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Get sh*t done and done well
Prospect Schools is a K-12 college preparatory community where excellent teachers prepare a diverse student body to have a positive impact on society and a lifelong passion for learning.
Disconnected Systems, Disjointed Outreach
Prospect Schools, a leading public charter school network, was using HubSpot for marketing and SchoolMint for enrollment—but the two systems didn’t speak to each other. As a result, the team was stuck with:
- Manual Data Entry: Daily exports and uploads delayed outreach and increased the risk of human error
- No Real-Time Visibility: Marketing couldn’t see application status changes quickly enough to act on them
- Missing API: SchoolMint offered no public API, blocking direct data syncing with HubSpot
A Tailored HubSpot Build Designed for K–12 Enrollment
- Custom Automation Bot: Securely logs into SchoolMint every 15 minutes to extract structured data
- API Script to HubSpot: Pushes parent/guardian contacts, student records (custom object), applications (deals), and priority statuses (custom object) directly into HubSpot
- Workflow Triggers: Automatically updates lifecycle stages, triggers nurturing workflows, and enables real-time insights
- Volume & Efficiency: The solution supports up to 55,000 API calls/day, vastly improving data freshness and marketing agility
- SchoolMint ➝ HubSpot
- Parents/Guardians → Contacts
- Students → Custom Object
- Applications → Deals
- Priorities → Custom Object
- Timeline: 8-week rollout from discovery to deployment
- Testing: Unit, integration, and UAT testing across sandbox and live environments
- Maintenance: 2-week post-launch monitoring + quarterly check-ins for a year
- Error Handling: Real-time error alerts via Slack/email and immediate rollback protocols
Zero Uploads. Full Visibility. Better Outreach.
100%
Streamlined Processes
Better
Data Visibility in Real-Time
Smarter
Segmentation
Prospect Schools can now act faster and communicate more accurately with prospective families. The marketing team has full visibility into enrollment data within HubSpot—without manual imports—enabling smarter segmentation, faster follow-up, and improved campaign timing.
Before this integration, our team was flying blind between systems. Now we know exactly where each family stands—and we can support them with timely personalized communication.
Prospect Schools
Marketing Lead
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