Proposal for Greenhouse Education

Greenhouse education logo

Date: 10 December 2025

Executive Summary

Greenhouse Education is looking to build a scalable Admissions operating model (enquiry → application → enrolment) in HubSpot Sales Pro, aligned to aXcelerate as the system of record for enrolment/compliance. This Phase 1 engagement is designed to produce a repeatable “cookie-cutter” template that can later be rolled out across the wider RTO group (Greenhouse, COEX, EIM) with minimal rework.

 

What We're Solving For

Greenhouse is currently operational but using workarounds and manual steps; the broader group has inconsistent HubSpot/aXcelerate setups, which blocks standardisation and scalable reporting. Your key need is an Admissions MVP that can support core domestic and CRICOS flows, without disrupting operations.

Greenhouse’s website and offering indicates multiple enquiry pathways (course enquiries, traineeships, locations/intakes), reinforcing the need for a structured enquiry-to-enrolment workflow and clear attribution across channels/referrers/agents.

Pain Points and Issues (phase 1)

 
Process fragmentation + inconsistent modelling
  • Admissions process not consistently modelled across brands (and in Greenhouse, currently not strongly deal-driven).
  • Inconsistent definitions of lifecycle, stages, and what “qualified/application/enrolment-ready” means.

Manual handling + duplicate data

  • Manual transfer of lead/application info into aXcelerate creates bottlenecks and risk (especially with CRICOS readiness and agent/referrer flows).

Reporting gaps (agents/referrers, channels, intakes)
  • Limited visibility of performance by lead type, agent/referrer, intake, and stage conversion due to inconsistent data capture and pipeline design.

Integration constraints
  • aXcelerate integration must be designed for data triggers, object mapping, prerequisites etc to avoid future rework. 

Goals (what success looks like)

By the end of Phase 1, Greenhouse will have a signed-off blueprint that:

  • Standardised and scalable Admissions journey in HubSpot using Deals (not just lifecycle stages).

  • Defines a robust, future-proof HubSpot ↔ aXcelerate data model (objects, associations, field definitions, mapping rules, and integration approach).

  • Identify and design the highest-impact automations to reduce admin and duplicate handling (including CRICOS + agents/referrers).

  • Produces a prioritised build backlog so Phase 2+ rollouts across other RTO brands are faster and consistent.

Our Proposal

Lupo-digital-black-blue-logo

Solution

Here's how  we'd like to earn a seat at your table

Primary Objective: HubSpot Setup + aXcelerate–HubSpot Integration

  • The central goal is a seamless integration between HubSpot and aXcelerate to create a single, automated data ecosystem that connects lead capture, enrolment, and student management.

  • Improve the Student Journey

    • Simplify and accelerate the enrolment process.

    • Automate key touchpoints to deliver a smoother, more engaging experience from enquiry to enrolment.

  • Lay the Foundation for Digital Growth

    • Build a scalable marketing and CRM foundation that supports both growth in enrolments and improved sales and marketing efficiency.

    • Develop a structured digital ecosystem to underpin future campaigns, automation, and lead conversion.

  • Strategic Partnership

    • Collaborate closely for ongoing optimisation and growth (not just onboarding and integration).

 

Implementation Approach

A phased “crawl, walk, run” rollout ensures value from day one while laying the foundation for scalable growth.

  1. Crawl – Replace manual processes and connect systems.

  2. Walk – Build automations and dashboards.

  3. Run – Optimise automation and advanced analytics.

Primary Objective: HubSpot Setup + aXcelerate–HubSpot Integration

  • The central goal is a seamless integration between HubSpot and aXcelerate to create a single, automated data ecosystem that connects lead capture, enrolment, and student management.

  • Improve the Student Journey

    • Simplify and accelerate the enrolment process.

    • Automate key touchpoints to deliver a smoother, more engaging experience from enquiry to enrolment.

  • Lay the Foundation for Digital Growth

    • Build a scalable marketing and CRM foundation that supports both growth in enrolments and improved sales and marketing efficiency.

    • Develop a structured digital ecosystem to underpin future campaigns, automation, and lead conversion.

  • Strategic Partnership

    • Collaborate closely for ongoing optimisation and growth (not just onboarding and integration).

 

Implementation Approach

A phased “crawl, walk, run” rollout ensures value from day one while laying the foundation for scalable growth.

  1. Crawl – Replace manual processes and connect systems.

  2. Walk – Build automations and dashboards.

  3. Run – Optimise automation and advanced analytics.

Scope of Work 

Phase 1 - Strategic Planning

Deliverable 1 - Admissions (Deal) Pipelines Solution Planning

Outputs

  • Design Admissions solution in HubSpot 

  • Admissions pipeline architecture (by cohort, e.g., Domestic / CRICOS / B2B).

  • Stage definitions with entry/exit criteria (what must be true to move forward).

  • Required properties & associations (Contact, Company, Deal, and any required custom objects).

  • Lead source & attribution requirements (agents/referrers/channel tagging model).

Key workshop

  • Admissions process mapping workshop (current → target), Pipeline and stage definition workshop (with CRICOS considerations)

 

Deliverable 2 - Automation Solutions Planning (manual & duplicate handling reduction)

Outputs

  • Automation blueprint covering:

    • Lead routing + SLAs (by lead type: CRICOS, domestic, B2B, agent)

    • Task and notification logic

    • Duplicate handling and data hygiene approach

    • Nurture and follow-up framework (where applicable to Sales Pro tooling)

  • Prioritised automation backlog ranked by impact vs effort

 

Deliverable 3 - HubSpot–aXcelerate Integrated Data Mapping Architecture Planning

  • Align HubSpot and aXcelerate around the student journey, starting with core fields, processes and reporting so that deeper technical integration can be added later without major rework.

  • Object mapping recommendation (e.g., organisations ↔ companies, enrolments/booking structures) aligned to known integration patterns.

  • Field mapping matrix (core fields only for Phase 1) including:

    • Master/source-of-truth rules (HubSpot vs aXcelerate)

    • Deduplication rules (email, IDs, naming collisions)

    • Data governance (required fields by stage, validation approach)

Deliverable 1 - Admissions (Deal) Pipelines Solution Planning

Outputs

  • Design Admissions solution in HubSpot 

  • Admissions pipeline architecture (by cohort, e.g., Domestic / CRICOS / B2B).

  • Stage definitions with entry/exit criteria (what must be true to move forward).

  • Required properties & associations (Contact, Company, Deal, and any required custom objects).

  • Lead source & attribution requirements (agents/referrers/channel tagging model).

Key workshop

  • Admissions process mapping workshop (current → target), Pipeline and stage definition workshop (with CRICOS considerations)

 

Deliverable 2 - Automation Solutions Planning (manual & duplicate handling reduction)

Outputs

  • Automation blueprint covering:

    • Lead routing + SLAs (by lead type: CRICOS, domestic, B2B, agent)

    • Task and notification logic

    • Duplicate handling and data hygiene approach

    • Nurture and follow-up framework (where applicable to Sales Pro tooling)

  • Prioritised automation backlog ranked by impact vs effort

 

Deliverable 3 - HubSpot–aXcelerate Integrated Data Mapping Architecture Planning

  • Align HubSpot and aXcelerate around the student journey, starting with core fields, processes and reporting so that deeper technical integration can be added later without major rework.

  • Object mapping recommendation (e.g., organisations ↔ companies, enrolments/booking structures) aligned to known integration patterns.

  • Field mapping matrix (core fields only for Phase 1) including:

    • Master/source-of-truth rules (HubSpot vs aXcelerate)

    • Deduplication rules (email, IDs, naming collisions)

    • Data governance (required fields by stage, validation approach)

Scope of Work 

Phase 1 - Implementation Bucket

A contained delivery bucket to implement the highest-value items immediately after Phase 1 sign-off:

  • Implementation of phase 1 strategic deliverables 

Note:

  • This bucket is intentionally capped. Anything beyond the agreed deliverables becomes a Phase 2 quote
  • The bucket can be topped up at any time
  • Any credit can be carried over to phase 2

A contained delivery bucket to implement the highest-value items immediately after Phase 1 sign-off:

  • Implementation of phase 1 strategic deliverables 

Note:

  • This bucket is intentionally capped. Anything beyond the agreed deliverables becomes a Phase 2 quote
  • The bucket can be topped up at any time
  • Any credit can be carried over to phase 2

Indicative Timeline

  • Week 1–2: Workshops + process mapping + pipeline blueprint

    • Week 1 > December
    • Week 2 > 12- 16 January

  • Week 3–4: Data architecture plan + field mapping sign-off

    • Week 3 > 19 - 23 January
    • Week 4 >  26 - 30 January

  • Week 5: Automation blueprint + prioritised backlog

    • Week 5 > 2 - 6 February

  • Week 6-7: Execute agreed deliverables under the implementation bucket

    • Week 6 >  9 - 13 February
    • Week 7 >  16 - 20 February

Exact dates depend on stakeholder availability 

Process and Project Management

 

A complete, in-house and on-tap team of deeply knowledgable and experienced HubSpot, related platforms and technology experts, on-demand and at a fraction of the cost of hiring, maintaining and managing these resource, by yourself.

 

Resourcing, Timeline & Implementation Plan

How we control, simplify and deliver, on time, on budget!

How it works

  1. Work jobs are split into task line items, conducted by 1 Lupo team member Resource
  2. Tasks are allocated time to complete as a measure of 1 value-of-time per point: 1 points = 1 hour(60 minutes), 0.5 = 30 mins, 0.25 = 15 mins, 0.08 = 5 mins and so on...
  3. Each Resource captures and records time per task (in minutes expressed as points eg: 90 minutes = 1.5 points)
  4. Points used per task line item are charged relative to  Lupo's Resource rate per hour, as per Lupo's Rate card (shared in this proposal).
  5. Every point per line item per job is aggregated weekly and reported internally monthly (available to clients, if required on request).

This proprietary system provides 100% transparency and real time reporting.

Minimal fees cover the huge efficiency and on-time delivery our tried, tested and continually optimised system, provide our clients.

Project Management Software

We employ a highly customised and proprietary bespoke technology called

clickup logo@2x

 

Quotation Summary

Phase 1 Strategic Planning

HubSpot Onboarding

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Total Excluding Tax AU$0.00
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Total AU$0.00

 

Phase 1 strategic planning - invoice payment terms and schedule of payments:

Invoice payment on billing options below is 7 Days as per Lupo Digital Terms of Service. 

Billing 

  • 50% up-front
  • 50% at completion and hand over

 

Quotation Summary

Phase 1 Implementation Bucket

Ongoing Support

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AU$0.00
Total Excluding Tax AU$0.00
Tax 0.00
Total AU$0.00

 

Phase 1 bucket - invoice payment terms and schedule of payments:

Invoice payment on billing options below is 7 Days as per Lupo Digital Terms of Service. 

Billing 

  • 100% up-front
  • Valid for 12 months

Risks Section

Risk Mitigation

Lupo Digital will apply structured risk management practices to proactively identify, manage, and minimise risks throughout the project.

  • Confirm system access and credentials during project initiation; assign Greenhouse Education IT point of contact
  • Implement a formal change control process (see next section) with documented approvals
  • Review and sign off all data flows with compliance lead; apply HubSpot’s built-in privacy and permission controls

Change Control and Process

Change management is essential for maintaining scope alignment, quality, and timeline integrity.
Lupo Digital will use a structured, traceable process to manage changes throughout the project.

Change Request Procedure

  1. Initiation: Any change to scope, requirements, or deliverables must be raised in writing via a Change Request Form (CRF).

  2. Assessment: Lupo Digital reviews the request to assess:

    • Impact on scope, schedule, and cost

    • Technical feasibility

    • Dependencies or risks introduced

  3. Recommendation: A formal impact summary is presented to Greenhouse Education for decision.

  4. Approval: No change proceeds without written approval from both parties.

  5. Implementation: Once approved, the change is integrated into the project plan, and status updates are reflected in the weekly governance meeting.

Version Control and Documentation

  • All changes are logged in a shared change register.

  • Updated process maps, configurations, and integration logic will be version-controlled and stored in Greenhouse Education shared project workspace.

Communication Flow

  • Minor changes (no time/cost impact) may be approved by the Project Manager.

  • Major changes require sign-off from the Greenhouse Education Project Sponsor and Lupo Digital Account Director.

Out-of-Scope Work and Risk Disclosure

  • Any work outside the agreed scope will be flagged immediately.

  • Before proceeding, real-time client approval will be sought, including a clear outline of the time, cost, and delivery impact.

  • If timely agreement cannot be reached, project delivery may be paused to prevent unapproved costs or scope creep.


Escalations and Governance

To ensure accountability, transparency, and proactive issue resolution, the following governance model will apply.

 

Role Organisation Responsibilities
Project Sponsor Greenhouse Education Executive oversight, final approval of scope and deliverables.
Project Lead / CRM Champion Greenhouse Education Day-to-day decision-making, requirements validation, internal communications.
Technical Lead Lupo Digital Integration architecture, data mapping, API configuration, and testing.
Project Manager Lupo Digital Schedule, resources, communication, reporting, and change control.
Account Manger Lupo Digital Escalation point, strategic alignment, and stakeholder liaison.

Next Step

×

Accept Lupo’s Terms of Service and this Proposal

About Lupo

Based in Australia, Lupo Digital is a digital growth agency and accredited HubSpot onboarding, solutions and training partner. Lupo specialises in roviding comprehensive digital solutions and transformation, focusing on inbound marketing strategies, CRM, Sales and HubSpot services. Lupo help medium to large size businesses grow to the next level by transforming their marketing, sales and how they service prospects (leads) and customers leveraging world-class strategy frameworks, precisely targeted campaigns and HubSpot technology.

Lupo services include digital strategy and consulting, marketing campaign execution, website design and optimisation, lead generation (including paid media and SEO), sales, CRM optimisation and integration and customer service solutions.

Lupo is recognised as a premium HubSpot Platinum Solutions Partner as well as an Accredited Onboarding Solutions Partner. Lupo Digital caters to a diverse range of industries, including education, financial services, SaaS, manufacturing, technology, and legal sectors. Lupo provide tailored solutions to meet the unique needs of each industry, ensuring effective digital transformation and business growth.

Lupo Digital Services, Solutions, Technology and Execution

 

Digital Strategy & Consulting Services

The right Plan to get results and achieve your goals.
 

Marketing
Campaigns

Multi-channel, full-funnel campaigns setup and tracked the right way, to deliver excellent ROI.
 

Paid Media
and Ads

Results across paid ads, search and social lead generation, retargeting and re-marketing.
 

SEO

Search Engine optimisation

Optimise your website and improve traffic, ranking, sales and leads quality and quantity.
 

Sales & CRM
Optimisation

A Sales Operating System to maximise sales performance through customised CRM, Sales Playbook and an aligned Sales Team.
 

Customer Service
and Success

Improved service and nurture of customers to retain business and increase referrals.
 

HubSpot  
and Services

HubSpot Solutions Partners to set up and configure the HubSpot platform, plus integration, websites, and Certified HubSpot customised training and coaching.
 

Websites

Websites built on HubSpot’s CMS, with built-in optimisation and SEO tools.
 

Creative Services

Customised, cost-effective and professional creative graphic design and video post-production solution, at your service.
 

API + Integrations

Integrate your Tech-Stack, HubSpot and platforms to re-define your digital ecosystem for growth

We aim to deliver one win at a time and if you're happy with results we roll over from there...

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