How to Integrate Student Information Systems with HubSpot at Universities

Integration of Student Information Systems with HubSpot at Universities

Imagine having all your student data in one place, fully integrated with powerful CRM tools to engage, recruit, and retain students effortlessly. But right now, your student information might be siloed in systems that aren’t designed to maximize engagement or outreach – and bridging that gap can seem daunting. Integrating your Student Information System with HubSpot could be the game-changer your university needs.

1) Why Integrate SIS with HubSpot?

SISs are essential for maintaining academic records, enrolments, grades, and other student data. However, HubSpot specialises in customer relationship management, delivering marketing, sales, and customer support solutions that increase communication, lead management, and data analytics. Integrating the systems has these primary benefits:

Unified Data: Integrating SIS data with HubSpot creates a single source of truth for departments to access current student data.

HubSpot can send personalised emails, alerts, and reminders based on SIS data, improving student communications.

Integration automates operations like lead nurturing for potential students, saving staff time and reducing errors.

Better Insights: HubSpot’s analytics and SIS data help schools track student engagement, identify at-risk students, and improve marketing and recruitment.

2. HubSpot-SIS Integration Steps

SIS integration with HubSpot might be complicated, depending on the SIS and university aims. High-level process overview:

Step 1: Set Goals and Use Cases

Integration projects begin with identifying important goals. These are popular academic usage cases:

Tracking prospective students, following up on enquiries, and nurturing leads.

– Admissions: Application management, revisions, and accepted student tracking.

– Student Engagement: Tracking students, communicating about class schedules, grades, and support services.

Retention: Using engagement data and grades to identify at-risk kids for early intervention.

Defined use cases assist choose integration solutions and develop HubSpot workflows that meet institutional requirements.

Step 2: Select Integration Method

The integration approach depends on your university’s SIS, budget, and technical resources. Here are three main options:

1. HubSpot native integrations and APIs: Some SIS providers offer this. Integration is generally the easiest method, although it may have drawbacks. Custom integrations can be made using the HubSpot API. This method provides customised integration but requires developer expertise.

2. Middleware Solutions: Zapier, Mulesoft, and Workato can connect HubSpot to SIS platforms. These solutions simplify data synchronisation and operations without coding.

3. Custom Development: If your SIS has a unique data structure or needs specific functionalities, custom development may be needed. The integration is usually built by a team of developers using HubSpot and SIS APIs. Custom development offers greatest flexibility but costs and takes time.

Step 3: Map Data Fields and Flows

After choosing an integration technique, choose which SIS data fields to transfer to HubSpot fields. Universities map these HubSpot data fields:

Student Personal Information: Name, email, phone, address.

Enrolment Status: Application, enrolment year, academic program.

Engagement Data: Event attendance, website visits, email answers.

Academic Records: GPA, course completion, advisories.

Data flows must also be defined. HubSpot should alert university staff when a student’s SIS enrolment status changes.

Step 4: Program Data Syncing and Automation

Set the SIS-HubSpot synchronisation frequency after data mapping. Synchronising depends on integration method:

Real-time: HubSpot updates immediately as the SIS changes.

– Periodic: Hourly or daily updates to maintain data consistency without real-time syncing.

After data sync, automate HubSpot workflows to improve communication. Some popular workflows:

Welcome Emails: Send approved students a welcome email series automatically.

involvement Alerts: Notify academic advisers if student involvement drops below a threshold.

Unfinished applications: Send automated reminders to prospective students.

Step 5: Integration Test

Data must be tested to flow properly. First test a selection of data to confirm:

SIS and HubSpot sync properly.

Automated workflows start when needed.

HubSpot accurately reflects SIS updates.

Test the integration with admissions officials, marketing personnel, and advisers to see how it affects their workflows.

3. Overcoming Common Issues

Here are some ways to handle integration project challenges:

– Data Privacy and Compliance: Make sure the integration meets FERPA and GDPR requirements. Secure sensitive data and limit access.

Data Quality: Audit synchronised data and set data entry policies to eliminate duplicate or inconsistent data.

User Training: New integrated systems may necessitate workflow modifications. Provide training to all users to ensure they can utilise the new system.

4. Assess and Optimise

Track performance data to evaluate your integration after launch. KPIs may include:

Recruitment conversion rates: How many enquiries become applicants and enrollees.

Student engagement with university communications and resources.

Comparison of retention rates before and after integration can show if early intervention works.

Regular assessments let you improve student experiences by optimising operations, communication tactics, and adding new features.

A HubSpot-integrated Student Information System can help colleges centralise data, engage students, and streamline procedures. With careful design, implementation, and optimisation, universities may create a more coherent, efficient, and data-driven environment for students and staff.
Is your university ready to leverage this integration for a data-driven, student-centric future?. Book a call here.