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The program has served more than 50,000 students across 25+ states, producing better than five months of additional reading growth across every student group served. #### The Background When a child cannot read by the end of third grade, they are four times less likely to graduate high school. That number is why Ignite Reading exists. The company was built around the conviction that every student, regardless of zip code, income, or learning profile, deserves a trained, dedicated tutor who shows up every single school day to help them crack the code of reading.  Each student receives 15 minutes of daily 1-to-1 instruction from a tutor trained in evidence-backed foundational literacy. Those results are consistent across every demographic: students with IEPs, multilingual learners, students of color, and students receiving free or reduced-price lunch all achieve the same outstanding outcomes, averaging better than five months of additional reading growth per student. Delivering that promise at scale, across 25 states and growing, requires every new district partnership to launch cleanly and quickly. The faster a district is onboarded, the sooner students are in sessions with their tutors. Managing that operational work was Matthew Ruxton’s responsibility — Ignite Reading’s Senior Manager of Revenue Operations — and one piece of it was taking far longer than it should. #### The Challenge For the students and schools depending on Ignite Reading, a delayed launch is real and immediate. It means a week or more of missed sessions — a child who needed a tutor on Monday still waiting while onboarding gets sorted out. Getting setup right determines when students start reading. Every district that partners with Ignite Reading runs on a different school calendar. Different first days, different last days, different holidays, different breaks. Before tutoring can start, those non-program days have to be mapped and loaded into the scheduling tool, so tutors and students are never matched on a school holiday or break day. Multiple team members owned that process, and it was entirely manual. A Process That Did Not Scale For every new deal, a rep would search for the district, navigate to its website, find the right school-year calendar, open the PDF or website page, read it line by line, and hand-key each date into HubSpot. That took 15 to 20 minutes per district. And because every district formats its calendar differently, a missed holiday or misread date could mean a tutor session firing on a day no one was at school. "Every district has a different calendar format. We were Googling each one, hunting through PDFs, and keying dates by hand. As we grew into more states, that process wasn’t built to scale," Matthew said. As deal volume grew and Ignite Reading expanded into new states, the problem multiplied. Matthew could see exactly where the time was going, and the time was going somewhere that did not move deals or serve schools. Onboarding associates were reformatting data that arrived inconsistently from whoever had done the lookup. The work was slow, duplicative, and growing every season. #### The Solution For every district that signs on with Ignite Reading, getting to the first tutoring session is the moment that matters. The districts who have entrusted their struggling readers to the program are waiting. Matthew’s answer was to build the calendar lookup directly into the deal, so the data was there before anyone had to ask for it. Matthew built a custom agent inside HubSpot himself, iterating on the prompt with an LLM and running tests until the logic held. Along the way, he found something that changed the scope of what the agent could do: a recently released beta feature that let the agent pull live properties straight from the deal record. That meant the school year property on the deal could drive the lookup automatically, making the agent reusable year over year with minimal edits.  Built on the Data Already There The agent uses the associated company’s domain to find the district’s calendar, opens and parses the official page or PDF, extracts the first day, last day, and every break, and structures the output into the exact format their scheduling product expects. Matthew added a custom UI extension that exports the dates as an upload-ready CSV. The agent fires as part of the deal’s natural progression, so data lands precisely when the team starts scheduling. "Our data was already in HubSpot, so building there was an easy call. I did not need outside developers or a separate tool. I described what I needed, and the agent built itself from the deal record," Matthew said. Matthew chose to build on HubSpot because Ignite Reading’s data already lived there, an important factor for an organization with SOC 2 certification. Keeping the work in-house meant no customer data traveling between systems, no additional integrations to manage, and no added compliance risk. The decision to build inside the platform he already used removed every barrier between the idea and a working agent. #### __The Transformation__ The students in Ignite Reading’s partner districts never see the agent. They have no idea their tutor showed up on the right day because Matthew’s agent parsed a calendar in seconds rather than someone researching it over 20 minutes. What they experience is a program that is ready when they are, a tutor who appears consistently, a schedule that holds. Matthew made that possible. A lookup that took 15 to 20 minutes per district now completes in seconds. Based on last year’s deal volume, that is roughly an hour saved per district and an estimated 350 hours saved per year from this single automation. From One Fix to a Company-Wide Efficiency Goal The calendar agent counts toward a company-wide goal of saving over 2,000 hours this quarter through automation, and Matthew’s agent already accounts for a meaningful share of that target. Sales reps no longer touch web research at all. Onboarding associates move faster through fall and spring peaks because data arrives clean and structured rather than needing reformatting. Every district now gets the same structured treatment — clean, consistent, and handled the same way every time. The agent opened up Matthew’s thinking about what is possible. As Ignite Reading scales beyond 25 states, the custom agents he builds are becoming what is actually making the team’s efficiency goals reachable, turning recurring manual tasks into automated steps inside the deal workflow. A fix for one process has turned into a blueprint for how he approaches automation. "This one agent already counts toward our 2,000-hour savings goal for the quarter. And I am already thinking about what I build next," Matthew said. Matthew is already identifying the next automation — driven by what he has seen work, not a top-down directive — because he now knows what it looks like when a good agent is built on the right foundation: customer data already in HubSpot, a clear input, a structured output, and an outcome that ultimately speeds up when students get into sessions. Table of Contents Table of Contents - [The Background](https://www.hubspot.com#the-background) - [The Challenge](https://www.hubspot.com#the-challenge) - [The Solution](https://www.hubspot.com#the-solution) - [The Transformation](https://www.hubspot.com#the-transformation)  > Agent Builder turned a 20-minute manual lookup into a seconds-long step inside the deal. Three hundred and fifty hours back this year, and every one of those hours goes toward getting more students into their first tutoring session faster. Matthew Ruxton Senior Manager, Revenue Operations [Ignite Reading](https://www.ignitereading.org/) [](https://www.ignitereading.org/)  ### Start Growing With HubSpot Today With tools to make every part of your process more human and a support team excited to help you, growing your business with HubSpot has never been easier. [Get a demo](https://offers.hubspot.com/crm-platform-demo) ##### Related Case Studies -  ### How Finalsite Keeps K-12 Schools Visible to Families and Districts by Ranking #1 in AI Search with HubSpot - Education - Mid-Market - United States * * * [Read more](https://www.hubspot.com/case-studies/finalsite-aeo) -  ### How Bitfocus Makes Sure No Frontline Worker Waits Overnight for an Answer with HubSpot's Customer Agent - Mid-Market - United States - Smart CRM * * * [Read more](https://www.hubspot.com/case-studies/bitfocus-customer-agent) -  ### How the Nutritional Coaching Institute consolidated 4 tools into 1 with HubSpot payments - Education - Mid-Market - United States * * * [Read more](https://www.hubspot.com/case-studies/nutritional-coaching-institute-hubspot-payments) -  ### How The Mortgage Office Gets Private Lenders to the Right Solution Faster With HubSpot’s Deal Progression - Mid-Market - United States * * * [Read more](https://www.hubspot.com/case-studies/how-the-mortgage-office-gets-private-lenders-to-the-right-solution-faster-with-hubspots-deal-progression) - 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 ### How Finalsite Keeps K-12 Schools Visible to Families and Districts by Ranking #1 in AI Search with HubSpot - Education - Mid-Market - United States * * * [Read more](https://www.hubspot.com/case-studies/finalsite-aeo) -  ### How Bitfocus Makes Sure No Frontline Worker Waits Overnight for an Answer with HubSpot's Customer Agent - Mid-Market - United States - Smart CRM * * * [Read more](https://www.hubspot.com/case-studies/bitfocus-customer-agent) -  ### How the Nutritional Coaching Institute consolidated 4 tools into 1 with HubSpot payments - Education - Mid-Market - United States * * * [Read more](https://www.hubspot.com/case-studies/nutritional-coaching-institute-hubspot-payments) -  ### How The Mortgage Office Gets Private Lenders to the Right Solution Faster With HubSpot’s Deal Progression - Mid-Market - United States * * * [Read more](https://www.hubspot.com/case-studies/how-the-mortgage-office-gets-private-lenders-to-the-right-solution-faster-with-hubspots-deal-progression) -  ### How a Two-Person Wealth Firm Saves $70K+ a Year and Makes Every Client Feel Seen with HubSpot Agent Builder - Mid-Market - United States - Smart CRM * * * [Read more](https://www.hubspot.com/case-studies/concierge-wealth-management-agent-builder) -  ### How Qwikkit Produced the Right Content Faster to Get Property Managers the Renovation Answers They Needed on AI with HubSpot's Content Agent - Mid-Market - United States * * * [Read more](https://www.hubspot.com/case-studies/qwikkit-content-agent-aeo) -  ### How Threekit Increased Visibility for Manufacturing CPQ by 47% in Six Weeks with HubSpot AEO - Mid-Market - United States * * * [Read more](https://www.hubspot.com/case-studies/threekit-aeo) -  ### How Eventus Turned Its CRM Into a Pipeline Engine for Financial Firms with HubSpot’s Data Agent and Prospecting Agent - Mid-Market - United States * * * [Read more](https://www.hubspot.com/case-studies/eventus) -  ### How Turno Turned Mountains of Customer Data into Guest Experiences That Deliver, with HubSpot’s Connector for Claude - Mid-Market - United States * * * [Read more](https://www.hubspot.com/case-studies/how-turno-turned-mountains-of-customer-data-into-guest-experiences-that-actually-deliver-with-hubspots-connector-for-claude) -  ### How EnergySage Became a Faster, More Trusted Partner to Every Homeowner Going Solar with HubSpot Agent CLI - Mid-Market - United States * * * [Read more](https://www.hubspot.com/case-studies/how-energysage-became-a-faster-more-trusted-partner-to-every-homeowner-going-solar-with-hubspot-agent-cli-cutting-weeks-of-work-to-a-single-day) [See all case studies](https://www.hubspot.com/case-studies/directory) [Back to top](#) Back Close ## Popular Features - [All Products and Features All Products and Features](https://www.hubspot.com/products) - [HubSpot AEO HubSpot AEO](https://www.hubspot.com/products/aeo) - [Free Meeting Scheduler App Free Meeting Scheduler App](https://www.hubspot.com/products/sales/schedule-meeting) - [Agent Hub Agent Hub](https://www.hubspot.com/products/artificial-intelligence) - 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