HubSpot Childcare Enrollment Pipeline Setup
Budget: $25 – $150 USD
I need an experienced HubSpot specialist to build a seven-step enrollment pipeline for my child-care center. Each stage should automatically move a family from initial inquiry through to confirmed start date while giving my team total visibility on every lead.
Here’s what the finished workflow must do:
• Seven clearly named pipeline stages that mirror our current enrollment process.
• Automated emails triggered at key points—enquiry received, tour scheduled, follow-up, wait-list notice, enrollment offer, contract sent, and welcome pack.
• Task reminders for my staff when a manual action is required (call, tour, document collection, payment confirmation, first-day prep).
• Full lead-tracking dashboards so I can see conversion rates and bottlenecks at a glance.
• Seamless integration with our communication tools (we use Slack and would like the option for SMS via Twilio or a similar service) so updates and reminders appear where my team already works.
Acceptance criteria
1. I can enter a new lead and watch it flow through all seven stages without manual intervention except at designated task points.
2. All automated emails pull the correct personalization tokens (child name, guardian name, tour date, etc.) and log in the contact record.
3. Slack/SMS notifications trigger exactly when a task is created or a stage is changed.
4. Pipeline reports show real-time counts, conversion percentages, and average days in stage.
5. You supply clear, step-by-step documentation (or a short Loom walkthrough) so my staff can edit emails, add users, or tweak stages later.
If you have built similar HubSpot workflows—especially in education or childcare—let me see an example, and tell me roughly how long this setup will take once you have access.
Here’s what the finished workflow must do:
• Seven clearly named pipeline stages that mirror our current enrollment process.
• Automated emails triggered at key points—enquiry received, tour scheduled, follow-up, wait-list notice, enrollment offer, contract sent, and welcome pack.
• Task reminders for my staff when a manual action is required (call, tour, document collection, payment confirmation, first-day prep).
• Full lead-tracking dashboards so I can see conversion rates and bottlenecks at a glance.
• Seamless integration with our communication tools (we use Slack and would like the option for SMS via Twilio or a similar service) so updates and reminders appear where my team already works.
Acceptance criteria
1. I can enter a new lead and watch it flow through all seven stages without manual intervention except at designated task points.
2. All automated emails pull the correct personalization tokens (child name, guardian name, tour date, etc.) and log in the contact record.
3. Slack/SMS notifications trigger exactly when a task is created or a stage is changed.
4. Pipeline reports show real-time counts, conversion percentages, and average days in stage.
5. You supply clear, step-by-step documentation (or a short Loom walkthrough) so my staff can edit emails, add users, or tweak stages later.
If you have built similar HubSpot workflows—especially in education or childcare—let me see an example, and tell me roughly how long this setup will take once you have access.