HubSpot integration: overview and features – Knowledge Base

Add LearnUpon accounts using HubSpot as the source of truth

Create or invite learners to your portal using HubSpot data, and track learners' progress with HubSpot reporting tools. Add multiple portals within 1 realm to a single HubSpot instance.

Availability: all customers who use HubSpot as a CRM

See HubSpot.com to learn more about their CRM platform. LearnUpon is not responsible for content off this website.

Overview and featured uses

HubSpot’s CRM (customer relationship management) platform provides tools and integrations for marketing, sales, content management, and customer service.

Depending on your HubSpot subscription you can use 1 of 2 workflows:

HubSpot’s enterprise customers with access to custom objects and workflows can use the CustomEnrollment object to build workflows
all other paying HubSpot customers can use deals objects to connect HubSpot data to LearnUpon. The deals object is a flexible database object that contains many fields you can customize to suit your workflow

From HubSpot's help center see:

The integration with LearnUpon lets you:

connect multiple portals to your organization’s single HubSpot instance
create or invite HubSpot contacts to LearnUpon portals as part of HubSpot workflows, without leaving the HubSpot interface
synchronize all HubSpot contacts who have existing LearnUpon accounts based on email addresses
track individual learners' course progress from within HubSpot
assemble reports on learners' course progress using HubSpot reporting tools and LearnUpon data
delete a learner’s relatable data between HubSpot and LearnUpon, to comply with GDPR requirements

Account provisioning from HubSpot

From HubSpot, you can add a contact to a LearnUpon portal, using the contact’s first name, last name and email address.

The HubSpot integration in LearnUpon comes with a default User Invite Action and User Add Action, that you can add to your custom workflows.

Based on the the conditions (triggers) you choose in HubSpot, HubSpot sends a request to your LearnUpon portal, to create a new learner or send them an invite to the connected portal.

Learners you add through a HubSpot workflow receive an email notification about their next steps:

for created learners - log in and reset the password
for invited learners - activate their account

For portals that use SAML or SQSSO to manage logins: created learners do not receive a "reset password" email. Their password is managed by SAML or SQSSO across their organization.

Tip: for invites, the recipient must respond to the invite and create an account in the portal, before LearnUpon can provide any data about them in HubSpot.

Synchronize HubSpot contacts who have accounts in LearnUpon

LearnUpon runs a daily synchronization between HubSpot and LearnUpon in the background, to see if any LearnUpon accounts have matching email addresses in HubSpot. This sync is looking for HubSpot contacts 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.

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 comes with a default enrollments custom object, and default CRM card.

Learners' progress, with information from LearnUpon, appears in a CRM card within HubSpot. 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 HubSpot's API documentation about CRM cards in HubSpot workflows. LearnUpon is not responsible for content off this website.

Store LearnUpon data in HubSpot deals object

HubSpot's deals object is a flexible database object that contains many fields you can customize to suit your workflow.

When you connect LearnUpon to HubSpot, LearnUpon adds the following fields to the deals object:

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: Create deals from HubSpot's help center.

Reports on learners' course progress with LearnUpon data

With the course progress information from LearnUpon provided in HubSpot through the CRM card, you can set up reports in HubSpot using custom object records. Some examples include:

display all HubSpot contacts and the number of courses in Completed, In Progress and Not Started statuses
display all HubSpot contacts, with the number of courses with Completed statuses, sorted by date
display all HubSpot contacts who have a required course in Completed status

Delete a user’s HubSpot data to meet GDPR requirements

When a learner whose account was provisioned through the HubSpot integration asks HubSpot to delete their personal data, LearnUpon deletes all data from external systems in LearnUpon - in this case the HubSpot Learner ID.

This deletion breaks the link between HubSpot and LearnUpon, and HubSpot can’t collect any additional data about the learner from LearnUpon.

The learner account remains in LearnUpon, but it has no link to HubSpot as the learner’s data processor.

Note: To remove a learner’s personal data from LearnUpon, the learner must request a permanent deletion from LearnUpon. This process is separate from their deletion request to HubSpot.

See User privacy: request permanent account deletion.

Prerequisites

To set up this integration LearnUpon customers need a paid HubSpot account.

See HubSpot’s pricing website. LearnUpon is not responsible for content outside this website.

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

Access permissions

Admins with full portal permissions: can set up this integration in a portal or sub-portal, and in multiple portals within one realm. You must set up the HubSpot integration in each portal separately. Requires access to a HubSpot admin account

See Portal setup: create admin accounts.

This feature is available in sub-portals.

Data that LearnUpon uses from HubSpot

To make the integration work, LearnUpon requests access to sets of information held in HubSpot. Your organization must agree to this access at first setup to use the integration.

When your organization set up HubSpot as a CRM, the organization agreed that HubSpot had permission to store this customer and contact data. LearnUpon draws on the data stored in HubSpot, to make learning-related workflows within HubSpot smooth and easy to use.

LearnUpon does not collect any additional personal identifiable information (PII) about your contacts. LearnUpon does store information about learners' enrollments, course progress and course completions in their accounts, to provide LMS services.

Data used from HubSpot customers for custom objects

For organizations using custom objects, through HubSpot's Enterprise plan, LearnUpon requests the following scopes:

Contacts Objects: read and write access required
Custom Objects: read and write access conditional
Custom Schemas: read and write access conditional

Data used from HubSpot customers for deals objects

For organizations using deals objects, through HubSpot's non-Enterprise plans, LearnUpon requests the following scopes:

Contacts Objects: read and write access required
Deals Objects: read and write access conditional
Deals Schemas: read and write access conditional

See:

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