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Systems integration and automation for Dymocks Tutoring

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Systems integration and automation for Dymocks Tutoring
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Dymocks Tutoring, born from Potentia Tutoring, is an education provider offering primary and secondary school tutoring services across Australia. Backed by the Dymocks brand, the business faced ambitious growth targets and needed a robust, scalable digital solution to support enrolments, streamline operations, and enhance student and parent engagement.

The problem

Disparate systems and manual spreadsheets made processes slow, error-prone, and risky. The enrolment process discouraged sign-ups, marketing lacked actionable data, and staff were bogged down in admin.

Problem 1:

No integration meant data had to be manually transposed between systems, increasing risk and wasting time.

Problem 2:

The old website discouraged enrolments, while enrolment workflows were clunky and time-consuming for both staff and parents.

Problem 3:

Class management, rostering, and attendance tracking relied on spreadsheets, leading to inefficiencies and errors.

The Solution

Engaging.io delivered a full-scale digital transformation centred around HubSpot. The project combined a rebuilt website, HubSpot configuration, a powerful middleware platform with multiple integrations, and a custom extension to manage classes and students—all designed to automate workflows, reduce admin, and create a scalable foundation for growth.

The Strategic Plan
The Implementation
Build for Growth
  • Create a single, scalable system integrating website, CRM, billing, and class management.
Build for Growth
Build for Growth
  • Create a single, scalable system integrating website, CRM, billing, and class management.
Connect the Ecosystem
Connect the Ecosystem
  • Remove silos by linking HubSpot with learning platforms, finance systems, and marketing workflows.
Empower Staff & Students
Empower Staff & Students
  • Free staff from manual processes, improve enrolment experiences, and give students and parents a smoother journey.
The Implementation

We began with a detailed audit of systems and processes to identify inefficiencies. The website was redesigned for better UX, SEO optimisation, and integrated HubSpot workflows. Middleware was then built to act as a bridge between HubSpot, Canvas, Stripe, and Xero—automating student enrolments, billing, and data flows.

To solve class management complexities, we extended the middleware with custom-built tools for rostering, attendance, and discount logic—replacing spreadsheets and reducing error risk. Finally, all systems were unified through HubSpot, giving the business a single customer view and enabling smarter, more effective marketing communications.

 

The Impact and Results

The transformation positioned Dymocks Tutoring for rapid growth—and the results speak for themselves:

  • The business doubled in size within two school terms.

  • Form completion for lead generation increased by 97% after the new website launch.

  • Average dwell time more than doubled (41s → 101s), reflecting stronger engagement.

  • Free trial registrations increased by 162%, boosting conversions.

  • Student Support costs dropped by $60–80K annually, thanks to automation reducing admin burden.

Dymocks Tutoring now operates on a streamlined, automated foundation that enables growth without scaling staff overhead. Both students and staff benefit from smoother, smarter systems—and the business is primed for future expansion.

 

"The Engaging.io team have been amazing to work with. We've thrown them a number of curveballs and tricky builds, often with short time frames, and they always deliver. We work very closely with the team, and they're always available to chat through new ideas and provide solutions. The team have HubSpot knowledge second to none."

Megan Overton
Marketing Manager at Dymocks Tutoring

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