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 learnupon.com/hubspot to learn more about working with HubSpot.

Overview and featured uses

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

You set up the HubSpot integration to select 1 of 2 types of HubSpot records, to provide data to LearnUpon, depending on how you use HubSpot.

Contact records - typically used to manage your external relationships with leads, customers, and other individuals. Choose Contact records to support and train customers in a portal
User records - typically manage your internal relationships with team members or employees. Choose User records to train your Sales and Success colleagues through your portal

These records contain different properties, for their different purposes. You can map their properties to LearnUpon’s custom user data to set up groups, run dynamic rules, and create learning journeys.

For both HubSpot record types, the integration with LearnUpon lets you:

connect multiple portals to your organization’s single HubSpot instance
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

The HubSpot integration in LearnUpon comes with a default User Invite Action and User Add Action. You can add these actions to Contact-based triggers 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.

Reports on learners' course progress with LearnUpon data

With the course progress information from LearnUpon provided in HubSpot through the card titled LearnUpon course enrollments you can set up reports in HubSpot using app object records.

Some examples include:

display all HubSpot Contacts or Users and the number of courses in Completed, In Progress and Not Started statuses
display all HubSpot Contacts or Users, with the number of courses with Completed statuses, sorted by date
display all HubSpot Contacts or Users 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 HubSpot account.

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.

Note: for white-labelled portals, admins must log in via the portal's yourdomain.learnupon.com URL, to set up the integration.

See White-label your portal with a custom URL

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 app objects

For app objects, LearnUpon requests the following scopes:

App Objects: read and write access conditional
- for Contact records: read and write access required
- for User records: read and write access required
- for Owner objects: read access required
App Schemas: read and write access conditional

See:

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