Running a global wellness school is beautiful work, but behind the scenes, it can be operationally complex.
House of Om, a globally recognised yoga school and retreat community, offers accredited yoga teacher trainings, meditation programs, and wellness retreats across destinations like Bali, India, and Thailand, alongside online learning experiences.
With a growing global audience and enquiries coming in from multiple channels, their team needed a better way to manage leads, enrolments, and communications across programs.
That’s where Team CloudSource stepped in, implementing a structured HubSpot CRM for program management, bringing everything into one clear system.
House of Om had strong engagement across their marketing channels. Prospective students were discovering their programs through social media, website forms, chat conversations, and referrals.
But without a centralised CRM, the process behind the scenes wasn’t as smooth.
Inbound enquiries were scattered across different tools and inboxes. Marketing activity generated traffic, but there was no consistent HubSpot lead management process for programs or for understanding where leads were coming from.
For the internal team, this created several operational challenges:
Leads from different channels were difficult to track and manageIn short, the team needed a reliable way to manage enrollments in HubSpot while tracking enquiries across multiple programs and locations.
House of Om wanted to adopt a more structured, scalable approach to managing its growing community.
Success meant:
At Team CloudSource, we believe systems should reflect how a business actually works.
Our approach was to position HubSpot as the central system of record for all student and guest interactions. We designed a structure that aligned marketing, sales, and support teams around shared pipelines and workflows. This meant everyone, from marketing managers to retreat coordinators, could see exactly where each lead or enrolment stood.
The focus wasn’t just technology. It was about building an intuitive system that the team would actually use.
The solution included a full HubSpot CRM implementation across Marketing Hub, Sales Hub, and Service Hub Professional. To support multiple programs and retreat experiences, we designed custom pipelines that allowed the team to clearly manage:
New enquiriesThis structure made it easy for the team to track leads across multiple programs and move prospects through the journey from enquiry to confirmed enrolment.
We also connected inbound channels, including:
Website formsFrom there, HubSpot automation for enrollments played a critical role.
Workflows were built to:
Route leads automatically based on enquiry typeThis approach answered a common question many organisations face: how to manage program enrollments in HubSpot without creating operational chaos.
To support financial clarity, we also introduced elements of a HubSpot contract management system to help the team manage approvals and confirmations in a structured way. These processes also helped prevent HubSpot revenue leakage by ensuring thatenrolment commitments were properly tracked.
For organisations wondering how to automate contract approvals in HubSpot, this setup demonstrated how structured workflows can streamline approvals and documentation while maintaining visibility.
Once the system was in place, the impact was immediate.
House of Om gained a centralised view of all student enquiries and lead sources, allowing the team to understand which marketing activities were driving the most interest. Automation ensured that leads were routed quickly and follow-ups happened consistently, dramatically reducing manual administrative work.
Sales and support teams could now collaborate from the same CRM, improving internal coordination and ensuring prospective students received timely responses. Most importantly, the new system created a scalable foundation for managing global programs and retreat registrations, without losing the personal, community-focused experience that House of Om is known for.