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How to Integrate HubSpot with your LearnWorlds School

HubSpot is inbound marketing and sales software that helps companies attract visitors, convert leads, and attract customers. It includes all the tools needed for inbound marketing: email, sites, SEO, Marketing Automation, Landing Pages, Analytics, Social Media, Blogging, and more. 


HubSpot integration with LearnWorlds makes it easy to sync user data to HubSpot from a large pool of user LearnWorlds properties, choose from a wide pool of activity events that can take place in LearnWorlds, and enable them to fire automatically in HubSpot.


Hubspot integration is available in our Learning Center plans or higher. However, you can enable the tracking code in all of our plans.


In this article, we will learn how to activate Hubspot in LearnWorlds. 


Activate HubSpot in your LearnWorlds School

1. Login to your LearnWorlds account. 

2. Navigate to Settings  Integrations  CRM tools.

3. Click on Activate option and on Connect to HubSpot.

4. You will be redirected to Hubspot's page (app.hubspot.com) in order to authorize your LearnWorlds account and, eventually, connect it to Hubspot. You need to select the Hubspot account you would like to connect to your LearnWorlds school and click on Choose account Connect App.

Update your HubSpot Contacts with User Information


You can define which user information should flow into HubSpot and map it with existing contact properties in your HubSpot account or generate new contact properties and map them on the fly. In the first column, you can select one of the available LearnWorlds properties and in the second one, you can select one of the existing contact HubSpot properties in order to map them. If there is no matching option available in the HubSpot property field, you can always create a new one.


To create a new one:


1. Click on HubSpot field.

2. Select Create property.

3. Add a Property Name and choose a property type.

A school admin (and the instructor with the respective permissions) can view synced properties in the Hubspot contacts:


1. Log in to your Hubspot account, and select the Contact option. 

2. Click on a user  Actions View all properties, and track propertiess' results.

In the HubSpot environment, the newly created Hubspot property will be shown as LearnWorlds properties (Name of your Business).

Available LearnWorlds properties:

  • General Information

User ID, Email, Username, First name, Last name, EU customer, Role level, Role name, Is user affiliate, Referral id, Tags, NPS score, NPS comment, Is a user admin, Signup Approval status. 

  • Signup Fields

Optin

  • UTMs

UTM source (first click), UTM medium (first click), UTM campaign (first click), UTM term (first click), UTM content (first click), Landing page (first click), Referrer (first click), Country (first click), UTM source (last click), UTM medium (last click), UTM campaign (last click), UTM term (last click), UTM content (last click), Landing page (last click), Referrer (last click), Country (last click).

  • Billing Details (if enabled)

Name, Address, City, Postal code, Country, and Business Tax ID.

  • Usage Overview

Registration date, Last login date, Number of certificates, Names of certificates, Number of courses, Courses, Last purchase date, Subscription name, Is on trial, Trial expired.


- The Signup fields and Billing details LearnWorlds properties, will also contain any Custom Sign-up fields that you create.

- You need consistency among LearnWorlds and Hubspot property types. When you use a [string] property type in LearnWorlds's property field, you should select a [string] one to map in Hubspot's as well.


Update your HubSpot Contacts with Timeline Events


Timeline Events refer to specific events that, when triggered in your school, can be reflected in your HubSpot account, in the context of the respective HubSpot contacts. You can select which events you would like to see as Timeline Events in your HubSpot contacts. 

A school admin (and the Instructor with the respective permissions) can see specific Timeline events of your users in the Activities tab of your HubSpot account. 


To view Timeline Events results, you need to:


1. Log in to your Hubspot account, select the Contact option. 

2. Click on a user Actions  Activities.

3. Track the Timeline events results.


Available Timeline Events:

  • User registration and management

Add event when a new user signs up. 

Add event when a new user is created. 

Add an event when a selected tag is added to a user.

Add an event when a selected tag is removed from a user.

Add an event when a user opts-in to receive email marketing material from their school.

Add an event when a user opts-out of receiving email marketing material from their school.

Add an event when a user gets deleted.

Add an event when a user gets suspended.

Add an event when the user's username gets updated.

  • User-course enrollment

Add an event when a user enrolls in a course.

Add an event when a user completes their first product purchase

Add an event when a user is unenrolled from a course.

Add an event when a user signs up for a subscription plan.

Add an event when a user previews a free section of a paid course.

  • User - course progress

Add an event when a user completes a course.

  • User - certificate

Add an event when a user is awarded a certificate.

Update the HubSpot Contact Lifecycle Stage Property


The HubSpot lifecycle stage property allows you to track and manage your contacts based on where they are in the customer journey. This property lets you categorize the users as Subscribers, Leads, Marketing Qualified Leads, Sales Qualified Leads, Opportunity, Customers, and Evangelists, based on their engagement with your company. Essentially, by enabling this setting, you select whether the value of the Lifecycle Stage Property in HubSpot should change from 'Lead' to 'Customer' when a user becomes a paying customer in the school. You can find more information here.

Sync Contacts to HubSpot


Synchronizing your contacts with HubSpot is recommended only for the first time you set up the HubSpot integration (this action may take some time to complete, so please be patient). To do so, click on the Sync your contacts with HubSpot button.


The data synchronization from LearnWorlds to HubSpot occurs automatically. Whenever a field value changes in LearnWorlds, the corresponding update is promptly reflected in HubSpot. This syncing process is dynamic and cannot be manually triggered.


Enable Tracking Code

You can also enable the option to inject the HubSpot tracking code into your school’s website, which is available for all plans.


The HubSpot tracking code allows the automated tracking of visitors, page views, and events on your website. It can also monitor the Contact/Lead Capture forms and collect the submitted data to create new Contacts in Hubspot. Read Track visitors in Hubspot and Set up site tracking in HubSpot for more information on what the HubSpot tracking code can help you achieve.


1. Navigate to your Hubspot account and copy this integration’s tracking code embed code in the appropriate text field. The embed code can be found under Settings  Account Setup  Tracking Code. You can find more information here.

2. Go to your LearnWorlds school, navigate to Settings  Integrations CRM tools, and scroll down to the Enable Tracking Code option.

3. Paste the URL link that is between the src="// and "> (for example  //js-eu1.hs-scripts.com/2569.js) in the copied integration's tracking embed code. Click on Save to save your changes.


After adding the embed code, the system will keep only the field that is required to connect your school with your Hubspot account.

The tracking code can be used to update contacts’ data in HubSpot. You can always prevent contact properties from being updated by the tracking code API, by switching off the Allow tracked events to update contact properties option, in your Advanced Tracking settings.


What information is sent over to Hubspot?


  • If you have activated Hubspot in your LearnWorlds school by connecting your HubSpot account and you have also enabled and injected the HubSpot tracking code, then LearnWorlds sends the following property to HubSpot:

1. User's email.


  • If you activated HubSpot only by activating and injecting the tracking code, then LearnWorlds automatically sends the following custom properties to HubSpot:

1. learnworlds_username : the username of the user

2. learnworlds_user_id : a unique string that acts as an identifier for each user

3. learnworlds_optin : a string (of single line text field type) denoting whether the user has opted for receiving promotional material from the client. The property can get one of the following values:

  • - , User did not opted in or out (default)
  • YES , User opted in
  • NO , User opted out

4. User's email.


For leads captured by your school's popups and e-mail grabbers, LearnWorlds provides Hubspot with the lead's First and Last name and email. To send the lead's first and last name to Hubspot, you will need to add the respective fields in your forms.


Adding the custom properties to your Hubspot account


To have the usernames and IDs of your School's users added to your list, navigate from your Admin menu to Contacts and click on Actions Edit properties.

Click on Create Property.

There, you can add a new custom property by setting the Label field with the internal ID learnworlds_username. Choose the Object Type, Group, and Level and click on Next.

Choose the field type and click on Create.

You can follow the same procedure to add the user ID custom property by adding a new custom property and setting the Label field with the internal ID learnworlds_user_id, or the optin custom property, by adding a new custom property and setting the Label field with the internal ID learnworlds_optin.


You can find more information on how to create a new property here.


Once you create the custom property, navigate back to Contacts,  click on Table actions  Edit columns.

Search by using the keyword learnworlds in the search bar, select the respective properties, and click on Apply.


Hubspot Experience

You can watch how a new user is created in LearnWorlds and where you track this data in HubSpot.


Notes: 

  • If you have enabled the GDPR toolkit, your users will need to accept the targeting/ marketing cookies for them to be added to your HubSpot contacts upon Sign-Up.
  • If you make any changes to an existing user's account, like changing their username, the user whose details have changed will need to sign in at least once after you have modified their information for the changes to cascade over to your HubSpot contacts. 
  • If you have HubSpot Properties that are synced from other sources/platforms, it ise highly recommended to create separate properties to map with LearnWorlds (and separate properties to map with other platforms) to avoid overwriting data from different sources.

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