Project Overview:
EA Class is a paid online course with five learner roles, each having different pricing and access.As the program grew, manual enrollment and payment checks became a bottleneck.
This project used HubSpot memberships and automation to create a scalable system that reduces manual work, prevents role errors, and ensures a consistent learner experience.
EA Class 為一門付費線上課程，學員依身份區分為 5 種角色，各自對應不同的課程價格與存取權限。
隨著學員人數增加，原有高度仰賴人工確認的報名與付款流程逐漸成為營運瓶頸。
隨著學員人數增加，原有高度仰賴人工確認的報名與付款流程逐漸成為營運瓶頸。
本專案透過 HubSpot 的會員機制與自動化流程設計，建立一套可擴充的課程報名、付款與權限管理系統，目標在於減少人工介入、避免角色誤選，並提供清楚且一致的學員體驗。
A. The Problem
1. Admin staff had to manually verify learner roles, because learners originally selected their roles in the form and often made mistakes that required corrections.
2. Learners were unclear about their roles and the corresponding course pricing, leading to frequent inquiries to customer support and increased administrative workload.
1. 行政人員需人工確認學員角色，因為學員原本在 Form 中自行選擇角色時，常會選錯，需要額外修改。
2. 學員不確定自己的角色及對應價格，因此經常來信客服詢問，增加客服與行政負擔。
B. The Solution
This project implemented a Role Recognition System, integrating core HubSpot features to enable end-to-end automation:
1. Dynamic Form Recognition
- Forms match learner emails to their roles and display only the correct pricing.
2. Automated Workflow by Role
- Staff: Instant course access with confirmation email.
- Paid Learners: Deal created, Quote issued, 15-day payment reminders automated.
3. Status Update & Automation
- Paid: Account moved to EA Active List.
- Overdue: Account marked “Unpaid” and notification sent.
4. Subscription Management & Access Control
- Activation date tracked; 365-day access enforced automatically.
- Data supports learner lifecycle analysis for renewals or upselling.
The form shows only the role linked to the learner’s email.
本專案設計了一套 身分自動識別系統，整合 HubSpot 核心功能，實現端到端自動化流程：
1. 動態表單識別（Dynamic Form Recognition）：利用 HubSpot Form 結合 Contact Membership 功能。學員輸入 Email 後，系統自動比對資料庫，只顯示該學員對應的角色與價格，有效解決誤選問題。
2. 分流自動化處理（Automated Workflow by Role）：Staff=>系統自動觸發課程確認信，帳號立即加入 EA Active List，立刻開通觀看權限；付款追蹤（一般學員）：系統自動建立 Deal，行政人員發出 Quote，並啟動「15 天付款自動化工作流程」，系統會自動發送付款提醒信。
3. 狀態轉換（Status Update & Automation）：成功付款=>帳號自動更新至 EA Active List；逾期未付款：帳號自動歸類至「未付款階段」並發出通知，減少人工追蹤成本。
4. 自動化權限管理與有效期控制（Subscription Management）：系統自動記錄每個帳號的啟用日期；設定 365 天有效期，自動計算到期日並移除觀看權限，確保課程數位版權安全。精準的啟用與失效記錄可支持課程使用生命週期（LTV）分析，作為續費或進階課程推廣的數據依據
C. Execution
CRM Logic – Used Smart Lists and Membership to segment learners accurately.
Sales Automation – Configured Deal Pipeline and Automated Workflows to ensure each funnel stage triggers the correct action.
Brand Consistency – Designed consistent Email and Quote templates to enhance professionalism and improve user experience.
CRM 邏輯架構： 靈活運用 Smart Lists 與 Membership 進行精準的人群劃分。
銷售自動化： 配置 Deal Pipeline 與 Automated Workflows，確保銷售流程的每個階段都有對應動作。
品牌視覺一致性： 統一設計全套 Email Templates 與 Quote Templates，提升專業形象並優化使用者閱讀體驗。
D. The Impact
Operational Efficiency – Transformed a complex manual approval and payment process into a one-click automated workflow, reducing administrative workload by over 70%.
Error Reduction – Automatic pricing and role verification eliminated learner misselection and administrative mistakes.
Improved User Experience – Enrollment to access became seamless, significantly reducing customer support inquiries.
Maintenance & Insights – Membership tracks each account’s activation date (including Staff) and enforces 365-day access, providing clear data for learner activity and lifecycle analysis.
營運效能提升 – 將原本複雜的人工審核與催款流程轉為一鍵自動化，大幅降低約 70% 行政負擔。
錯誤率降低 – 系統自動判斷價格與角色，徹底消除學員選錯角色或行政報錯價的情況。
優化使用者體驗 – 從報名到開通權限的流程更流暢，顯著減少客服詢問量。
後續維護與數據分析 – Membership 系統記錄每個帳號的啟用日期（含 Staff），自動控制 365 天觀看權限，提供完整的課程使用軌跡與學員生命周期分析。