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Fill your intakes, from first contact to enrolment

Copernic builds HubSpot around your admissions journey: every contact from a fair, an open day or a form tracked and followed up at the right time.

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HubSpot Elite Partner
800+ clients supported
10+ years of HubSpot expertise
Your challenges

Leads at every fair.
No one to follow them up.

Campaigns, brochures, fairs, open days, calls, applications, follow-ups, admission files: student recruitment multiplies touchpoints. Without a structured CRM, you lose track of candidates between two steps.

Copernic expert auditing HubSpot data
01. Acquisition

Do you really know which campaigns fill your intakes?

Paid media, SEO, fairs, open days, partners or brochure downloads generate candidates of varying quality. We connect acquisition source, engagement, application and enrolment to measure the channels that really drive recruitment.

 

Observable signal

You know how many leads each campaign generates, but far less how many become applicants and then enrolled students.

HubSpot workflow expert
02. Candidate journey

How many candidates are lost between first contact and enrolment?

A candidate can pile up interactions before submitting an application. We structure stages, statuses, next actions and qualification rules so Admissions teams know where each candidate stands.

 

Observable signal

Teams still have to cross-check the CRM, the application platform and spreadsheets to work out which candidates to follow up, and why.

Consultant auditing CRM processes
03. Marketing Automation

Do your candidates get the right follow-ups at the right time?

Open days, brochures, incomplete applications, admission, deadlines or enrolment can each trigger different journeys. We build automation based on the programme, the campus, the status and the candidate's behaviour.

 

Observable signal

Many follow-ups still rely on one-off campaigns or manual lists, regardless of the candidate's real progress in their journey.

Copernic expert in HubSpot reporting
04. Multi-school & multi-programme

Does your CRM really understand your academic organisation?

One group can bring together several schools, campuses and hundreds of programmes. A candidate can also show several interests. We structure HubSpot to represent this complexity without needlessly duplicating contacts or exposing the wrong data to teams.

 

Observable signal

Teams create different properties, lists or pipelines to make up for an architecture that cannot properly represent schools, campuses, programmes and candidate interests.

Copernic consultant in HubSpot CRM architecture
05. Systems & Data

Does your CRM really talk to your student information systems?

Website, CRM, application platform, ERP/SIS, LMS or event tools must exchange some data. We define sources of truth, objects and sync rules to avoid breaks in the candidate journey.

 

Observable signal

A change in a candidate's status in one system is not automatically reflected in the tools used by Marketing or Admissions.

Copernic experts in HubSpot adoption
06. Steering

Do you know why an intake fills up... or doesn't?

Lead volume is not enough. We structure the metrics to track applications, admission rate, enrolments, conversion, acquisition cost and performance by programme, campus or source.

 

 

Observable signal

Leadership has an overall view of enrolments, but struggles to see at which stage of the funnel, or on which programme, conversion drops.

Higher education CRM

What is a CRM for higher education?

A Higher education CRM centralises the interactions between an institution, its prospects and its candidates, from the first marketing touch to enrolment.

Student information software manages the enrolled student: administrative enrolment, courses, grades, academic path. The CRM runs recruitment: acquisition, events, applications, communications, follow-ups and conversion tracking.

  Student recruitment
  Admissions
  Marketing Automation
 Systems & Data

A candidate hesitates. An adviser calls back.

In 30 minutes, we analyse your candidate journeys, your tools and your admissions processes to identify the main friction points and the priorities for your higher education CRM.

Industry expertise

A school has no customers.
It has candidates.

The HubSpot Higher Education Industry Specialist badge recognises partners with a proven track record in higher education: business expertise, tailored set-ups and client references in the sector.

At Copernic, it builds on projects delivered for school groups and institutions. We fit HubSpot to your recruitment processes, campuses and programmes, rather than imposing a generic model.

Student recruitment Candidate nurturing Admissions steering

Our services

Six levers.
One candidate journey.

We work on the building blocks that drive performance: CRM strategy, acquisition, admissions, Marketing Automation, integrations and steering.

Build a model that fits your academic organisation

We define a model able to represent candidates, interests, schools, campuses, programmes and paths. Properties, associations, teams and access rights are structured around how institutions actually work.

What we see

A contact-only CRM quickly hits its limits in a multi-school group. You need to represent several interests and journeys without duplicating candidate data.

Multi-school
Data model
Governance
Explore our CRM Strategy expertise

Measure the channels that fill your intakes

We structure sources, campaigns, forms, events and attribution to measure which levers really generate applications and enrolments.

What we see

Optimising only for cost per lead can lead you to spend more on campaigns that bring in lots of contacts but few enrolled students.

Acquisition
Attribution
Marketing ROI
Generate more qualified leads

Follow every candidate through to enrolment

We model the different recruitment stages: lead, candidate, application, eligibility, admission, confirmation and enrolment, according to each institution's own processes.

What we see

The pipeline must reflect real changes in the journey. Without shared statuses and rules, Admissions teams quickly end up with different views of the same candidate's maturity.

Admissions
Candidate pipeline
Conversion
Structure your admissions process

Automate journeys by candidate profile and status

We design workflows around open days, brochures, programmes, incomplete applications, admissions or enrolment reminders, with content fitted to the context.

What we see

The most effective scenarios combine the programme of interest, the campus, the candidate status and recent interactions.

Nurturing
Workflows
Personalisation
Explore our Marketing Automation expertise

Connect HubSpot to your education ecosystem

We connect HubSpot to application platforms, student information systems (SIS/ERP), LMS, event tools and other business applications through connectors, API or middleware.

What we see

HubSpot must not become a student information system. The right architecture identifies which data stays in each tool and which data recruitment and the candidate relationship need.

SIS / ERP
LMS & applications
API & Data
Explore our Integrations & Data expertise

Steer how each programme fills

We structure the metrics to track leads, applications, admissions, enrolments, conversion and acquisition cost by programme, campus, school or source.

What we see

Reporting becomes truly useful when it takes you from a broad question, “how many enrolled?”, to an operational one: “where are we losing candidates, and on which programme?”

Admissions
Student CAC
Performance
Make your CRM reporting reliable
Camille, HubSpot Project Manager at Copernic
Every candidate has a status.
Every team knows what to do.
Camille · HubSpot Project Manager
Case study

One multi-centre HubSpot.
Acquisition at scale.

Around thirty centres, different practices in each one, a single HubSpot portal to put in order.

 
Médisup logo in white
 

From 90 manual emails a week to automated journeys

Médisup already used HubSpot, but each centre had gradually built its own properties and practices. The central Marketing team spent up to 20 hours a week preparing event communications by hand.

Higher education Multi-centre network Marketing Automation

Automate events to convert more candidates

Context

A large volume of events and communications to manage across a network of around thirty centres, with inconsistent, heavily manual processes.

Challenge

Cut the time needed to promote events while improving personalisation, governance and candidate tracking.

What we did

Copernic centralised the event objects and built dynamic templates, reusable workflows and automatic student / parent segmentation.

Result

Preparation time went from 20 h to 2 h a week, with +8% admissions conversion and 1,400 event registrations.

See the Médisup project →

What clients say

Demanding schools.
Tailored support.

A well-supported HubSpot migration

“They professionally carried on the mission to migrate to HubSpot and guided us through multiple trainings and follow up sessions. I highly recommend the team.”
H. LaaroussiEDHEC Business School · Education

Our challenges well understood

“An efficient, friendly and professional collaboration. A very good grasp of the company's specific challenges and highly appreciated responsiveness.”
B. PascualEducalis · Education

More than training, real guidance

“Great ability to adapt to the client's context, sales and marketing strategy. Beyond training, truly tailored guidance.”
J. DeroutEM Normandie Compétences · Education

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Reviews translated from French

Artificial intelligence

Months of exchanges.
A summary before the call.

Emails, forms, calls, applications: every future student leaves months of traces. AI helps you put that context to work, cut manual tasks and focus Marketing and Admissions on the candidates waiting for action.

AI in marketing production
01

Sum up the candidate journey

A candidate can pile up months of interactions, events and exchanges. AI can sum up the available information before a call or an interview.

02

Speed up campaign creation

Emails, programme-specific variants, event content or follow-up messages can be prepared faster to cut marketing production time.

03

Surface the candidates to follow up

As volumes grow, some behaviours get hard to spot by hand. AI can help bring out signals or changes that deserve the Admissions teams' attention.

04

Use candidate conversations

Calls, emails and forms contain information on motivations, hesitations, questions and programmes of interest. AI makes it easier to use them to enrich what the CRM knows.

HubSpot expertise

From the fair to enrolment.
One platform.

HubSpot brings together acquisition, campaigns, admissions, automation and data in one environment, connected to application and student information tools. A real asset for long journeys rich in interactions.

01. Acquisition & events

Centralise every candidate entry point

HubSpot brings together interactions from the website, forms, campaigns and events to understand how a prospect discovers the institution and moves towards it.

Forms : centralise information requests and downloads.
Forms : centralise information requests and downloads.
Campaigns : link marketing actions to the candidates they generate.
Campaigns : link marketing actions to the candidates they generate.
Events : track open days, fairs and other in-person or digital interactions.
Events : track open days, fairs and other in-person or digital interactions.

AI built into HubSpot

Breeze makes it easier to use the CRM context and prepare content tailored to each journey.

Contact record - higher education
Lead scoring
02. Admissions & candidate journey

Structure every step through to enrolment

HubSpot can represent the different recruitment statuses and associate candidate, programme, campus and interactions according to the chosen data model.

Pipeline : track the stages of the admissions journey.
Pipeline : track the stages of the admissions journey.
Tasks : organise follow-ups and next actions.
Tasks : organise follow-ups and next actions.
Automation : trigger actions when a status changes.
Automation : trigger actions when a status changes.

AI built into HubSpot

AI features can sum up the context and make it easier to prepare the next interactions with the candidate.

03. Marketing Automation

Personalise recruitment journeys at scale

HubSpot lets you build segments and workflows based on school, programme, campus, candidate status and interactions to tailor every communication.

Nurturing : support candidates through long decision cycles.
Nurturing : support candidates through long decision cycles.
Open days : automate invitations, confirmations and reminders.
Open days : automate invitations, confirmations and reminders.
Admissions : tailor communications to the application's progress.
Admissions : tailor communications to the application's progress.

AI built into HubSpot

AI tools speed up the creation and adaptation of marketing content for each context.

education marketing campaign
Sync HubSpot with your education information system
04. Data & integrations

Connect HubSpot to your education information system

HubSpot can connect to the tools that shape the candidate's and student's life, so that the data Marketing and Admissions need can flow.

Connect SIS, student ERP and application platforms.
Connect SIS, student ERP and application platforms.
Sync HubSpot with Salesforce, LMS or business applications.
Sync HubSpot with Salesforce, LMS or business applications.
Structure access rights for multi-school and multi-campus organisations.
Structure access rights for multi-school and multi-campus organisations.

AI built into HubSpot

AI relies on the data coming from your tools: the more accurate it is, the more useful its analysis.

Copernic in numbers

Every intake counts.
So do our numbers.

The track record of a HubSpot Elite partner, working for your admissions.

800+clients supported
1,200HubSpot hubs implemented
130HubSpot certifications
4HubSpot accreditations
Talk to an expert

Key takeaways

Your admissions have a peak.
Your organisation, a plan.

A candidate discovers a school months before enrolling: open days, brochures, several programmes, several contacts.

A Higher education CRM built to perform follows each candidate over time, automates journeys, structures admissions and ties Marketing to actual enrolments.

  • Centralise candidates, interests, programmes, campuses and interactions.
  • Structure the journey from lead to enrolment.
  • Automate open days, follow-ups, nurturing and incomplete applications.
  • Manage multi-school, multi-campus and multi-programme organisations.
  • Connect HubSpot to the SIS, student ERP, LMS and application tools.
  • Steer acquisition cost, conversion, admissions and how intakes fill.

FAQ: higher education CRM and HubSpot

What is a higher education CRM?

It is the tool that follows every prospect and candidate, from first contact to enrolment: sources, events, applications, follow-ups and conversion.

Why use a CRM in higher education?

A CRM lets you centralise candidates, automate communications, structure admissions and measure recruitment performance in an environment shared by Marketing and Admissions.

What is the difference between a CRM and a student information system?

Student information software manages students once enrolled. The CRM manages everything before that: acquisition, applications, admissions and the relationship before enrolment.

Is HubSpot a good fit for higher education?

Yes. HubSpot brings together Marketing, automation, candidate management, reporting and data, while connecting to application and student information tools. Copernic is also a HubSpot Higher Education Industry Specialist.

How do you manage admissions with HubSpot?

HubSpot can structure the candidate journey through statuses, pipelines, properties, associations and workflows, fitted to each step of the institution's admissions process.

How do you manage several schools or campuses in HubSpot?

You can structure the CRM with teams, permissions, pipelines, properties and associations fitted to each entity, while keeping shared governance at group level.

How do you manage several programme interests for the same candidate?

The CRM model must separate the person from their different interests. Depending on complexity, this can rely on associations, custom objects or other suitable data structures.

How do you automate candidate follow-ups?

Workflows can trigger emails, tasks or notifications based on the programme, application status, last interaction or event attendance.

How do you manage open days with HubSpot?

HubSpot can manage registrations, confirmations, reminders, segmentation and event reporting. It can also connect to an external tool such as Eventbrite, as in the EDHEC project.

How do you connect HubSpot to a student information system?

Depending on the system, the integration can rely on an API, middleware, Data Sync or an existing connector. First define the data you need and each system's sources of truth.

Can HubSpot connect to Salesforce in higher education?

Yes. HubSpot and Salesforce can be synced according to the chosen architecture to unify marketing and sales data.

Which KPIs should you track for student recruitment?

Key metrics include leads generated, applications, admission rate, enrolment rate, conversion by stage, student acquisition cost and performance by programme, campus or source.

How do you measure a school's marketing ROI?

You need to connect campaigns and acquisition sources to applications, then to enrolments, to go beyond cost per lead and measure the channels that really help fill intakes.

How do you use AI in a higher education CRM?

AI can help sum up candidate journeys, prepare communications, use conversations and surface situations that call for a follow-up, based on the data available in the CRM.

How does Copernic support higher education institutions?

Copernic works on CRM strategy, acquisition, admissions, Marketing Automation, multi-school architectures, systems integrations, data and reporting to fit HubSpot to real recruitment processes.

Other industries

Other industries, other rules.
The same method.

Real estateHubSpot badgeSoftware and SaaSHubSpot badgeBanking and insuranceCopernic expertiseManufacturingCopernic expertiseTransport and logisticsCopernic expertiseE-commerce and retailCopernic expertiseB2B servicesCopernic expertise

All industries

Fewer applications on hold. More students enrolled in September.

Build HubSpot to connect Marketing and Admissions, automate journeys and turn more candidates into enrolled students.

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