HubSpot & Student Recruitment Community of Practice
The CSGF HubSpot & Student Recruitment Community of Practice (COP) offers CSGF portfolio members a unique opportunity to engage in a “Master Class” on leveraging HubSpot for student recruitment & enrollment growth. Participants will engage with other charter networks facing similar learning curves as well as experts who can help demystify the HubSpot tool set. Participants will also receive direct consulting from experts who can help implement or develop HubSpot strategies unique to your network.
View the Enrollment CRM Assets and Playbook HERE.
Join the CSGF Slack Channel!
View Participant Details HERE.
As of February 29, 2024
Participating Networks
HubSpot & Student Recruitment Community of Practice
January 2024 - December 2024
Whether your network just signed on to HubSpot or you’re ready to enhance your student recruitment efforts through workflows, automation and customization, this COP will ensure you level up your student recruitment & enrollment efforts. The COP spans from January to December 2024, with a flexible schedule to accommodate participant feedback, ensuring a tailored and impactful learning experience.
View the CSGF Marketing Automation & CRM Vendor Analysis HERE.
Current Program
Webinars
The COP Webinars will aim to instruct networks in broad categories of challenges and opportunities we heard y’all express. Think of these as 101 college classes - we will have a demo/deck and specific “What Will I Learn” objectives. However, we will absolutely build in time for some Q&A and discussion in these webinars. These will be recorded and saved within CSGF’s repository of tools and resources for the broader community.
1. Friday, April 5th: The HubSpot Stack: What you get, what you need and what what are the trade-offs associated with these decisions in our charter-specific setting.
2. April 26, 10am PT/2pm ET: Achieving Excellence Using the Starter Suite in the Charter sector
3. May 3 & May 10: Achieving Excellence: Managing & Converting Leads in the Charter Sector
May 3, 10am PT/2pm: Part 1:
Configuring your HubSpot Instance for the Public Charter School Sector; Establishing a simple recruitment process using HubSpot: Landing Pages, Quick Apply Forms, Automations, Managing Data & Basic Reports
May 10, 10am PT/2pm ET: Part 2:
Using more complex workflows and personalization; Data Integrity & Data Management - keeping contacts and lists organized, removing non-active contacts
4. June 7, 10am PT/2pm ET: Reporting & Communicating Data using HubSpot for Student Recruitment
Case Studies
- Uplift Education: Using HubSpot's Personalized & Differentiated Communications to Optimize Recruitment Campaigns. Case Study HERE.
- Vista College Prep: Leveraging Data Transparency in HubSpot to Strengthen Goal Setting and Forecasting in Resource-Constrained Environments. Case Study HERE.
- Brilla Schools: Optimizing Sales Flow and Lead Generation: How HubSpot Enhances Strategy and Boosts Effectiveness (Coming Soon)
Direct Advisement
With Direct Advisement, you get direct help with specific projects or challenges you are encountering, wherever you are in terms of HubSpot and your overall recruitment strategy. take advantage of this generous support from CSGF. Schedule time with us today to get started!
Workshops
In the COP Workshops we hope to go one layer deeper in certain topics, again based on the input we received. These will be more narrowly focused and will include more sharing of best practices from across the community, and rely heavily on advance input and discussion from the community. You can find the current draft list of potential workshops below, but it will be narrowed down based on demand. Please note that the number of workshops as well as how and when we'll try to organize these is still largely TBD. It may be that we host these at this fall’s convening, or a separate HubSpot mini-convening. There are also a number of existing CSGF resources that speak to many of these topics that we also want to pull in to make sure we are not re-inventing the wheel. All of which is to say, stay tuned on this front!
- Setting Enrollment Targets & Actively Forecasting for Success
- Declining Enrollment & Market Demand: Strategies to adapt
- Attracting more leads - and converting those leads to BIS (Butts in Seats)
- Attrition, Re-enrollment & Retention - tools and systems to put in place to gather and understand powerful data about your families
- Roles & Responsibilities: what is the optimal team for lead generation, nurturing and conversion? Who should do what?
- HubSpot: Reporting & Dashboards
- HubSpot: Structuring Data and Integrating with other systems: SchoolMint, Solving for the Parent-Student Unique Identifier, etc
- HubSpot: Integrating texting into your strategy and platform
- HubSpot: Using lead scoring to prioritize your work
- HubSpot: Additional Tools: Events, Calendar/Scheduling, Outbound Calling
- Training teams on HubSpot - who and when?
- HubSpot: Partitioning your platform for a large network
- Is a CRM & Marketing Automation Platform right for my network and if so, what are the best options?
- Developing a powerful recruitment strategy using a CRM & Marketing Automation Tools: What it looks like.
ABOUT THE CoP
What is a Community of Practice?
A community of practice is an interconnected group of individuals who share a common passion, professional interest, or expertise in a particular field. These communities serve as incubators for knowledge exchange, innovation, and continuous learning, creating a supportive environment where members can collectively enhance their skills, stay abreast of industry trends, and contribute to the evolution of their shared domain.
ABOUT THE CoP
What is the Purpose of this COP?
- Consider this Community of Practice (COP) a “MasterClass” in how to embrace HubSpot and get the most out of it in a charter-specific way
- Learn from other networks who are at similar points in their HubSpot journey
- Learn from experts who have deployed HubSpot for student recruitment and across other departments within charter schools
- Create a shared space and resources for best practices, lessons learned, etc
- Contribute to a knowledge base that focuses on growth and learning, and continues to understand the ROI around HubSpot for the benefit of the overall CSGF community
- Learn and share industry trends, new and upcoming HubSpot features, benefits and challenges.
ABOUT THE CoP
How do I participate?
- In January and February we help Intro Calls with 28 CSGF Networks to understand their top priorities for this COP. If your network did not participate in an Intro Call in January or February, don't worry - its not too late to join! Simply email us at heather@educationinbound.com and we'll add you to our list of participants.
- This COP is open to any network in the CSGF Portfolio. We will collect resources and share broadly with the entire CSGF community. However, it will be most useful for networks who are either on HubSpot or strongly considering it. We will focus largely on using HubSpot to improve student recruitment, but in “direct consulting” time with networks we are happy to talk about and advise on other HubSpot uses across your organization and/or other recruitment and enrollment pain points.
- This COP will include networks with various different levels of experience with HubSpot, from those who are about to or have just launched HubSpot, to those networks who have had HubSpot for several years and are looking to improve and/or expand their use of this powerful tool.
ABOUT THE CoP
What's included?
- Targeted Webinars and Training Videos
Topics will be chosen in collaboration with participants based on feedback from the 1:1 meetings. - Case Studies
We will develop three specific case studies from our work. These case studies can be shared within networks and across the CSGF portfolio. These will also live on the EnrollmentCRM.org portal. - Shared Resources and Communication Channel
Work with your peers and Education Inbound to create shared resources and work together through a shared communication channel. - Direct Consulting
Participating members will automatically receive five hours of direct consulting from Education Inbound; more hours may be available depending on need and the number of networks participating in the CoP.
ABOUT THE CoP
Frequently Asked Questions
How do I join the Community of Practice?
Shoot Heather Lamm an email and we'll get you added to our list!
What if I don't have HubSpot yet?
No problem. Join us and if you decide to take the leap we can help.
What if I’ve been using HubSpot forever? Should I still join?
Yes! We will deliberately have a variety of experience levels so you will be connected to others with similar HubSpot experience and have access to expertise that will help you grow your HubSpot effectiveness and usage.
What if I use another CRM (Salesforce, etc?) Is this COP for me?
You are absolutely welcome to join. While the topics we cover will be overwhelmingly focused on HubSpot there will be some crossover and discussion of more strategic issues. However, we will not be able to support other platforms in our direct consulting hours.
How many people can join from a network?
As many as you want - but direct consulting hours will need to be shared across your network. Anyone who will be involved from your network should join the initial 1:1 call.
Who from my network should be involved?
This will be largely focused on student recruitment and HubSpot, so the people that work in those areas are highly encouraged to participate. Often the team charged with student recruitment will be a combination of people from Marketing and Operations, or from a dedicated Student Recruitment & Enrollment team. However, if your network is using or planning to use HubSpot in other ways (advocacy, staff recruitment, internal communications, etc) there will also be applicable lessons so feel free to include people across other departments.
What is the expected time commitment?
10 - 20 hours over the year
Is there homework?
There will be no required homework, but networks are encouraged to come to each meeting or webinar prepared with questions and examples in order to get the most out of the COP for your network.
Is there a financial commitment for my network?
No. This is offered at no cost to the CSGF portfolio of schools.
What if I can’t attend one or more of the webinars?
All webinars will be recorded and the recordings will be available to all participants.
Who is Education Inbound?
Education Inbound has partnered with CSGF to facilitate this Community of Practice. We offer a range of services to help CSGF’s charter networks implement HubSpot, excel in student recruitment and overall marketing. For a list of our standard services, see here.
ABOUT THE CoP
Meet Education Inbound
Heather Lamm
Co-Founder
Heather has been involved with charter schools in Denver for 18 years most recently as the Chief Marketing, Communications & Advocacy officer at DSST Public Schools. She has a very intimate knowledge of charter school operations, needs, and solutions.
Dustin Brackett
Co-Founder
Dustin has been in the HubSpot ecosystem for over 10 years and is one of only 65 HubSpot Certified Trainers in the US. He has worked in education and with charter school networks for over eight years.
Moira Wiedenman
Consultant
Moira Wiedenman has nearly 15 years of nonprofit marketing and communications experience, most recently as the director of marketing and communications at DSST Public Schools in Denver, Colorado.
Tracey Gifford
Consultant
Tracey has been involved in charter schools in Denver for 11 years, most recently as the Senior Manager of Student Recruitment and Enrollment at DSST Public Schools. She is a leader in creating and navigating no surprise enrollment budgeting and forecasting/planning.