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      Mindflight-Logo-White (1)

      Empowering Efficient EdTech Growth

      mindflight7

      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.

      The Problem

      Mindflight7 faced several key challenges:

      Fragmented Systems

      Fragmented Systems

      Salesforce, Eventbrite, spreadsheets, and manual communication channels created disjointed workflows with limited visibility across teams.

      Manual Onboarding and Retention

      Manual Onboarding and Retention

      Staff spent hours checking spreadsheets and sending emails, reducing productivity and creating risks of missed renewals or poor follow-up.

      Limited Engagement Tracking and 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

      Lack of Sales Process Automation

      Opportunities were managed manually, slowing response times and reducing overall pipeline effectiveness.

      Scaling Constraints

      Scaling Constraints

      With expansion into APAC markets on the horizon, their systems lacked the scalability required to support growth and cross-market operations.

      Impact

      The absence of automation and centralisation had clear negative effects:

      Resource Drain

      Resource Drain

      Staff spent up to three hours per day on manual checks, email reminders, and onboarding tasks.

      Missed Opportunities

      Missed Opportunities

      Delayed or inconsistent follow-up reduced conversion rates and limited customer retention.

      Inefficient Client Segmentation

      Poor Visibility

      Leadership lacked a single view of funnel performance, reducing confidence in decision-making and campaign investment.

      Slow Response Times

      Scaling Risk

      Existing tools were not capable of supporting efficient operations across multiple regions and customer segments.

      Solution: HubSpot Implementation for Growth and Efficiency

      ScaleStation partnered with Mindflight7 to migrate from Salesforce to HubSpot and implement a fully optimised environment across Marketing Hub Professional, Sales Hub Professional, and Content Hub Professional.

      • Created active segments to capture schools and enterprises.
      • Designed nurture workflows tailored to lead type and intent.
      • Integrated Eventbrite, meeting scheduling, and form submissions directly into HubSpot.
      • Enhanced email campaigns with personalisation tokens and scheduled sends to streamline campaign go-to-market.
      • Built reporting dashboards for campaign performance and ROI tracking.
      • Designed two dedicated pipelines: Incursions and VR Rooms, each aligned to Mindflight7’s sales process.
      • Implemented deal automation, including task creation, email alerts, and checklist triggers for logistics.
      • Configured reminders for schools one week before incursions, reducing manual coordination and errors.
      • Automated sales operations to provide better visibility and responsiveness for sales and executive teams.
      • Laid the foundation for a robust website strategy to support brand representation and regional expansion.
      • Ensured the website would integrate with HubSpot for lead generation and direct sales capture across APAC markets

      Outcome: Efficiency Gains and Full-Funnel Visibility

      The optimised HubSpot environment delivered measurable benefits within weeks:

      Time Savings:

      Manual processes reduced by up to three hours per day, freeing staff to focus on higher-value activities.

      Improved Sales Operations

      Automated reminders and workflows streamlined coordination, ensuring timely communication and reduced errors.

      Enhanced Visibility

      Leadership gained a full-funnel view with real-time progress tracking and campaign attribution.

      Stronger Scalability

      The integrated system now supports both domestic operations and future regional expansion into NZ and PNG.

      Key Takeaways

      Mindflight7’s case highlights important lessons for EdTech businesses scaling into new markets:

      Fragmented Systems

      Centralise Systems

      Migrating to a unified CRM eliminates fragmentation and provides a single source of truth.

      Limited Reporting

      Automate Manual Tasks

      Automating reminders, onboarding, and communications saves significant time and reduces risk.

      Inaccurate Email Targeting

      Tailor Pipelines to Products

      Creating dedicated sales pipelines aligned to distinct offerings (e.g. incursions and VR rooms) ensures structured, effective sales processes.

      Manual Processes

      Leverage Content Hub for Growth

      A robust website strategy integrated with HubSpot drives lead generation and brand presence.

      No Website Tracking

      Build for Scalability

      An optimised CRM environment ensures the organisation can expand into new regions without adding complexity.

      By implementing HubSpot, Mindflight7 transformed their sales, marketing, and onboarding processes from manual and fragmented into a streamlined, automated system. This not only improved current efficiency but also created a scalable platform to support future growth across the APAC region.

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      Thank You for the Details!

      That was super helpful. We've received your requirements and we appreciate you reaching out to us.

      We also appreciate everyone’s time; so while we review your details(it will be quick), are you ready to take the next step?

      Schedule a meeting with our team to discuss your needs and explore how we can best assist you. Check below to book a meeting at your convenience.