Education

MacPhail & Growth: A Symphony of Student Impact with HubSpot Integration

 

MacPhail Center for Music

CHALLENGE

MacPhail needed to unify fragmented systems to streamline student enrollment, reduce friction for instructors, and improve parent communication.

RESULTS

MacPhail reduced admin burden, improved data visibility, and empowered instructors with the tools to better serve students.

KEY PRODUCTS

HubSpot Marketing Hub Professional, HubSpot Sales Hub Professional, HubSpot Service Hub Professional, HubSpot Portal Implementation, Custom Integration

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Enrollment data synced to HubSpot

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Internal systems consolidated into 1 workflow

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Reduction in manual administrative tasks

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CRM adoption across 4 departments

Our partnership with Growth has transformed our operational and marketing strategies, propelling us forward and allowing us to make significant impacts on our students and the broader community.

Beth Warner | Director of Marketing

Customer Overview

MacPhail Center for Music is one of the nation’s largest community-based music education institutions, serving thousands of students annually across multiple campuses and virtual programs. Over the course of several years, MacPhail partnered with Growth to evolve their tech stack—starting with a transition from legacy email tools to HubSpot Marketing Hub, and later migrating from HappyFox CRM and spreadsheets to a more unified system for service and communications.

MacPhail Center for Music

The Challenge

MacPhail’s tech stack was complex—internal teams relied on a mix of disparate platforms for enrollment, CRM, communication, and reporting. This fragmentation slowed down workflows, created inconsistencies in data, and made it harder for staff and instructors to support students. MacPhail needed a custom solution that would integrate with their existing enrollment systems and centralize operational processes inside HubSpot.

The Solution

Growth designed a custom integration between ActiveNet, MacPhail’s student registration platform, and HubSpot. The project focused on syncing enrollment data, reducing manual work, improving internal visibility, and enabling instructors with real-time access to student information.

Key solution highlights:

  • Custom API development to sync student enrollment data
  • Streamlined CRM structure to manage contacts, program assignments, and roles
  • Automated workflows for onboarding, notifications, and renewals
  • Custom dashboards for visibility across operations and instruction
  • Training and enablement to ensure internal adoption across departments

Growth followed a collaborative and iterative development process, beginning with a discovery and mapping phase to understand MacPhail’s current systems and processes.From there, Growth built out the integration using custom middleware, mapping enrollment data to HubSpot properties and objects. The system was tested, refined, and fully implemented alongside team training to ensure smooth handoff and long-term usability.

The Results

With the integration in place, MacPhail experienced a significant boost in operational efficiency. Admin teams could now track enrollments, assignments, and communications in one place—cutting down on manual entry and confusion. Instructors gained better visibility into their students and classes, improving lesson prep and continuity. Parents and guardians benefited from clearer communications and more seamless onboarding. Overall, MacPhail is now operating with greater alignment, improved data accuracy, and better cross-department collaboration.