HubSpot for universities and higher education

Close the single-view, departmental-silo, and bilingual-rebuild gaps.

Three university questions HubSpot answers

Why does the same person exist as a fresh lead in three faculty systems when they enquired, enrolled, and graduated with the institution years ago?

Why does marketing, admissions, the international office, and development each run a separate database that never reconciles into one view of a relationship?

Why does every bilingual campaign and cross-faculty workflow get rebuilt by hand because no shared automation layer exists across the institution?

Why does one person become three leads?

The institution holds one record per person spanning the full lifecycle — prospective applicant, enrolled student, graduate, alumnus, donor — so a returning relationship is recognised, not re-created from scratch.
When a faculty logs a new enquiry, the live record surfaces everything already known — prior courses enquired about, open days attended, sibling or family links — rather than opening an empty form.
The institution stops paying for the same person three times over and starts treating a forty-year relationship as the asset it is.

Why does one person become three leads?

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Why does each department run its own database?

Admissions, marketing, the international office, and development work from one shared data layer with department-level views — the same underlying record, read through the lens each team needs.
A cross-faculty enquiry routes to the right owner automatically and stays visible to everyone with a legitimate interest, so nobody re-keys what another team already captured.
Institutional reporting becomes a single query instead of a quarterly reconciliation of four exports that never quite agree.

Why does each department run its own database?

Why is every bilingual campaign rebuilt by hand?

Bilingual content, consent, and automation sit in one templated layer — Welsh and English versions paired at the asset level rather than rebuilt per campaign.
Workflows fire from the shared record — nurture, event follow-up, re-engagement — so a cross-faculty campaign launches in days, not weeks of manual list-building.
The marketing team spends its time on the message, not on reconstructing the plumbing every term.

Why is every bilingual campaign rebuilt by hand?

Name University of Wales Trinity Saint David

Bespoke support - highly recommended

"Plus Your Business have been excellent throughout the implementation process. 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

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FAQs

How long does a HubSpot implementation take for a university?

An institution-wide implementation typically runs twelve to eighteen weeks, depending on how many departments come on in phase one. Weeks one to six cover data migration from the student records system, faculty spreadsheets, and inboxes, plus the lifecycle architecture that holds one person across applicant, student, alumnus, and donor stages. Weeks seven to twelve cover automation and integration with the MIS and finance. The remaining weeks are user training across admissions, marketing, international, and development.

Can HubSpot model the relationship between a person, their courses, and their lifecycle across the institution?

Yes. One contact record persists across applicant, enrolled-student, graduate, and donor stages, with courses, enquiries, applications, and gifts held as connected objects. Family, sibling, and agent links persist across years. PYB has built lifecycle architectures for institutions whose value depends on recognising long relationships rather than restarting them.

How does HubSpot integrate with our student records system and handle bilingual, sector-specific data?

HubSpot connects to the major HE systems (SITS, Banner, Tribal) through Operations Hub and custom integration, with structured properties holding course, faculty, and lifecycle data. Bilingual content is paired at the asset level so Welsh and English campaigns stay in step. PYB has delivered bilingual automation and MIS-connected architectures for UK institutions.

What HubSpot products does a university typically need?

Marketing Hub Professional or Enterprise for multi-faculty campaigns and nurture, Sales Hub Professional for the admissions and development pipelines, Service Hub for student and applicant query handling, Operations Hub for the MIS and finance integration, and Custom Objects (Enterprise tier) to model the person-to-course-to-lifecycle relationships properly.

Does HubSpot meet the security and data-handling requirements of a university?

HubSpot is SOC 2 Type II certified and ISO 27001 compliant, meeting the standards expected for student data, safeguarding, and UK GDPR and HESA obligations. PYB is independently ISO 27001 and ISO 9001 certified, and our migration practice carries the HubSpot Data Migration Accreditation — relevant proof when an institution is moving years of student and alumni records onto a new platform.

Talk to PYB about HubSpot for your institution.

A 15-minute call to walk through how admissions, marketing, the international office, and development could share one view of a person and what closing the gaps looks like. No prep, no pitch deck.

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