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HubSpot CRM Integration for Academies

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Integration Overview

The WorkRamp HubSpot integration enables seamless synchronization of your academy's learning data with HubSpot CRM. This integration automatically syncs learner information, course completions, certifications, paths, and event attendance data to HubSpot, providing your sales and marketing teams with valuable insights into customer and prospect training engagement.

Key Features

  • Automated Data Sync: Continuously synchronizes learning data between WorkRamp and HubSpot every 8 hours.

  • Contact Management: Updates HubSpot contacts with learner registration information and custom fields and creates new contacts if the email address used in your Academy does not currently exist in your HubSpot CRM.

  • Course Tracking: Syncs course assignments, completions, and progress using HubSpot's Course object.

  • Certification & Path Management: Tracks certifications and learning paths using custom HubSpot objects.

  • Event Tracking: Synchronizes instructor-led training sessions and on-demand content as Marketing Events.

  • Real-time Updates: Keeps HubSpot data current with automatic synchronization.

Prerequisites

Before setting up the HubSpot integration, ensure you have:

  1. WorkRamp Academy Administrator Access: You must be an academy administrator to configure integrations.

  2. HubSpot Account: An active HubSpot account with appropriate permissions.

  3. HubSpot User Permissions: You must be a super admin or have App Marketplace permissions in your HubSpot account.

HubSpot Objects Used

The integration utilizes the following HubSpot objects:

Standard HubSpot Objects

  1. Contacts - Syncs learner information including:

    • Email (primary identifier)

    • First and last name

    • Custom registration fields from your academy

  2. Courses (Object Type ID: 0-410) - Must be enabled from HubSpot's object library.

    • Tracks individual course, guide, and resource assignments.

    • Properties synced:

      • Course name and description

      • Completion percentage and status

      • Registration and completion dates

      • Time spent and scores

      • Academy information

  3. Marketing Events - Used for:

    • Instructor-led training sessions

    • On-demand event content

Custom Objects

The integration creates and manages the following custom object:

WorkRamp Paths and Certifications (workramp_training_series)

  • Used for both Certifications and Paths.

  • Properties include:

    • Training name and type (certification or path)

    • Completion percentage

    • Registration, completion, and award dates

    • Expiration dates (for certifications)

    • Time spent

    • Badge status

Setup Instructions

Step 1: Enable the Course Object in HubSpot

Important: Before connecting your accounts, you must enable the Course object in HubSpot

  1. Log into your HubSpot account.

  2. Navigate to Settings > Objects > Object Library.

  3. Find the Course object.

  4. Click Enable or Add to account.

  5. Confirm the activation.

Step 2: Enable the Integration

  1. Navigate to your Academy's Admin panel.

  2. Go to Integrations > HubSpot.

  3. Click the toggle to Enable the HubSpot integration.

Step 3: Connect Your HubSpot Account

  1. In the WorkRamp HubSpot integration page, click Link HubSpot Account.

  2. You'll be redirected to HubSpot's OAuth authorization page.

  3. Review the requested permissions (see OAuth Scopes section below).

  4. Click Connect app to authorize the integration.

  5. You'll be redirected back to WorkRamp upon successful connection.

Step 4: Initial Sync

  1. Once connected, click Sync Now to start the initial data synchronization.

  2. The sync process will run in the following order:

    • Contacts

    • Course Assignments

    • Guides

    • Resources

    • Certifications & Paths

    • Event Sessions

    • Event Attendance

Technical Details

OAuth Scopes

The integration requests the following HubSpot permissions:

  • oauth - Basic OAuth functionality

  • crm.objects.contacts.write - Create and update contacts

  • crm.objects.contacts.read - Read contact information

  • crm.schemas.contacts.write - Create custom contact properties

  • crm.schemas.custom.read - Read custom object schemas

  • crm.schemas.custom.write - Create custom object schemas

  • crm.objects.custom.write - Create and update custom objects

  • crm.objects.marketing_events.write - Create and update marketing events

  • crm.objects.courses.write - Create and update course records

  • crm.objects.courses.read - Read course information

Data Synchronization

Sync Frequency

  • Manual Sync: Click "Sync Now" anytime to trigger an immediate sync.

  • Automatic Sync: The system can be configured to sync automatically on a schedule every 8 hours.

  • Incremental Updates: After the initial sync, only new and updated records are synchronized.

What Data is Synced

  • Learner Data (Contacts)

    • Email address (used as unique identifier)

    • Name (first and last)

    • Active custom registration fields configured in your academy

  • Learning Activities (Courses)

    • Course assignments

    • Guide completions

    • Resource interactions

    • Progress percentages

    • Completion dates and times

    • Scores (when applicable)

  • Certifications & Paths (Custom Object)

    • Certification enrollments and completions

    • Path progress and completions

    • Award and expiration dates

    • Badge achievements

  • Events (Marketing Events)

    • Instructor-led training sessions

    • On-demand event content

    • Attendance tracking

Association Management

The integration automatically creates associations between:

  • Contacts and their Course assignments

  • Contacts and their Certifications/Paths

  • Contacts and Marketing Events they've attended

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