The Challenge
Merit’s registration system and HubSpot CRM were disconnected, creating time-consuming manual work for staff and introducing significant data accuracy issues. Student contact records often lagged behind, appeared in duplicate, or lacked essential program data—making personalized communication and program planning difficult. They needed a seamless solution that could automate data flow and sync registration systems with HubSpot to ensure accurate records in real time.
The Solution
Growth partnered with Merit to integrate their student registration platform, SmartRec Amelia, directly into HubSpot using Zapier as the middleware automation layer. This strategic integration enabled real-time syncing of contact records and eliminated manual data entry bottlenecks. Zapier workflows were configured to detect enrollment activity, enrich HubSpot contact records with updated fields, and automate key communications. The result was a reliable, automated data pipeline between registration and CRM—freeing staff from tedious admin and creating more space for strategic, high-impact work.
The integration was executed in phases, beginning with mapping existing registration fields to HubSpot properties. Growth then built a series of customized Zapier workflows that synced student enrollments and updates directly into HubSpot in real time. After QA testing, the system was launched and refined to include error-handling logic, automation for internal alerts, and training for staff to ensure long-term ownership.
The Results
With the integration live, Merit’s CRM instantly reflected accurate, real-time student data from their registration system. Staff no longer needed to perform manual uploads or fix mismatched records, and communication workflows now triggered automatically based on the latest information. Instructors and admin teams reported clearer visibility into student enrollment and program status, enabling more timely, tailored communications. The overall result was a leaner, more reliable CRM—and more time for staff to focus on student experience, not spreadsheets.
