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Push SchoolMint data to HubSpot, automatically

SchoolMint to HubSpot Integration

HIVE Strategy has created the only SchoolMint to HubSpot integration allowing schools, networks, and districts to keep data up-to-date and actionable between applications/lottery and marketing and communication!

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Our Integration Solution

Create and Associate Parents as Contacts

Connect Your Parents

All parents and guardians, yes even if there are multiple, flow into HubSpot and create/update contacts. Those contacts can then be associated with many other contacts, students, and applications.

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Create and Associate Students as a Custom Object

Connect Your Students

All students, yes even siblings, flow into HubSpot and create/update a custom object for Students. Those students can then be associated with many other contacts, other students, and applications.

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Create and Associate Applications as Deals

Connect Your Applications

All applications, yes even if you have multiple applications per student, flow into HubSpot and create/update deals in an Applications Pipeline. Those applications can then be associated with contacts, a student, and other applications.

Powered by automation, you can then ensure that no application falls through the cracks or gets stale.

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Useful data to manage campaigns

Clear Reporting & Data

With all of this data automatically flowing into HubSpot, you can now measure your individual school or network goals, determine where families are falling off in the process, determine who needs extra support, and finally determine which marketing activities and campaigns are resulting in enrolled students.

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Keep your systems in alignment and actionable

SchoolMint + HubSpot = Multiplied Recruitment

SchoolMint is the dominant lottery management system for public schools, charter networks, and districts across the United States. It enables schools to balance multiple quotas, rules, lottery preferences, and timelines for their lotteries, and manage the overall enrollment/re-enrollment process for families.

HubSpot is the CRM & Marketing platform that many networks have to help them attract, nurture and convert leads to student applications. It enables schools to have “Quick Apply” forms, schedule open houses/tours, chatbots to help answer family questions, and an integrated social media presence. 

The integration of the data in these two systems is a feature schools have wanted for years. Without integration, schools are left trying to manually upload, download and merge data from both systems, leading to tremendous time inefficiencies and increasing likelihood of human errors.

HIVE Strategy has developed a custom integration to address the above challenges. 

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Custom, Automatic Script

A custom script to mimic the work that is done manually by schools today. The script pulls the data and maps it to the proper location in HubSpot.

The script will pull new data into HubSpot every 5-15 minutes depending on amount of data to update.

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Full Picture

Create, map, and associate all necessary objects (parents/guardians as Contacts, students as a Custom Object, and applications as Deals). By creating these objects and associating them properly, we can accurately track, measure, and engage with the full picture of a family including multiple guardians, multiple students/siblings, and multiple applications per student.

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One Direction

This is a one way integration from SchoolMint to HubSpot and it does not flow the other way to protect the integrity of applications.

  • SchoolMint to HubSpot Integration

Essential Integration

For networks with up to 10 schools. Push up to 50,000 total parent/guardian, student, and application records to HubSpot, seamlessly.

Starting at
$3,000 setup + $249/mo


Includes:

  • Integration implementation (up to 15 hours)
  • Up to 50,000 records.
    • Including parent guardian, student, and applications
  • Mapping of parent/guardian data to Contacts in HubSpot.
  • Mapping of student data to a custom object for Students in HubSpot (requires an Enterprise hub).
  • Mapping of application data to Deals in HubSpot.
  • Creation of associations between parents/guardians ↔ students ↔ applications in HubSpot.
  • Ensure near real-time data accuracy and reduce manual data entry.
  • Provide troubleshooting support for common integration issues.
  • Custom data cards and uptime monitoring
  • Advanced analytics
  • Ongoing priority support
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Enterprise Integration

For networks with more than 10 schools, in multiple states, or with complex requirements. Push unlimited parent/guardian, student, and application records to HubSpot, seamlessly.

Starting at
$5,000 setup + $349/mo


Includes:

  • Integration implementation (up to 25 hours)
  • Unlimited parent/guardian records.
  • Unlimited Student records.
  • Unlimited Application records.
  • Mapping of parent/guardian data to Contacts in HubSpot.
  • Mapping of student data to a custom object for Students in HubSpot (requires an Enterprise hub).
  • Mapping of application data to Deals in HubSpot.
  • Creation of associations between parents/guardians ↔ students ↔ applications in HubSpot.
  • Ensure near real-time data accuracy and reduce manual data entry.
  • Provide troubleshooting support for common integration issues.
  • Custom data cards and uptime monitoring
  • Advanced analytics
  • Ongoing priority support
Sign Up Now Meet With Us
How our SchoolMint → HubSpot Integration Works

Frequently Asked Questions

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How long does a SchoolMint → HubSpot integration take?

Most SchoolMint → HubSpot integrations are completed within 2 to 4 weeks depending on the complexity of your systems, custom workflows, reporting requirements, and data structure. Simpler integrations can move faster, while advanced automation and multi-campus implementations may require additional planning and testing.

Our team also provides ongoing optimization and support through services like HubSpot fractional admin, custom development, and growth marketing.

What data can be synced between SchoolMint and HubSpot?

The integration focused on mapping parents/guardians to Contacts, students to a custom Students object, and applications to Deals. We can map any properties in SchoolMint to HubSpot.

We also help schools structure their CRM for better reporting, automation, and lifecycle tracking through our HubSpot services and custom integration solutions.

Can you build custom workflows and automations?

Yes. We specialize in creating custom workflows, lead routing, automated emails, notifications, admissions pipelines, and enrollment automations tailored to your operational process.

Our HubSpot fractional admin and marketing automation services help schools improve efficiency while reducing manual work.

Do you work with existing HubSpot portals?

Absolutely. We frequently work inside existing HubSpot environments to improve architecture, clean up data, optimize workflows, and implement integrations without disrupting your current operations.

Our team can also support ongoing CRM management through our HubSpot fractional admin services.

Will this integration reduce manual data entry?

Yes. One of the primary goals of a SchoolMint → HubSpot integration is to eliminate manual work, improve data accuracy, and automate repetitive tasks between systems. It also enables a more real-time view of your data so that your team is always working off correct data, not day old (or older) data.

Do you provide support after launch?

Yes. We offer ongoing optimization, troubleshooting, reporting support, workflow enhancements, and strategic guidance after launch. Every integration includes a monthly cost in order to keep the data flowing, continuous updates and optimization, monitoring, and any troubleshooting that comes up.

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Can you migrate historical admissions or enrollment data?

Yes. We can assist with importing and organizing historical admissions, enrollment, and communication data into HubSpot while maintaining clean property mapping and reporting accuracy.

Our development team can also support custom migration requirements and complex data transformations.

What types of schools do you work with?

We work with charter schools, private schools, public school systems, and education organizations looking to improve enrollment operations, admissions communication, and marketing performance.

Our combined expertise in HubSpot consulting, custom integrations, and digital marketing helps schools create scalable enrollment systems.

Why choose HIVE Strategy for a SchoolMint integration?

HIVE Strategy combines deep HubSpot expertise with technical integration experience and operational strategy. We do more than connect software. We help schools build scalable enrollment, communication, and reporting processes.

In addition to integrations, we provide HubSpot administration, custom development, and marketing strategy services to support long-term growth.

Can I have data flow in from multiple school years?

Yes. Within the integration, we can choose which datasets to use and that can include multiple school years. This becomes very important in the fall as new applications may be coming in for the current school year as well as the upcoming school year. All data is also identified based on their school year so you can easily sort, filter, and action applications as necessary between school years.

How do I choose between packages and can I upgrade if I need to?

The baseline difference between the Essential and the Enterprise integration are based on number of schools and number of records. If you have more than 10 schools, need to sync more than 50,000 total records (students, parents, and applications), or have multiple SchoolMint accounts that need to be integrated, you should be on the Enterprise.

As your network grows, you can always upgrade to the Enterprise integration at any time.

Does the integration push data from HubSpot to SchoolMint?

At this time, the integration is only one direction — from SchoolMint to HubSpot. That is very intentional as we do not want something being changed in HubSpot to negatively effect an application. We are exploring avenues to push data back to SchoolMint, but do not currently offer any solution for that functionality.