How RevPartners Helped Company J Simplify Their Application Process in HubSpot

What Were the Challenges?

1. The application platform didn’t integrate well with HubSpot

Company relied on a separate school platform for applications. Because the integration was limited:

• Data from that platform didn’t fully carry over into HubSpot
• Teams couldn’t rely on HubSpot as a complete view of what was happening
• Some information had to be managed outside the system

2. Pipelines had to be recreated for every class

Instead of one consistent structure:

• They had separate pipelines for first year, second year, and archived students
• Every time a new class opened, a new pipeline had to be created
• The integration had to be re-run for each new pipeline

Over time, this made the setup harder to maintain and harder to follow.

3. Early interest wasn’t captured clearly before the application stage

Company J was able to track applicants and see where they were in the process once they entered it.

However, leads were often created as deals right away, which meant there wasn’t a clear way to capture earlier intent signals (e.g. who was exploring, engaging, or showing interest before applying.)

This made it harder to understand:

• Who was just getting started
• Who was actively considering applying
• Who had already entered the application process

4. It was difficult to see everything in one place

Because of how the system was set up:

• Teams didn’t always have a full view of a student’s activity
• When multiple people were working with the same student, visibility was limited

What Were the Solutions?

1. Built a HubSpot-based application platform

Instead of relying on the external system:

• A private application experience was created inside HubSpot
• Only registered users can access it
• All application activity now happens within this environment

This made HubSpot the place where everything is managed.

2. Structured the process so each stage is clearly defined

The setup was changed to clearly separate:

• Leads
• Applicants
• Students

This made it easier to understand exactly where someone is in the process at any time.

3. Replaced multiple pipelines with one system that supports all class years

Instead of creating new pipelines for each class:

• One structure now supports first year, second year, and third year applications

• No need to recreate pipelines or rerun integrations

4. Created a real-time application tracker for students

Students now have a view inside the platform where they can see:

• Their current stage
• What steps are coming next
• What actions they need to take

This tracker updates based on what’s happening in the backend.

• Example: when a student reaches a stage like application fee, a payment option appears for them

5. Gave internal teams better visibility with controlled access

• Teams can see what each student has done and where they are in the process

• Default views are set up based on roles and permissions
• Sensitive information is restricted so not everyone can see everything

6. Automated contract generation and progression

• When a student reaches the appropriate stage, a contract is automatically created
• The contract pulls from the information already in the system
• Once signed, it moves forward in the process without manual steps

7. Kept communication tied to each stage in HubSpot

• All student communication happens inside HubSpot
• Messages change based on where the student is in the process
• This keeps communication aligned with their progress

What Were the Impacts?

1. HubSpot now reflects the full process from start to finish

All key steps (applications, contracts, communication) are handled in one place, so teams don’t have to rely on multiple systems.

2. No more rebuilding pipelines for every new class

The same structure can be used for each new group of students without starting over.

3. Clear understanding of where each student stand

It’s now easy to see:

• What stage someone is in
• What they’ve already done
• What still needs to happen

4. Less manual work during the process

• Contracts are created automatically
• Communication is triggered based on stage

This reduces the need for manual follow-ups and repetitive tasks.

5. A more guided experience for students

Students can log in and see:

• Their progress
• Their next steps

They don’t have to guess what to do or wait for someone to tell them.