A mock-up diagram of the initial software API interface connections. Though the architecture has become a little more complex, this basic diagram is still valid.

Website, Hubspot CRM and backend office integration

The client

A world-renowned international academic institution

The challange

The client possessed a diverse array of office productivity tools. Many of these tools, such as Hubspot CRM (Customer Relationship Management), delivered significant value. However, they operated independently and lacked seamless integration. The absence of  integration resulted in a significant amount of routine, time-consuming, and error-prone manual tasks to maintain synchronization between the software tools.

The proposal

Create a tailored backend system that seamlessly integrates all the tools and the public website. Offer a unified dashboard for internal staff and establish the website as the primary point of contact for both current students and prospective ones. This approach will enable internal staff to redirect their efforts toward more valuable tasks, relieving them from the burden of managing these software tools.

Some key technologies used in this project

The benefits

The seamless integration of productivity tools freed up interal staff and led to a substantial reduction in external staff expense. As all the tools worked in perfect synchronization, several licenses were no longer required, resulting in annual savings totaling five figures. The increased trust in HubSpot CRM content significantly improved their ability to support existing and potential clients and led to a increased course applications.

    Major Pros

  • #1

    Motivated staff:

    Being able to focus on the productive and creative parts of their work, increased staff motivation.
  • #2

    Less errors:

    Since data is now transferred programmatically, there are virtually zero data errors and increased protection of personal data..
  • #3

    Reduced software and service costs:

    The client was now able better quantify their usage and requirement of 3rd party software tools and services. This allowed a significant reduction of 3rd party software license and contractor costs. On this basis alone the project achieved a return on investment in less than 18 months.

SEO (Search Engine Optimisation)

The flawless integration of software tools greatly streamlined the process of analysing the courses' vital selling points. This, in turn, yielded an unforeseen advantage: an opportunity for website search engine optimization (SEO). The website's content and functionality was finely tuned to align with these critical selling points, resulting in an increase in both opportunities and business growth.