HubSpot Inquiry and Enrollment Management

Kathleen Sanders

Our school uses BB Enrollment Management. We are using HubSpot to collect the candidate Inquiry. We have hired a company to write a script that would allow the Inquiries that come in through HubSpot to be imported to BB. The import was intended to create an Inquiry form for the Candidate in Enrollment Management, in the same way as an inquiry that is entered using a BB Inquiry form. The Inquiry would then display on the Dashboard to be processed like any other Inquiry. However, the script they have written is importing the Candidate information directly into the database with the Status of 'Inquiry' without creating an Inquiry form. Therefore, Admissions has no way of knowing an Inquiry has been imported by viewing the Dashboard. The company writing the script has informed us that BB API documentation is insufficient to create the Inquiry as intended. They are building off the ON API not the SKY API if that makes a difference. Do any of you use HubSpot to collect Inquiries and have a way to get them into BB without having to manually enter them? I am not a programmer so any insights or suggestions you could provide would be appreciated. Thank you in advance.

 

Kathy Steinman

We're not using Hubspot but I'm following this thread as we're interested in how we'd use HubSpot or another CRM and these are some of the questions we'd need to answer - such as how do we get the Inquiries into Enrollment Management and what are some of the challenges we might face.

Using the API as you did, it sounds like you can import the Inquiries from HubSpot but they're not flowing through the dashboard. While I understand it's frustrating, it does make me wonder - does it matter? Could you run a list of recent Inquiries in EM on a daily basis or create an Advanced list of Inquiries for the past X days? I can understand the frustration knowing your team is used to doing things a certain way but I wonder if you're getting a big benefit from Hubspot, can you can forgo the Inquiries flowing through the dashboard knowing you can run a list and get the same information.

I'd love to hear from others that are using Hubspot to hear their solutions and any other challenges. As we are considering Hubspot (or any CRM), I'm wondering if we the CRM could host the Inquiries until they apply and not worry about getting the Inquiries into Enrollment Management at all with the main goal of the CRM being to convert the inquiries to applicants.

Thoughts?

Suzan Moffett

We are using Sharpspring, similar to HubSpot, for our CRM and have moved all inquiries to the Sharpspring form which is embedded on our website -- so none of our inquiries are reflected in BBed. We follow the process closely in SharpSpring until they open an application, then we are between the two again. Candidates create their first record in BBed when they start an application, which has actually made that account management easier from all perspectives. But we don't have the option of using BBed analytics about inquiries and relationship to applications; we have to manually create that from both Sharpspring and BBed data if we want to look at that. So far, that trade-off has been worth it.