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HubSpot: create accounts in LearnUpon from HubSpot Contact records

Elizabeth
  • Updated

Set up your HubSpot integration based on Contact records

HubSpot’s Contact 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 or the Support team to add this feature.

HubSpot Contact records provide the details to add a learner account

In HubSpot, Contact records are typically used to manage your external relationships with leads, customers, and other individuals.

For background, see HubSpot integration overview and features about HubSpot Contact record and User record types.

Prerequisites

  • a HubSpot account with access to custom objects

Setting up the integration includes accepting HubSpot’s terms and conditions. 

Access permissions

  • Admins with 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.

Add HubSpot to a portal

Your Customer Success Manager or the support team turn on the integration for each portal. You as admin set it up for your organization.

Add the integration for every portal you need to connect to HubSpot.

  1. From main navigation go to Settings > Integrations > CRM Integrations.
  2. Select HubSpot.
  3. Select + Connect.
  4. In HubSpot’s Privacy Policy dialog, select Agree and connect.
  5. In the Connect HubSpot dialog that opens:
    • select Contacts as the record type
    • select Connect to proceed
  6. 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

  1. From main navigation go to Settings > Integrations > CRM Integrations.
  2. Select HubSpot.
  3. From HubSpot, select Disconnect.
  4. 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:

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:

  • invite learners to a portal
  • create learners in your portal from HubSpot Contact data
  • add a learner to a group. Requires groups set up and ready in the corresponding portal
  • disable a learner's login in a portal
  • enable a learner's login in a 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.

hubspot select a portal within an action.png

The following screenshot shows the LearnUpon actions in the HubSpot action menu.

hubspot actions for learnupon.png

You must complete the workflow, then Review and Publish to apply the workflow to your contacts in HubSpot.

The following screenshot shows a short sample workflow based on the email domain of the HubSpot Contact, to invite a learner to a portal.

invite_user_to_learnupon_workflow_with_action.png

View learner progress in courses in HubSpot Contacts

When a HubSpot contact is enrolled on courses in LearnUpon, LearnUpon sends data about the course progress. The course progress appears under LearnUpon Course enrollments, on the contact’s page.

The following screenshot shows a sample HubSpot contact, with the CRM card area highlighted.

sample_course_enrollment_displayed_in_HS.png

To prevent manual enrollments from HubSpot, admins can configure the permissions for editing and deleting Custom Objects. In HubSpot, see Users & Teams > Permission Sets. 

See HubSpot's own documentation: Edit user permissions.

For Contacts records: synchronize any accounts in LearnUpon

LearnUpon runs a daily synchronization between HubSpot and LearnUpon in the background, to see if any LearnUpon accounts have matching HubSpot Contact records, who have existing LearnUpon accounts, or accounts created through another process. 

If the LearnUpon finds a match it "pulls" any needed data from HubSpot, to make sure the account in LearnUpon is complete. Synchronized accounts display a small HubSpot logo next to the profile image.

This daily sync means that when you use HubSpot's workflows - for example, to set up learners on courses - you'll find and manage all the HubSpot contacts who have LearnUpon accounts. 

Note: if you find that learner enrollment data is missing after a sync, contact the Support team to ask for an enrollment backfill.

For Contacts records: tracking learners' course progress from HubSpot

After a HubSpot Contact - now a new LearnUpon learner - enrolls in courses, LearnUpon sends course data to HubSpot, so customers can view their Contacts' course progress.

The HubSpot integration synchonizes enrollment data to an app object called LearnUpon course enrollments.

You can create a report based on this app object to see learning progress across all of your Contacts. You can also view an individual learner’s progress by customizing the record layout for your Contacts in HubSpot and adding the LearnUpon course enrollments card.

This card includes the following fields:

  • Course Source ID
  • Course ID
  • Enrollment ID
  • Enrollment Status
  • Course Name
  • Version
  • Date Enrolled
  • Date Started
  • Date Completed
  • Completion Due Date
  • Access Expiry Date
  • Purchase Completion Date
  • Certificate Name
  • Certificate Expiry Date
  • Was Recertified

See: Use app objects from your connected apps from HubSpot's help center.

See:

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