Four views of the same proposal: how the systems fit together, what the parent experiences, how tour bookings happen, and how it lands in phases.
Five layers, each with a distinct job. Xap remains the operational system of record. Storypark continues day-to-day parent comms. Snowflake feeds a new middleware availability engine, which HubSpot sits on top of as the engagement layer.
A walkthrough of a single family moving from first touch to enrolled. Click Next to advance Sarah and Bobby through each stage. Every touchpoint is automated, personalised, and centrally orchestrated by HubSpot.
Replies could continue to land in the centre's Outlook shared mailbox (current state) or in a HubSpot Conversations inbox connected to the same address. Conversations keeps every reply, attachment and AI assist inside HubSpot natively, removes the Outlook-to-timeline logging dependency, and lets multiple centre staff collaborate on one thread without forwarding. Outlook keeps centre teams in their existing tool, with replies logged back to the timeline via the connector. Both paths work. The architectural fit is stronger with Conversations if Affinity is committing to centralised, AI-augmented parent comms. To confirm at the workshop.
Parents can book a tour through three channels. All three query the same availability engine, write to the same HubSpot CRM record, and create the tour booking in Xap. One system of record. Three ways in.
Three phases. Lifecycle expansion is the proposed direction of travel. CM paid seats are a separate, optional, evidence-based decision at each phase.
The full parent lifecycle, pre and post-enrolment, can be brought into HubSpot without giving CMs paid seats. Centralised automation delivers a transformed parent experience either way. CM seats add CM-side transformation: mobile context before tours, tracked personal follow-up, and behaviour benchmarking across the network. Two paths. Either works. The question is whether you also want to transform the CM experience.