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Agility

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Get sh*t done and done well

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Check out the cool sh*t we've done

Prospect Schools SchoolMint to HubSpot Integration Case Study

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About Prospect Schools

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.

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THE CHALLENGE

Like many public charter school networks, the ability to close the data loop from student recruitment marketing to application to enrolled student is extremely hard. Making things harder is the fact that SchoolMint, the most prominent application lottery tool for schools, does not natively integrate with any systems. For years this has been a major pain point for networks in the ability to tie back their marketing efforts to enrolled students and determine what actually worked and what didn't. Without being able to see who was applying and where they came from and how they were influenced, it was a mystery to determine which marketing initiatives were effective.

Previously, the only way to get this data was to do a manual export of data from SchoolMint, manually import that data into HubSpot and map everything. Doing it this way also opened up the data to human error and data risks. It also made data outdated almost as soon as it was imported during the peak enrollment times because data was only able to be updated at most once per day.

THE SOLUTION

In order to address this growing and important need for many charter schools around the country, HIVE Strategy built a custom solution to integrate SchoolMint into HubSpot. As a one-way integration (from SchoolMint to HubSpot), we are able to pull important data into HubSpot on a regular recurring basis (about every five minutes) to update parent, student, and application data to keep enrollment and recruitment teams in alignment and up to date in near real time.

THE RESULTS

5 Minute

Sync between SchoolMint and HubSpot

Better

Data for the Recruitment and Enrollment teams

Better

Prioritization of students during peak enrollment times

By implementing our custom SchoolMint to HubSpot integration for Prospect Schools, it allowed Prospect to both own their data in HubSpot and tie back students to marketing activities and also help recruitment teams prioritize hot leads (students that had submitted applications) in a way that was previously impossible.

In addition, due to Prospect's HubSpot stack, we were able to customize even further to allow even more flexibility. With an Enterprise hub, we were able to build out a Student custom object to manage the parent-student-application association in the most ideal scenario. For Prospect, we are able to create parents as contacts, students as a custom student object, and applications as deals. This allows us to associate the parent to the student (and vice versa) and also tie the application for the student to both the parent and student. This solved the issue of multiple students, multiple parents, and multiple applications while improving data.