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Case Study

Connecting three RTOs through HubSpot and aXcelerate

Greenhouse Education logo

A growing training group was re-keying every enrolment by hand between HubSpot and aXcelerate. Lupo designed one scalable admissions framework to replace the double-entry reusable across three RTOs.

Sales CRM & Integration Education

3 RTOs

One reusable admissions model

Greenhouse, EIM & COEX

No re-keying

Native aXcelerate sync

Enrolment data flows automatically, not by hand

2 pipelines

Structured admissions deal pipelines

About the client

About Greenhouse Education

Greenhouse Education is a Perth-based Registered Training Organisation delivering accredited courses in early childhood education, community services and first aid. It is one of three RTOs in a growing group, alongside EIM and COEX and needed a clearer operating model for managing prospective students from enquiry through application and enrolment across HubSpot and aXcelerate.

Industry
Education / RTO
Location
Perth, WA
HubSpot
CRM
Connected platform
aXcelerate (native)
Client since
2026

The challenge

Turning a fragmented admissions process into one scalable system

Core problem

Different enquiry types, brands, locations, intakes and referral pathways created complexity around how leads were captured, qualified and moved through the admissions journey with information moving manually between HubSpot and aXcelerate.

Inconsistent CRM modelling

the admissions process wasn't consistently represented, making common definitions for lifecycle stages, qualification and enrolment readiness difficult.

Manual handling & duplication

Information moved between HubSpot and aXcelerate by hand, creating admin, duplication and operational risk.

Limited funnel visibility

Inconsistent data capture made it hard to report across lead source, enquiry type, agent/referrer, intake and stage conversion.

Integration dependencies

Any HubSpot–aXcelerate integration needed a clearly defined data model, field ownership and object mapping first.

The solution

A CRM architecture designed around the student journey

Lupo designed a HubSpot model centred on enquiry → qualification → application → enrolment, using a structured combination of CRM objects, contact properties, activities and deal pipelines.

Greenhouse Education admissions team member reviewing a HubSpot workflow on a laptop
  1. 01

    Contact data model & qualification

    Redesigned contact model with standardised lifecycle stages, lead statuses and a qualification playbook for consistent, repeatable qualifying.

  2. 02

    Two admissions deal pipelines

    Pipeline-specific automation: owner assignment, task creation, stage-based property management, internal notifications, SMS and meeting scheduling.

  3. 03

    HubSpot–aXcelerate integration

    Native Contact integration with up to 30 approved field mappings, testing, client UAT and hypercare — designed around clear source-of-truth principles.

  4. 04

    Automation that supports the team

    Lead/deal routing, task management, pipeline processes and automated SMS from relevant deal stages.

  5. 05

    Funnel reporting

    Reporting built around enquiry-to-customer, lead-to-qualified, stage conversion and closed-lost analysis.

  6. 06

    Training & cutover

    Implementation guidance, demos, cutover planning and user training so the model becomes day-to-day practice.

Solution Stack

Platform

  • HubSpot Sales Pro
  • HubSpot CRM
  • Deal pipelines

Growth infrastructure

  • Workflows & task queues
  • Playbooks
  • VET data form
  • Reporting & dashboards

Enablement

  • Native aXcelerate sync
  • Visa-Type routing
  • Team training (5–6 sessions)
Sales Deal Pipelines Workflows Playbooks Forms Reporting aXcelerate

The results

The foundations are built, and the team is running it

The admissions framework is live: enquiries route to the right pipeline, deals are created only when data is verified, and enrolment data syncs to aXcelerate automatically. Performance reporting is being stood up ahead of the CRICOS intake.

2 pipelines

Structured admissions deal pipelines, live

Up to 30 fields

Approved HubSpot–aXcelerate field mappings

Up to 10 reports

Core HubSpot reports across the funnel

1 model, 3 RTOs

Reusable across Greenhouse, EIM & COEX

A reusable, multi-RTO model

Designed as a "cookie-cutter" framework Greenhouse can roll out to EIM and COEX — one build, a group-wide standard.

Manual entry, designed out

Native aXcelerate sync removes the double data-entry that was the team's biggest time sink, with cleaner data for compliance and reporting.

Before & after

What changed for Greenhouse Education

Before

After

Manual, inconsistent processes across the admissions journey
A standardised HubSpot CRM data model
Different interpretations of qualification and pipeline progression
Clearly defined qualification and lifecycle structures
Limited funnel and conversion visibility
Dedicated admissions deal pipelines
Manual movement of data between HubSpot and aXcelerate
Automated ownership, task and process workflows
CRM structures hard to scale across brands and pathways
A native HubSpot–aXcelerate integration framework
Structured funnel and conversion reporting

The client's voice

In their words

“I can see you guys have made some good progress on addressing the feedback and updating the strategy.”

Michael Ruzzi Greenhouse Education

Questions buyers ask

FAQ

Lupo designed a native HubSpot–aXcelerate integration for Greenhouse with field mapping and governance, so enrolment data flows automatically instead of being re-keyed by hand.

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