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Prospect Schools is a K-12 college preparatory community in Brooklyn, NY where excellent teachers prepare a diverse student body to have a positive impact on society and a lifelong passion for learning.
THE CHALLENGE
DISCONNECTED SYSTEMS AND DATA SILOS
Like many public charter school networks, Prospect Schools faced a common but costly challenge—closing the data loop between student recruitment marketing and enrollment. The team relied on HubSpot for marketing and SchoolMint for enrollment, but the two systems didn’t speak to each other. Without a native integration or a public API from SchoolMint, there was no easy way to connect application data back to marketing campaigns.
To bridge the gap, staff were stuck manually exporting data from SchoolMint and uploading it into HubSpot—a process that introduced human error, delayed follow-up, and made real-time insight nearly impossible. This meant that during peak enrollment periods, recruitment teams were often flying blind. They couldn’t see who had applied, where those applicants had come from, or which campaigns were actually driving enrollment.
THE SOLUTION
A CUSTOM INTEGRATION BUILT FOR K-12 ENROLLMENT TEAMS
To solve this, HIVE Strategy developed a tailored, one-way integration between SchoolMint and HubSpot—designed specifically for the enrollment and recruitment needs of charter schools. The solution automatically syncs key data from SchoolMint into HubSpot approximately every 10–15 minutes, giving Prospect Schools near real-time access to application status and applicant profiles.
Our automation bot securely logs into SchoolMint, extracts structured data, and passes it to HubSpot via a custom API script. We mapped parents/guardians to HubSpot contacts, students to a custom object, and applications to deals. Priority tiers—such as siblings, lottery status, or deadlines—were also mapped as a custom object. This architecture supports clean associations between parents, students, and applications, even in complex multi-child households.
With HubSpot Enterprise in place, we leveraged the platform’s flexibility to create a robust data model that supports personalized nurturing, accurate reporting, and smarter campaign automation. Workflow triggers were added to update lifecycle stages, launch email sequences, and surface hot leads—students who submitted an application—for immediate follow-up by the recruitment team.
THE RESULTS
10 Minutes
Sync time between SchoolMint and HubSpot
Better
Data for the Recruitment and Enrollment teams
Better
Prioritization of students during peak enrollment times
FULL VISIBILITY, STREAMLINED OUTREACH AND FASTER FOLLOW-UP
Before this integration, Prospect Schools had no way to tie marketing efforts to actual enrollment outcomes. Their team relied on daily manual uploads, had limited visibility into application status, and couldn’t respond in real time to hot leads.
Now, with a custom HubSpot integration built by HIVE Strategy, Prospect has eliminated manual data entry, unlocked real-time access to application activity, and empowered their recruitment team to move quickly and confidently. The marketing and enrollment teams are working from a shared, always-updated system—with zero duplicate efforts or data gaps.
The integration was scoped, tested, and deployed in just 8 weeks. Post-launch, we provided two weeks of real-time monitoring, built-in error alerts via Slack and email, and a long-term support plan that includes quarterly check-ins to ensure long-term performance and scalability. The system now supports up to 55,000 API calls per day, enabling smart segmentation, accurate reporting, and fast, personalized communication.
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