HubSpot configured as the operating system for a company that sells STEM curriculum to schools and districts: lead routing, nurture, pipeline, onboarding, renewals and reporting.
CRM & RevOpsIntegrations
100sWorkflows built and maintained
6Renewal touchpoints per account
5Step nurture sequence
3BANTP priority tiers
Scope at a glance
Project overview
A K–12 STEM education company sells curriculum, equipment and teacher training to schools and districts across the United States. We turned HubSpot into the single operating system for sales, marketing and customer success, designed around how the team really sells and serves.
Client shown anonymously. Details shared with the client’s approval.
Business challenge
Every buyer has a different budget, funding source, calendar and approval process. Sales, marketing and customer success all needed the same CRM to work for them, without manual effort or conflicting automation. Segmentation data was inconsistent, assignment and alerts relied on memory, campaign data did not reach sales, and onboarding and renewals sat outside the CRM context.
Goals and requirements
Make every record say what stage it is in and what happens next
Get every new inbound lead to the right person quickly
Send each audience the right message, and stop when they respond
Keep the customer journey going after the deal closes
Give every role a dashboard built for its decisions
Proposed solution
We mapped how the team finds, qualifies and closes school and district buyers, then configured custom properties, lifecycle stages, lists and pipelines to match. A BANTP scoring model (budget, authority, need, timeline and priority) sorts prospects into three priority tiers. Round-robin routing, role-based nurture sequences and deal-triggered renewal tasks run on top of that foundation.
Implementation process
01
Make the CRM mirror the real process
Custom contact, company and deal properties, lifecycle stages with defined qualification criteria, dynamic lists and BANTP score tiers.
02
Get every new lead to the right person fast
Round-robin owner rotation, internal notifications for every inbound lead, a priority branch that creates an urgent task, and special paths for international leads and generic email domains.
03
Send the right message to each audience
A five-step coordinator sequence with business-day delays, automatic exit on reply, meeting booked or form submitted, and a long-term nurture for contacts from lost deals.
04
Keep the customer journey going after the deal closes
Deal-triggered workflows watch each account's access start date and create tasks for the owner: a check-in, then renewal outreach at six timed touchpoints.
Services and technology stack
Services delivered
CRM implementation and automation
Revenue operations
Lead qualification and routing
Nurture sequences
Dashboards and reporting
Technology
HubSpot Sales Hub
HubSpot Marketing Hub
Gravity Forms
Brevo
UTM tracking
Skills shown
HubSpot CRM implementation
Revenue operations
Workflow automation
Lead qualification
Lifecycle stages
Nurture programs
Campaign attribution
Dashboards and reporting
Deliverables
CRM architecture: properties, lifecycle stages, pipelines and lists
BANTP lead qualification and priority tiers
Hundreds of named, documented workflows for assignment, tasks, notifications and nurture
Website form, UTM and email-platform integrations
Sales, pipeline, marketing and website dashboards
What the team gained
Consistent, faster follow-up: lead assignment, tasks and alerts run automatically
Sales effort aimed at the best prospects through qualification tiers and clean segments
A complete customer lifecycle: onboarding, support and renewals sit in the same CRM as the original deal
These are qualitative benefits described by the project team. No performance or revenue figures are claimed.
Screens and diagrams
Illustrative preview created for this case study. It is a simplified rendering, not a screenshot of the client’s live system.
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