Overview
InPlace Software is a global leader in managing clinical placements for universities—especially for faculties of medicine, nursing, midwifery, and other health-related programs.
Traditionally, their sales team relied on attending university fairs to meet decision-makers in person. But the process was expensive, time-consuming, and limited by geography.
That’s why InPlace turned to Luxvance to modernize their outreach strategy and connect directly with the right contacts using data-driven precision and personalized messaging.
About the client
InPlace Software supports universities around the world with a centralized platform that simplifies the coordination of clinical placements. Their system improves how students are matched with hospitals or clinics, tracks compliance, and reduces the administrative burden on academic staff.
Their ideal clients are mid-to-large universities with growing health departments—and decision-makers with long, structured buying cycles that require high trust and clarity.
Challenges the client faced
InPlace needed to:
Reach clinical placement coordinators and deans at top universities
Replace in-person networking with digital-first outreach
Maintain a high-touch, personalized approach in a very traditional industry
Sales cycles in higher education are long and involve multiple stakeholders. That meant InPlace needed an outbound strategy that was both scalable and sensitive to academic norms.
How we exceeded the client’s expectations
We built a 3-part strategy to target the right contacts, deeply understand their context, and deliver relevant messaging.
1. Ultra-precise targeting
We curated a list of over 15,000 contacts, including:
Deans and department heads of medicine, nursing, midwifery, and public health
Clinical placement coordinators
Executive or academic assistants with influence in scheduling and decision-making
We focused on two regions:
GCC (Gulf Cooperation Council) – UAE, Saudi Arabia, Qatar
North America – United States and Canada
2. Deep research using AI agents
Our custom AI agents enriched each contact with:
Professional background and roles
Confirmed responsibilities at their institution
Contextual data about their university (programs, clinical focus, student volume, etc.)
This allowed us to write highly personalized opening lines that referenced real achievements or challenges at each university.
3. Value-based messaging
Each email clearly explained how InPlace helps:
Reduce the time spent managing clinical placements
Improve the student-to-health-center matching process
Centralize operations with better reporting, compliance, and visibility
The tone was formal, respectful, and aligned with higher ed expectations.
Execution
In just a few weeks, the campaign reached:
44,000 emails sent
15,000 unique contacts
236 replies received (1.6% reply rate)
59 qualified opportunities generated
This is considered a strong performance in a sector with long buying cycles, institutional processes, and rigid annual budgets.
Impact
Thanks to this work, InPlace now:
Engages universities without needing to attend physical events
Has a rich, segmented lead database with detailed context
Can scale outreach in new regions without sacrificing personalization
The InPlace team highlighted the quality of insights, depth of personalization, and ability to tailor messaging by region as standout wins from the partnership.
Conclusion
InPlace proves that even traditional sectors like higher education can thrive with the right outbound system.
When personalization is backed by real data and contextual research, you can open doors that used to require in-person meetings or expensive events.
