A school network that grows by opening campuses tends to accumulate admissions processes rather
than scale one. Each campus hires an admissions lead, each lead builds what they need, and
within two intakes the network has five processes, five spreadsheets and no comparable numbers.
Why it happens, and why it is expensive
It happens because a campus opening is urgent and standardisation is not. The cost shows up
later, in three places. Nobody can say which campus converts best, because the stages are
defined differently. Nothing built at one campus transfers to the next, so every opening pays
the setup cost again. And a family enquiring about two campuses is two records that never meet.
The last one is the most damaging and the least visible: the network competes with itself for
a family that would happily have chosen either site.
One process, reported per campus
The fix is not centralising the people. Admissions is local and should stay local. It is
centralising the definitions — what counts as an enquiry, what counts as an application, what
the stages are and when a record moves — so that one process runs everywhere and the reporting
splits by campus rather than the process splitting.
Then a campus opening is a configuration, not a rebuild, and the network can see which site
needs help before the intake closes rather than after.
The evidence
Innova Schools México paired HubSpot with Algebraix to rebuild admissions on this shape. Between
January and July 2024 the programme recorded 1,872 customers, from 25,740 new contacts and
737,811 sessions, and the growth supported two new campuses. The full account is in the
Innova Schools México case study.
Our HubSpot support plans cover this kind of operations work, and there are
more results in our case studies.