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.
The HubSpot integration 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.
While full HubSpot native integration is only available in the Learning Center and High Volume plans, all plans—including Starter and Pro—can integrate HubSpot using the tracking code.In this article, we will learn how to activate the HubSpot integration in LearnWorlds.
Activate the HubSpot Integration
To connect the HubSpot native integration:
1. Log in to your LearnWorlds school.
2. Navigate to Settings → Integrations → CRM tools.
3. Click on the Activate option and Connect to HubSpot.
4. You will be redirected to HubSpot 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.
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 opt in or out (default)
- YES, User opted in
- NO, User opted out
4. User's email.
5. First and Last name - if they have been added in the lead capture form.
The tracking code does not capture leads acquired through marketing forms, even if these leads were submitted via email grabbers embedded in such forms.
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 column, you can select one of the existing contact HubSpot properties 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 property:
1. Click on the 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 click CRM → Contacts option.
2. Click on the user you want. A new page will open, and on top of the user's name, you should click on Actions → View all properties, and track properties' 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 between LearnWorlds and Hubspot property types. When you use a [string] property type in LearnWorlds' property field, you should select a [string] one to map in Hubspot 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:
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 helps you track contacts based on their position in the customer journey—such as Subscribers, Leads, Marketing Qualified Leads, Sales Qualified Leads, Opportunity, Customers, and Evangelists—based on their engagement with your business.
By enabling this setting, you allow the Lifecycle Stage to automatically update from 'Lead' to 'Customer' when a user makes a purchase in your school.
You can find more information here.
LearnWorlds only supports Leads and Customers; if you wish to use one of the other stages, you need to update them manually on your HubSpot account. This means that:
1. When the Update Lifecycle Stage Property checkbox is disabled, and a user registers in your school (without purchasing) or registers and enrolls in a course, at the same time, by default, the contact will be synced as Lead.
2. When the Update Lifecycle Stage Property checkbox is enabled, there are two scenarios,
2a. If a user only registers in your school without purchasing, then, by default, the contact will be synced as a Lead. If this user enrolls in a course, the stage will switch from Lead to Customer.
2b. If a user registers and purchases at the same time, then, by default, the contact will be synced as Customer.
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.
Data synchronization from LearnWorlds to HubSpot occurs automatically. Whenever a field value changes in LearnWorlds, the corresponding update is promptly reflected in HubSpot. However, if you add new properties in HubSpot and want to sync historical data for existing users (i.e., data that existed before the new properties were created), you’ll need to perform a manual Sync from your LearnWorlds admin panel. Otherwise, the data for new properties will sync automatically the next time a user’s information is updated in LearnWorlds
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.
When modifying an existing user's account—such as updating their username—the affected user must log in at least once after the change. This step is necessary for the updated information to sync with your HubSpot contacts.
If you're using HubSpot Properties that sync data from multiple platforms, it's strongly advised to create distinct properties for mapping LearnWorlds data. This separation helps prevent data from other platforms from overwriting information sourced through LearnWorlds.
Disconnect Hubspot from Learnworlds
If you want to disconnect your HubSpot account from your school, navigate to Settings → Integration → CRM Tools and click the Disconnect button. Click Save to confirm the changes.
Disconnecting LearnWorlds from HubSpot
Navigate to your Hubspot account, click Settings → Connected Apps, and locate LearnWorlds. Click Actions → Uninstall and follow the next steps needed.
- Disconnecting LearnWorlds from HubSpot does not automatically remove the connection from your HubSpot account. To fully disconnect, you must also log in to your HubSpot account and remove the integration there.
- If the connection between HubSpot and LearnWorlds is lost for any reason, the integration will be automatically deactivated. You will be notified via email at the address specified under School Emails.
