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John Wood Community College

Case Study: John Wood Community College - Banner, Box, and HubSpot integration

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Introduction

 

John Wood Community College, based in Quincy, Illinois, needed an efficient integration for their HubSpot Marketing and Banner solutions to synchronize applicant data based on the application and registration process. This case study details how SyncMatters (formerly IntegrateHQ) helped achieve this integration, streamlining their data processes and improving marketing efficiency.

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The Challenge/
Opportunity

 

John Wood Community College faced several challenges with their existing setup:

  • Manual Data Processing: The college performed manual data validation and import from Banner to HubSpot, which was time-consuming and prone to errors.
  • Data Matching Issues: Matching and consolidating applicant data against existing HubSpot contacts was complex, particularly when applicants used different emails in different systems.
  • Real-Time Data Requirements: The college needed to synchronize data accurately and in real-time to track application and registration statuses effectively

Why JWCC Chose SyncMatters

 

SyncMatters (formerly IntegrateHQ) was chosen for their expertise in integrating data systems and their advanced middleware solution, which was specifically designed for HubSpot optimization.

Their ability to automate complex data processes and improve data accuracy made them the ideal partner for John Wood Community College.

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How SyncMatters Responded

 

SyncMatters developed a custom integration solution using their integration middleware:

  • Automated Data Processing: Daily automated Argos export data were sent as CSV files to an IntegrateHQ email account. These files were then processed, manipulated, and synchronized with HubSpot.
  • Data Matching and Synchronization: The integration ensured accurate matching of Banner applicants with existing HubSpot contacts, using structured date fields to recognize the college term and correct date formats.
  • Custom Notifications: The system provided daily progress reports on conflicting match results, reducing manual involvement and allowing the college to focus on achieving their marketing goals
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Results

 

The integration provided significant improvements for John Wood Community College:

  • Efficiency Gains: The integration achieved 95% matching of records, with the remaining 5% captured for human intervention, leading to a 42% improvement in efficiency.
  • Enhanced ROI: The college saw a 2.5X improvement in ROI within three months of implementing the integration.
  • Streamlined Operations: The integration reduced manual data processing, allowing staff to focus on higher-value tasks and improving overall marketing capabilities

Conclusion

 

The integration of Banner with HubSpot CRM by SyncMatters (formerly IntegrateHQ) transformed John Wood Community College’s data processes.

The custom integration solution automated data transfers, improved data accuracy, and provided real-time synchronization, enhancing the college’s ability to track and manage applicant information effectively.

SyncMatters continues to provide innovative CRM solutions, helping institutions like John Wood Community College achieve operational excellence and drive growth

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