.
  • Automated enrolment from web purchase through to LMS access — Digital Learning Institute completes the full flow in three minutes, including payment to Stripe and finance to Xero.
  • Future-proof configurations that grow with the institution as programmes expand and student cohorts scale.
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  • Name University Of Wales
  • INDUSTRY Education
  • SIZE 1000+ people
  • LOCATION UK

Bespoke support - highly recommended

Plus Your Business have been excellent throughout the implementation process. This included understanding our specific business challenges and training us to build solutions ourselves. Where this proved difficult Elisa was always willing to build for us and then walk us through the solution. We had particular challenges with producing bilingual content and automation but Elisa directed us towards a sustainable and easy-to-implement solution. Would definitely work with PYB again.

Jonathan Batty
Director of Marketing and Communications, UWTSD
  • Name Dcu Invent
  • INDUSTRY Education
  • SIZE 3800 people
  • LOCATION UK

Excellent support

Elisa and Martin at PYB were superb in getting a team with little to no prior CRM experience up and running effectively in a matter of weeks. From the initial consultation to the final onboarding, the support was excellent. Not only do they understand HubSpot inside out, they guide new users through use of the platform in a highly relatable way that eases and accelerates onboarding. Thanks to PYB's expertise and guidance, the team now has full visibility of our deal pipeline, enabling high-value opportunities to be prioritised and performance to be improved. I wholeheartedly recommend Elisa and Martin to anyone embarking on their HubSpot journey.

Ronan Cunningham
Director
  • Name Water Bear The College Of Music
  • INDUSTRY Education
  • SIZE 60 people
  • LOCATION UK

Excellent onboarding and custom request execution

It was an absolute pleasure to work with Plus Your Business - finding an off the shelf CRM has been a challenge in our sector, and so it's great that this service helped us customise HubSpot to the needs of the business. I wouldn't hesitate to use Plus Your Business again.

Laurance Bridge
Head of Sales
  • Name Oxford International Education Group
  • INDUSTRY Education
  • SIZE 5000 people
  • LOCATION London

Highly recommended - supportive and knowledgable team

We have enjoyed working with the PYB team this year. They are quick to respond to questions and it is never too much trouble when we have wanted to pick their brain about potential projects or problem.

Christel Howarth
Senior CRM Manager
  • Name Digital Learning Institute
  • INDUSTRY Education
  • SIZE 30 people
  • LOCATION Ireland

If I could give them 100 stars I would

Incredibly grateful to Martin, Elisa and Darian for their help with two projects this year:

1. HubSpot reconfiguration- Elisa guided us through how to back out of some previous CRM mistakes and how to adopt some of the native HubSpot functionality to maximise our CRM usage. I would go to Elisa with what I thought were complex scenarios and she would have visualised it and built it while I was still trying to explain what I meant. It was an absolute pleasure working with Elisa and absorbing some of her know how. Our CRM just sings now, exactly how we wanted it. I look forward to continuing our reconfiguration into the new year as we tackle Phase 2.

2. A development project- We were re-platforming our website with another vendor and wanted to introduce some automation into our enrolment process. For this project I worked with Martin and Darian. I will admit to very much doubting Martin when he kept saying 'yep that's possible' as I outlined what we wanted to do. He had no doubt Darian could do everything we wanted and it seemed to good to be true. I wanted an individual to be able to purchase directly on our website, process their transaction on Stripe, pass their information into HubSpot creating/updating the contact, creating a deal, associating it with the correct line item, pass their transaction to our finance system and finally enrol them in the relevant course in our Learning Platform (with various rules for what they could/couldn't access immediately). I am delighted to say, that is exactly what we achieved. In fact we even did more than that and enabled automated enrolment for invoiced customers also. And, better yet all of the above is completed within 3 minutes of purchase. It's incredible. I look forward to working with PYB into the future. I couldn't recommend them more. Lovely team, so nice to deal with, reliable and their enthusiasm for 'what is possible' is infectious. The sky is the limit.

Amy McPartlan
Chief Operating Officer

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Higher Education HubSpot FAQs

Universities and specialist colleges run student recruitment, alumni relations, research partnerships and institutional development from the same building. The cycles and stakeholders differ from schools or training providers. These answers cover how Plus Your Business configures HubSpot for higher education specifically.

Can HubSpot manage structured application and admissions cycles?

Yes. We build deal pipelines and custom objects that mirror your application stages, from enquiry through offer to enrolment. Automated tasks and reminders keep recruitment teams on top of each cohort. Reporting shows where applicants stall, so follow-up is timely rather than reactive.

"PYB were superb in getting a team with little to no prior CRM experience up and running effectively in a matter of weeks."

- Ronan Cunningham, Director, DCU Invent

How does HubSpot handle multi-department or multi-faculty structures?

We use HubSpot partitioning and property structures to give admissions, alumni relations, marketing and faculties distinct spaces. Each team sees its own records and dashboards. Shared reporting still gives leadership a single institutional view.

Can HubSpot support bilingual content and communications?

Yes. We configured bilingual content workflows for UWTSD, covering Welsh and English. The setup is sustainable for the team to run without developer help. The same approach suits any institution working across two or more languages.

"We had particular challenges with producing bilingual content and automation but Elisa directed us towards a sustainable and easy-to-implement solution."

- Jonathan Batty, Director of Marketing and Communications, University of Wales Trinity St David

How does HubSpot manage international recruitment and agent networks?

We model agents, partners and recruitment channels as records linked to applicants. You can see which channel sourced each student and how each agent performs. This gives international recruitment teams the attribution they usually lack.

"They are quick to respond to questions and it is never too much trouble when we have wanted to pick their brain about potential projects or problems."

- Christel Howarth, Senior CRM Manager, Oxford International Education Group

Can HubSpot track alumni and institutional partnerships alongside recruitment?

Yes. We configure HubSpot to hold alumni engagement, giving history and partner relationships in the same system as student recruitment. Research, placement and funding contacts sit alongside applicants. The result is one relationship network rather than separate silos.

Can HubSpot automate enrolment through to the learning platform?

Yes. For Digital Learning Institute we built a flow from web purchase to course access. It handles payment to Stripe, finance to Xero, and rules-based enrolment in Thinkific. The full sequence completes within three minutes of purchase.

"All of the above is completed within 3 minutes of purchase. It's incredible."

- Amy McPartlan, Chief Operating Officer, Digital Learning Institute

Can HubSpot integrate with student information systems and LMS platforms?

Yes. Using Operations Hub and the HubSpot API we connect student information systems, learning platforms and application portals. Data flows between systems without manual re-keying. We scope each integration around your existing stack rather than a template.

How is student data kept secure and compliant?

HubSpot holds SOC 2 Type II and ISO 27001. Plus Your Business is independently certified to ISO 27001, ISO 9001 and ISO 42001. We configure permissions and access so student records stay visible only to the right teams. This matters when institutions assess data handling before signing.

How long does a higher education implementation take?

Most projects reach initial functionality in four to six weeks. We sequence around your admissions or intake windows so live dates land before peak demand. Full configuration follows in phases once the core is working.

What HubSpot products does a university or college typically need?

Marketing Hub for recruitment campaigns and nurture. Sales Hub for the applicant pipeline. Operations Hub for integration and data quality. Custom Objects model degree pathways, departments and partner relationships. We confirm the right tiers during scoping rather than over-specifying.

Quality assured, by HubSpot and ISO

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