Atlantic Language
Project Overview
Objectives
To market the beauty of Galway to reach a wider audience, increase the number of courses sold, build an exciting and adventurous brand, whilst automating and simplifying all staff processes
Rebrand Business
Give the whole brand a more adventurous feel, leaning on Galway and exciting place to learn from.
Integrate with Quickbooks
Bring in Quickbooks as a system removing old bank transfer method. Sync student submissions with invoice workflows saving accounting team hours of time a week.
Integration to HubSpot
Integrate a WordPress website with HubSpot cms—automation to reduce staff time and improve performance.
Customisations for business processes
Certificate and documentation automisation, course calendars sync with classrooms and teacher registration.
Project Overview
The Challenges
As student demand grew, outdated systems and manual finance processes created operational bottlenecks. The brand, website, and backend infrastructure needed restructuring to support long-term growth.
Disconnected Systems
Website partially custom-coded Backend course system managed via Fidelo (not fully tailored to Atlantic’s needs) Manual processes across departments
Outdated Brand Feel
Navigation was difficult, imagery lacked energy, and the checkout experience did not build trust.
Heavy Admin Load
Manual bank transfers Invoice tracking inefficiencies Repetitive documentation and certification tasks Limited automation between enquiry and enrolment
Before and After
Before the Rebrand
This website was custom-coded as well as WordPress. Navigation was hard to follow and checkout process and imagery made the site look risky. The backend course system was with Fidelo which is a school provider but not built for Atlantic’s needs.
After Rebrand
The website after rebranded. Cleaner look with a more modern feel. The most important part was the calendar funcationality and new wordpress backend course system and full sync with HubSpot.
Rebrand Business
Reposition Atlantic Language with a modern, adventurous brand that reflects the energy of Galway and builds trust with international students.
The previous website and brand presentation no longer reflected the quality of education delivered on campus. Navigation was unclear, imagery lacked impact, and the overall experience did not inspire confidence in prospective students travelling abroad.
We reimagined the brand to lean into Galway’s vibrancy — using stronger visuals, cleaner layouts, improved UX structure, and clearer messaging. The new identity presents Atlantic as a modern, welcoming, and professional education provider while maintaining an adventurous tone that resonates with students aged 18–30 considering studying abroad.
The result is a brand that feels trustworthy, energetic, and aligned with the experience students can expect in Ireland.
Calendar Page
The Atlantic Language Course Calendar gives prospective students a clear and interactive view of all upcoming programmes with direct links to detailed course information. It allows visitors to quickly browse by year and see the next available dates for every course offering, making planning and enrolment intuitive and transparent.
Discover Galway
The Discover Galway page highlights the unique cultural, scenic, and lifestyle appeal of Galway, positioning the city itself as a key reason to choose Atlantic Language. Rather than just selling a course, this page sells an experience — showing prospective students what it’s like to live, learn, and explore in one of Ireland’s most vibrant cities.
Beautiful imagery, engaging descriptions, and clear sections on lifestyle, local attractions, and student life help visitors imagine their time in Galway. It builds emotional connection and trust by showcasing not just the school, but the enriching environment that surrounds it.
This content strengthens Atlantic Language’s brand by tying education to adventure and place — appealing especially to international students looking for both quality study and an unforgettable travel experience.
Integration to HubSpot
Connect the WordPress website to a central CRM to automate student journeys and improve internal efficiency.
Marketing enquiries, course bookings, and internal communication were previously disconnected across systems. This limited visibility over the full student lifecycle and increased reliance on manual follow-ups.
We implemented full integration with HubSpot, connecting enquiry forms, course bookings, email automation, and internal task assignment into one centralised system.
Now, from first enquiry through to enrolment and onboarding, every student interaction is tracked and automated where appropriate. This reduces staff workload, improves response times, and enables leadership to monitor performance across departments in real time.
Pre-Registration Form → HubSpot
The pre-registration form is fully integrated with HubSpot, transforming each submission into a structured student record within the CRM. Rather than simply capturing contact details, the integration maps personal information, course preferences, funding type, and institutional data directly into associated Contact, Company, and Deal records. This ensures admissions, operations, and finance teams all work from a single source of truth, with complete visibility over each student’s journey from initial enquiry through to confirmed enrolment.
Advanced workflows breakdown
Behind the scenes, advanced workflows automate the entire lifecycle. Submissions trigger internal notifications, task assignments, stage updates, and segmented email journeys depending on funding type, course selection, and booking status. As records move through the pipeline, automated processes support document requests, invoice coordination, payment reminders, and onboarding communications — reducing manual administration while improving response times and operational clarity across departments.
Integrate with Quickbooks
Replace manual bank transfers with an automated invoicing and finance workflow integrated directly into the booking system.
Prior to the transformation, student payments were largely handled via manual bank transfers, creating reconciliation delays and additional admin work for the accounting team.
We integrated the booking system with QuickBooks to automate invoice creation and payment tracking. Student submissions now trigger structured invoice workflows, reducing manual data entry and improving accuracy.
This integration not only saves hours of administrative time each week but also provides clearer visibility over outstanding payments and revenue performance.
Pre-Registration → QuickBooks Invoice Generation
When a learner (or organisation) submits the Pre-Registration Form, the submission becomes the trigger that starts the finance workflow. The form captures both organisation details (e.g., institution name, city, Erasmus code, coordinator details) and personal details (name, phone, email), plus funding/payment context.
From there, your integration uses the QuickBooks Online Accounting API (via Intuit’s developer platform) to automatically create the relevant records and generate an invoice—removing manual admin and speeding up payment processing.
Customisations for business processes
Develop tailored automation and course logic aligned with how Atlantic Language actually operates.
Generic school software did not fully reflect Atlantic’s operational structure — particularly around classroom allocation, teacher assignments, and documentation management.
We built customised backend logic within WordPress to support:
- Course calendars synchronised with classroom availability
- Teacher assignment per course occurrence
- Automated certificate and documentation generation
- Internal status tracking across departments
These customisations transformed the website from a marketing tool into a true operational platform, supporting academic, sales, and finance teams simultaneously.
The Results
Following the rebrand and full systems integration, Atlantic Language transitioned from disconnected processes to a fully connected digital infrastructure. Marketing, bookings, finance, and academic operations now operate within one streamlined ecosystem — significantly improving efficiency and scalability.
The transformation positioned Atlantic Language for sustainable growth while reducing administrative overhead across the business.
Admin Time Reduced
Automation across CRM and finance significantly lowered manual workload for internal teams.
100% Connected Workflow
From enquiry to invoice, every stage of the student lifecycle is now digitally tracked.
Scalable Infrastructure Built
A future-proof system capable of supporting growth without increasing operational complexity.