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Discovery
Situation
Mindflight7 is an education technology company delivering immersive VR learning experiences. As the business expanded into enterprises and schools across Australia, leadership identified major inefficiencies in their existing systems. Salesforce provided limited visibility, poor usability, and weak integration with marketing and onboarding tools.
Marketing execution was fragmented across Eventbrite, Google Ads, and manual processes, with no centralised campaigns or reporting. Onboarding and retention relied heavily on spreadsheets and decentralised communication, restricting visibility into customer engagement and renewal cycles. With future expansion planned into new markets, Mindflight7 required a proper platform to unify marketing, sales, and service processes while also supporting a scalable website strategy for lead generation and brand representation.
Problem
The Problem
Disconnected systems and manual processes created friction across the revenue engine, reducing performance and clarity.
Fragmented Systems
Salesforce, Eventbrite, spreadsheets, and manual communication channels created disjointed workflows with limited visibility across teams.
Manual Onboarding and Retention
Staff spent hours checking spreadsheets and sending emails, reducing productivity and creating risks of missed renewals or poor follow-up.
Ineffective Marketing Execution
Campaigns were run across disconnected tools with no centralised reporting, limiting visibility into performance and ROI.
Lack of Sales Process Automation
Opportunities were managed manually, slowing response times and reducing overall pipeline effectiveness.
Scaling Constraints
With expansion into APAC markets on the horizon, their systems lacked the scalability required to support growth and cross-market operations.
Consequence
The Impact
The absence of automation and centralisation had a number of negative effects.
Resource Drain
Staff spent up to three hours per day on manual checks, email reminders, and onboarding tasks.
Missed Opportunities
Delayed or inconsistent follow-up reduced conversion rates and limited customer retention.
Poor Visibility
Leadership lacked a single view of funnel performance, reducing confidence in decision-making and campaign investment.
Scaling Risk
Existing tools were not capable of supporting efficient operations across multiple regions and customer segments.
Salesforce to HubSpot Migration
ScaleStation partnered with Mindflight7 to lead a structured migration from Salesforce to HubSpot, consolidating fragmented systems into a single, fully integrated revenue platform.
Marketing Hub
We rebuilt Mindflight7’s marketing engine with structured segmentation across schools and enterprise buyers, aligning nurture workflows to lead type, intent and lifecycle stage. Eventbrite, meeting scheduling and form submissions were integrated into HubSpot, eliminating manual data handling and ensuring clean lead capture. Campaign execution was enhanced with personalised email automation and structured reporting dashboards, providing clear ROI visibility.
Sales Hub
We designed two sales pipelines aligned to Mindflight7’s core offerings, ensuring process clarity and operational consistency. Automated deal stages, task creation, reminders and checklist triggers reduced manual coordination and improved response times. Proactive reminders for schools ahead of incursions minimised errors and strengthened the customer experience. Sales automation delivered improved executive level visibility into performance and forecasting.
Website Strategy
We established the foundation for a scalable website strategy aligned to Mindflight7’s expansion goals across APAC. The new Content Hub architecture integrated directly with HubSpot, enabling structured lead capture, automated routing and direct alignment between marketing activity and sales execution. The platform now supports brand consistency, regional targeting and lead generation, creating a digital front door built for long term growth.
Outcome
GTM Efficiency Gains and Full-Funnel Visibility
Before
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Fragmented workflows with Salesforce & spreadsheets
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No unified view of marketing, sales and onboarding
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Manual follow ups and onboarding checks
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Limited visibility into campaign & funnel performance
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Systems not built to support regional expansion
After
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Consolidated CRM across marketing, sales & service
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Real time dashboards with full funnel visibility
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Automated onboarding, reminders and sales workflows
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Structured pipelines aligned to product lines
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Scalable HubSpot platform ready for APAC growth
Key Takeaways
Mindflight7’s case highlights important lessons for EdTech businesses scaling into new markets:
Centralise Systems
Migrating to a unified CRM eliminates fragmentation and provides a single source of truth.
Automate Manual Tasks
Automating reminders, onboarding, and communications saves significant time and reduces risk.
Tailor Pipelines to Products
Creating dedicated sales pipelines aligned to distinct offerings (e.g. incursions and VR rooms) ensures structured, effective sales processes.
Leverage Content Hub for Growth
A robust website strategy integrated with HubSpot drives lead generation and brand presence.
Build for Scalability
An optimised CRM environment ensures the organisation can expand into new regions without adding complexity.
"The Mindflight7 Marketing team had a great experience with our HubSpot Marketing Hub training from Scale Station. Our Solutions Expert was incredibly knowledgeable and had a calm, structured approach that made the complex CRM platform much easier to understand."
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