Set up your HubSpot integration based on User records
HubSpot’s User records can provide data to add LearnUpon accounts. You can create or invite learners, enroll learners in courses and track their progress, from a single interface.
Availability: all customers using HubSpot as a CRM
Contact your Customer Success Manager to get this feature turned on in your portal.
HubSpot User records provide the details to add a learner account
In HubSpot, User records typically manage your internal relationships with team members or employees. User records manage permissions, roles, and internal collaboration within the platform. Members of your organization have login access to User records, and perform actions within HubSpot.
See HubSpot integration: overview and features about HubSpot User records and Contact records.
If your organization previously used HubSpot Contact records to add LearnUpon accounts, you need to disconnect the integration and connect again to select User records as the HubSpot source of truth.
Prerequisites
- access to a HubSpot admin account with appropriate permissions
Access permissions
- admins with full portal permissions: can set up this integration on a portal or sub-portal, and in multiple portals within one realm. You must set up the HubSpot integration in each portal separately
The admin who sets up the integration in LearnUpon needs access to a HubSpot admin account.
Note: for white-labelled portals, admins must log in via the portal's yourdomain.learnupon.com URL, to set up the integration.
Connect HubSpot to LearnUpon with User records
Your Customer Success Manager or the support team turn on the integration for your portal. You as admin set it up for your organization.
Add the integration for every portal you need to connect to HubSpot.
- From main navigation go to Settings > Integrations > CRM Integrations.
- Select HubSpot.
- Select + Connect.
- In HubSpot’s Privacy Policy dialog, select Agree and connect.
- In the Connect HubSpot dialog that opens:
- select Users as the record type
- select Connect to proceed
- LearnUpon opens HubSpot to confirm the connection:
- Log in to HubSpot with your HubSpot account and password
- If required, select your HubSpot account > Choose Account
- HubSpot opens a connection page listing the permissions required to set up the integration. Select Connect app
In LearnUpon, on CRM Integrations, the HubSpot integration appears as Active.
Remove HubSpot from a portal
- From main navigation go to Settings > Integrations > CRM Integrations.
- Select HubSpot.
- From HubSpot, select Disconnect.
- In the dialog that opens, select Disconnect to confirm.
To uninstall the LearnUpon app from your HubSpot account, follow the steps outlined in this HubSpot Knowledge Base article.
Note: Uninstalling the LearnUpon app does not delete the enrollment data already synced to your account. It does disable the two-way data sync between the portal and your HubSpot account.
Map properties from HubSpot to LearnUpon custom user data fields
LearnUpon’s custom user data fields support automated processes like dynamic rules and automatic enrollments.
To make the most of the integration, you need groups and dynamic rules set up, based on LearnUpon custom user data. See:
- Create groups, and assign users to groups
- Custom user data: set up custom fields
- Dynamic rules: group users by their email domain, creation date or custom user data
See HubSpot: map HubSpot properties to custom user data fields about connecting the properties in HubSpot’s User records to LearnUpon.
Workflow action: incorporate LearnUpon actions into a workflow
See HubSpot: create workflows documentation for complete instructions.
To create a workflow, your HubSpot account needs access to read and edit workflows.
In HubSpot, you can use one of the LearnUpon actions in your workflows to:
- create learners in your portal from HubSpot data
- invite learners to a portal
- add a learner to a group. Requires groups set up and ready in the corresponding portal
- enroll a learner to a course. Requires courses set up and ready for enrollments
Note: When you add a learner to a group through a HubSpot workflow, LearnUpon enrolls them automatically in any courses or learning paths assigned to that group.
For multi-portal instances: each action includes a step to select a portal where you need the action. See the following screenshot for an example, with the portal selection highlighted.
The following screenshot shows the LearnUpon actions in the HubSpot action menu.
You must complete the workflow, then Review and Publish to apply the workflow to your Users in HubSpot.
See: