Yes, it sounds pretty great — centralising and consolidating activity onto one global system — but is it really that easy?
The build itself meant taking a highly organised and logical approach, including tackling migration of existing data. A mixed approach was needed to bridge the different systems already in use.
A small number of schools were already using HubSpot, so their data needed to be transferred between portals. Notes, tasks and assets also needed to be moved across, including transferring scheduled tasks and communications. Globeducate also had over 30,000 contacts on their various platforms, making the build stage no small task.
The BabelQuest Expert Practices team took on many hours of data manipulation, plus the building of workflows, automation, forms, and templates that could be segmented and partitioned. They also set up properties and specific views for each school, all of which were partitioned to ensure schools only saw what was relevant to them.
BabelQuest's Gem Latimer used our user permissions matrix to map out different roles, enabling team partitioning with the right levels of access for the appropriate team members.
Our goal was to make a highly capable system as simple as possible for its actual users, the admissions team. They needed to be able to deal with enquiries quickly and easily, while keeping track within HubSpot.
Chris Grant, Sales Services Consultant, BabelQuest Expert Practices team
Automation, for example, was a clear way to simplify, speed up and guarantee important actions. Generating an automated response to an enquiry form — tailored to each school and its various languages — ensures that communication between school and parent continues. The automated process also helps to maintain a standard for admissions team responses and follow-up, which takes the pressure off administrators.