Case study
From five systems to one record.
Oaklands College had thousands of applicants and no CRM. Now every applicant has one HubSpot record, synced hourly with student records, and hears from the college on WhatsApp as well as email.
+160%same-day applications at the October 2025 open days
The work
Pages that fill open days.
Every open event gets its own HubSpot page, with booking built in, so marketing can see which campaigns bring people through the door.
From five systems to one record
How we rebuilt Oaklands College’s admissions and enrolment on HubSpot, and made WhatsApp measurable inside the CRM.
Disconnected
Thousands of applicants, one unread inbox. Applications sat in ProSolution with no link to marketing, and email reminders went largely unread.
Connected
A custom Azure Function syncs ProSolution every hour, validated and de-duplicated. Everything else is consolidated, one consent record per person.
One record
HubSpot holds contacts, course choices and interviews as structured data. Workflows send paired email and WhatsApp to student and parent.
Measured
35,000+ contacts in one database. 100+ live workflows. Hourly sync, no manual re-entry. Next, a Breeze agent that answers from the record.
Oaklands in numbers
- 3,500active applicants synced from student records
- 13,800course choice records in HubSpot
- 6,400interviews held as structured CRM data
- 100+live workflows built and maintained
- Hourlysync, with no manual re-entry
Oaklands College, academic year 2025/26. Sources: HubSpot portal and Flowella organisation report.
“These projects were all about doing things differently, putting students first, embracing innovation and creating digital experiences that genuinely support their futures.”
Peter HudsonDirector of Admissions, Brand & Customer Innovation, Oaklands College. FE News, 6 February 2026.More work
