HubSpot & Asana for Education
One record of truth from first inquiry to enrollment and program delivery - built on HubSpot and Asana, and run by a team that stays after launch.
Why does the student journey keep slipping between systems?
Because education runs two lifecycles at once, and most stacks only track one. There's the applicant lifecycle - inquiry, application, documents, interview, acceptance, enrollment - and it looks nothing like a standard sales pipeline. Then there's the delivery lifecycle - cohorts, courses, onboarding, support, completion - which lives in a different tool, owned by a different team. The handoff between them is where students, context, and revenue leak out.
For EdTech companies the problem compounds: you sell B2B to schools, districts, and employers, but the actual learners are the B2B2C end users - two audiences, two motions, one CRM that wasn't built for either. Add long, multi-touch decision cycles, multiple programs each with its own start dates and seasonality, and a lean ops team covering all of it, and the result is familiar:
- Applicants go cold in the gap between 'inquiry' and 'applied,' because no one owns the long nurture across a months-long decision.
- Enrollment forecasts you can't defend - start-date seasonality and multi-program pipelines make a flat CRM read wrong.
- Every cohort launch starts from scratch - admissions, ops, and instructors rebuild the same plan instead of running a tested one.
- Institutional and B2B deals stall with no clean way to track schools, employers, and partner contracts alongside individual learners.
- Leadership has no single number for enrollment, completion, and retention - so the conversation is about whose spreadsheet is right, not what to do next.
Student & Lead Acquisition
Capture and qualify prospective students across HubSpot, paid channels, and institutional outreach - with attribution that ties all the way to enrollment.
- Conversion-optimized landing pagesTemplates tuned for program inquiries and applications.
- Paid and organic acquisition campaignsConnected channels with closed-loop attribution to enrollment.
- Lead scoring for prospective studentsBehavioral and demographic models that surface ready applicants.
- Institutional and B2B account managementTrack schools, employers, and partner organizations on one record.
- Lifecycle nurture journeysBuilt for long, multi-touch decisions that span months.
Sales & Enrollment Management
Map the admissions and sales motion into HubSpot - applications, interviews, and acceptances included - with forecasting that respects enrollment seasonality.
- Pipeline architecture for admissionsCustom stages for inquiry, application, interview, and acceptance.
- Application and document trackingTrack required documents and approvals alongside the CRM record.
- Quote and contract workflows for B2BPandaDoc workflows for corporate training and institutional contracts.
- Forecasting against enrollment cyclesWeighted pipeline that respects start-date seasonality.
- Counselor and rep routingAutomatic assignment by program, region, or stage.
Program Delivery & Operations
Run cohorts, courses, and programs in Asana - milestones, owners, and student communications tied back to the CRM.
- Asana templates for cohort deliveryStandardized program plans for each cohort or course run.
- Instructor and staff coordinationOne workspace for academic, ops, and support teams.
- Student support and ticketingService Hub tickets routed by program and severity.
- Capacity and scheduling planningAsana portfolios for program load and instructor availability.
- Event and orientation project plansStandardized playbooks for onboarding and milestones.
Reporting & Retention
Give leadership one view of enrollment, completion, and alumni outcomes across HubSpot and Asana - connected to your SIS, LMS, and finance systems.
- Enrollment and revenue dashboardsPipeline, conversion, and revenue in one view.
- Completion and retention reportingTrack cohort retention and outcomes program by program.
- Custom API integrationsConnect HubSpot and Asana to SIS, LMS, and finance systems.
- Alumni engagement automationLifecycle journeys for alumni community and referrals.
- Cohort and program performanceCompare programs by enrollment, completion, and revenue.
Integrations for Education operations
The core runs on HubSpot (CRM, Service Hub, reporting) and Asana (delivery, capacity, cohort plans), with PandaDoc for B2B and institutional contracts and custom API integrations into your SIS, LMS, and finance systems - so one student record carries from first inquiry through completion.
Among the Education teams
We've Worked with
Case Studies
Kinneret Academic College
Education and academia systems built on HubSpot and Asana, modeled as one applicant-to-delivery lifecycle.
Read Case Study → InstitutionsHistadrut
Institutional and program systems where admissions, ops, and delivery work from one student record.
Read Case Study → IntegrationsSIS + HubSpot, one student record
Enrollment status surfaced in the CRM so success teams act early instead of finding out late.
Read Case Study →Recent Education Updates
Admissions pipelines that convert
Stages, scoring, and nurture for long student decision cycles.
Read More →Cohort operations in Asana
Templates that survive launch week and the week after.
Read More →Alumni journeys that drive referrals
Segmentation and automation for long-term community.
Read More →Education on HubSpot & Asana - FAQ
Can HubSpot handle an admissions pipeline, not just a sales pipeline?
Yes. We build custom stages for inquiry, application, interview, and acceptance, and track required documents and approvals alongside the record - so admissions runs in the CRM instead of a spreadsheet next to it.
We're an EdTech company selling B2B but serving learners - can you model both?
Yes. We keep institutional and B2B deals (schools, employers, partners) on one record while tracking the learner journey, so the B2B motion and the B2B2C end-user experience don't compete for the same CRM.
Do you connect to our SIS and LMS?
Yes - through custom API integrations, so enrollment status and learner data surface in HubSpot and your success teams can act early instead of finding out late.
How do you handle multiple programs with different start dates?
Forecasting and pipeline are built to respect start-date seasonality, and each program gets its own templated cohort plan in Asana - so you compare programs cleanly and run each launch the same reliable way.
Who runs this after launch - we have a lean ops team?
Either us, on a retainer, or your ops owner - we train them and leave a documented playbook, so a small team isn't carrying the whole system in their heads.
Show us where students fall between your systems. In 30 minutes we'll map the gap from inquiry to enrollment - and how to close it.
Education isn't one funnel - it's an applicant lifecycle and a delivery lifecycle that have to meet in the middle. The hard part isn't the landing page; it's carrying one person from curious to enrolled to completed without losing them at a handoff. That's the system we build, and the part we stay to run.
Book a 30-minute portal audit