Spartan College of Aeronautics and Technology needed to modernize how they managed prospective students and enrollments across admissions, marketing, and student management.
Their legacy education CRM, Velocify, had been patched by multiple IT teams over the years. These band-aid solutions created a tangle of middleware, manual workarounds, and brittle processes that made troubleshooting slow and painful.
We partnered with Spartan to migrate their admissions workflows into HubSpot, establish a higher-ed-ready architecture, and lay the groundwork for a deeper integration with their Student Information System (SIS).
Spartan’s admissions and enrollment operations ran on a legacy CRM that no longer fit the needs of a growing higher education institution.
Velocify sat at the center of a tech stack that had been extended and patched with temporary solutions, leaving teams dependent on middleware and custom fixes that were difficult to maintain. This fragmented setup slowed down day-to-day work and made it hard to get a clear, reliable view of prospective students across the funnel.
Spartan also needed to prepare for a future state in which HubSpot would work hand-in-hand with their SIS, but their current architecture wasn’t designed to support that kind of integration. Any new solution had to reduce complexity, improve data reliability, and create a scalable foundation for long-term growth in admissions and enrollment operations.
To streamline Spartan’s EduTech stack and build a more cohesive ecosystem for admissions and enrollment, we led the migration of their admissions processes off Velocify and into HubSpot. This involved translating legacy workflows into HubSpot-native processes while preserving the core functionality that admissions teams relied on day to day.
We started by mapping how the ideal admissions process should work inside HubSpot, from inquiry through application and enrollment. This process mapping work ensured that the new architecture would support accurate tracking of applications and enrollments, with data structures and objects configured to handle student records and related custom objects.
Training was also a critical component of the project. As part of the migration, we designed and delivered an admissions training program to help Spartan’s team adopt HubSpot with confidence. This included SOP documentation to standardize best practices and live training sessions for admissions reps so they could navigate the new system, follow updated processes, and effectively use HubSpot in their daily work.
This migration gave Spartan a modern, HubSpot-based architecture tailored to higher education admissions and enrollment. Key outcomes included:
With a modern CRM foundation in place, Spartan is better equipped to manage the student journey, reduce operational friction, and continue evolving their tech stack around HubSpot as they grow.
If your legacy CRM is holding you back, let’s talk migration. Get in touch.