Managing contacts across their full recruitment to alumni journey can be challenging, especially when data is scattered across multiple systems. Without a clear view of key metrics, it’s difficult to identify trends, optimize recruitment efforts, and make informed decisions. This is where HubSpot’s CRM for Education becomes a game-changer. With its robust dashboards and reporting tools, educators can track everything from recruitment conversion rates to specific program enrollments and manage alumni donations and engagement —all in one place.
Whether you’re an admissions officer, marketing director, or administrator, you need easy-to-use reporting to monitor real-time data, identify opportunities for growth, and improve your contact management process. Let’s explore some of the most valuable reports educators can create to gain actionable insights.
Knowing where your leads are coming from is vital to ensure that you’re investing your marketing budget in the right places.
Can also be broken down to show only converted students to see if the top lead sources are also the top conversion sources.
If you have a good lead-gen strategy in place for your potential recruits (brochure download, pre-admissions quiz, ROI calculator, etc.) you’ll end up with a lot of leads in your CRM. Using some good Nurture Workflows for Education gives you the ability to have multiple touchpoints with these warm leads and the insights to know which touchpoints are working to convert those recruits into students.
This also helps to inform how many touchpoints are ideal for your workflow. One of our education clients had a series of 5 follow-up email and was surprised when we added additional emails that the new 6 & 7 emails had a very high click rate. This can also inform you on where you need to swap your email order - if you’re seeing high unsubscribes from a particular email, revise it or move it to later in the workflow.
Knowing how well your recruitment team is converting leads to students is important to inform your marketing strategy and budget to how many leads you need to generate. Conversion funnels can be used to assess the performance of your admissions team as a whole but can also be broken down by program to identify if there are particular programs that are harder to close.
Easily create program enrollment reports that show enrollments for different programs, show year over year variances in program enrollment and show the overall cohort enrollment by year or program.
This enrollment data can be layered with other contact data giving you insights on things like enrollment by gender, in-state vs out-of-state enrollments, returning students and more. Any piece of data you’re collected can be overlaid in your reports.
Are you students completing their courses? For programs with online registrations and self-study options, these completion rates can be very low. Keeping track of who is completing their courses - and who isn’t - can help to trigger engagement reminder emails and updates for your students.
This program has a Scheduled Exam sitting each quarter. This report helps us identify who has not yet registered for the exam so we can ensure they do before their course period expires.
Are students accessing your LMS? Have they been submitting their work? Are they actively checking their emails? Leveraging these metrics, and others, we can build a Student Health chart to gauge which students are very engaged, which are showing average activity levels, and which ones are at-risk of falling behind or dropping out. These At-Risk Student charts can be built on a per-class, per-department and school-wide basis for active programs to allow you to identify if there are particular programs that students struggle with more than others.
Having a centralized data source for your recruits, students, and alumni allows you to generate more in-depth reports and to do it quickly. Dashboards update in real time and you can create the dashboard each stakeholder needs so they can check on these numbers whenever they want without having to use additional resources to do it.
We’ve helped implement HubSpot for Education institutions big and small and would love to help your organization as well. Please contact us and we can evaluate if HubSpot is a good fit for your school.