Introduction

 

Classter supports a Hubspot integration. The way the integration works is that changes happening in Classter get exported to Hubspot.

Those changes are related to two things; the Student and the Registration Status of their Educational Programs.

To start the integration, go to CONFIGURATION > Advanced Configuration > Third-Party Integrations. (Figure 1)

 

Figure 1

 

Find HubSpot in the list and click on the button as in Figure 2.

 

Figure 2

 

In the next window, enter the access token generated through the HubSpot administrative platform (Private App) and click Save to proceed with configuring the required integrated fields and actions.

The token must include the following scopes: crm.objects.custom.read, crm.objects.contacts.read, crm.objects.contacts.write, crm.objects.deals.read, crm.objects.deals.write, crm.schemas.contacts.read, crm.schemas.contacts.write, crm.schemas.deals.read, and crm.schemas.deals.write. Then click Save to apply and store the configuration settings.

 

Figure 3

 

After applying the settings and clicking Save, the following fields will become available.

 

Figure 4

 

After the integration settings are saved, additional configuration fields will appear. These fields allow administrators to define how HubSpot Deals are created and updated based on Educational Program and Student data synchronization rules.

• Do not create any Deal for any Educational Program with Global Code lower than: Prevents the system from creating HubSpot Deals for Educational Programs whose Global Code value is below the specified number.
• Do not create or update any Deal for any Educational Program with Start Date older than X days from now, where X is: Restricts Deal creation or updates for Educational Programs whose start date is older than the number of days entered.
• Do not create or update any Deal for any Educational Program with any Semester which has start date older than X days from now, where X is:
  Prevents processing Deals related to semesters that started earlier than the configured number of days.
• Update deal data only if the Student status is one of the following: Allows Deal updates only for _Students_ whose status matches the specified values.
• Select how system is going to handle Educational Programs coming from re-registration process: Defines how the integration should manage Deals generated through the re-registration process, such as keeping the same Deal Code or creating a new one.
• Action: The Action field is used to define which synchronization actions the user wants to configure and support through the HubSpot integration mapping process.

 

Actions

The available actions are separated into two main categories: Contact and Deal.

• Contact actions are related to the _Student’s_ personal and contact information.
• Deal actions are related to the _Student’s_ enrollment or educational program records.

 

The following actions are available:

• CreateContact: Creates a new _Student_ contact.

• UpdateContact: Updates an existing _Student_ contact.

• CreateDeal: Creates a new Deal related to the _Student’s_ educational program or enrollment.
• UpdateDeal: Updates the information of an existing Deal.
• ChangeDealStatus: Updates the current stage or status of an existing Deal.

It is recommended to configure all required Contact and Deal actions before enabling the integration. For example, if the CreateDeal action is configured without also configuring CreateContact, the integration may be unable to create the Deal successfully.

 

Figure 5

 

By selecting one of the available actions, the corresponding menu will appear, allowing the user to define and configure the fields related to the selected Contact or Deal action.

 

Figure 6

 

Create Contact

In the HubSpot Available Fields section, the user can select which HubSpot field will be used for the mapping configuration. Two mapping methods are available:

• Model Mapping – Uses predefined system mappings between Classter and HubSpot fields.
• Custom Mapping – Allows the user to manually define and customize the field mapping.

 

Figure 7

 

When a HubSpot available field is selected (for example, Gender), it can be added to either the Model Mapping or Custom Mapping configuration by clicking the Add Selected button.

 

Figure 8

 

Figure 9

 

Note that the concept of “required” is not explicitly enforced in this context. The user must verify what HubSpot considers required fields in order to successfully create a record.

If something is not working in Classter, the user should check the HubSpot API logs and review the error message returned by Classter for the specific action.

Important: In both the Create Contact and Update Contact sections, the Email property must be mapped and configured correctly. If the Email field is not configured, HubSpot will not be able to create the corresponding Deals.

 

 

 

HubSpot Property and Classter Property

Below are the corresponding properties between Classter and HubSpot. By clicking the + button, a new dropdown menu appears. Using this approach, you can map multiple properties together, for example: First Name, Middle Name, etc.

 

 

Sales Pipeline

Next to Create Deal and Update Deal, there is a Pipeline selection. This acts as a categorization mechanism, meaning that depending on the selected pipeline, additional properties may become available or required.

Pipelines are not created within Classter; they are configured in HubSpot, and the user selects which pipeline the integration should use. This is especially important for the Change Deal Status functionality.

 

 

 

Change Deal Status

This section is used to configure the Deal mapping, defining which Classter fields correspond to which HubSpot Deal fields. The mapping determines how information from Classter is transferred and synchronized with HubSpot Deal records.

 

 

For most Deal actions, users can choose between Model Mapping and Custom Mapping. However, the Change Deal Status action supports Custom Mapping only.