How it Works: The Avela | HubSpot Connector
At Avela, we know how valuable it is for your enrollment, outreach, and marketing data to flow seamlessly into your CRM. That’s why we partnered with HIVE Strategies to build a HubSpot integration that connects directly with your Avela-powered forms, applications, and records, automatically keeping your marketing and operations teams aligned.
In this post, we’ll walk through exactly how the integration works, step-by-step.
Step 1: Purchase the Connector from HIVE
To get started:
Choose from one of the available packages:
Basic: Sync of contact info and custom properties for single-sites or smaller networks.
Advanced: Includes support for event tracking, workflow triggers, and ongoing support, and is best for larger networks or more complex use cases.
Fill out the inquiry form to get connected with Hive and receive onboarding instructions.
Step 2: Connect Your Avela Sync API Credentials
Once you're onboarded, HIVE will ask you for an API key. You can work with your Avela contact to get this, which will allow HIVE’s platform to securely pull data between your Avela and Hubspot environments.
Contact Avela to get your API credentials (Note that this will require an Avela Sync license).
In HIVE, go to Account → Settings → Avela & HubSpot Configuration and enter your client ID and secret code.
Save the configuration and click Configure Property Mapping.
Step 3: Map Avela Fields to HubSpot Properties
Map your fields by going to Mapping ➞ Property Mapping to set up your pipeline stages and confirm settings. The Avela or HIVE team can help you with this if required.
We recommend mapping at least the following, but the platform is flexible.
Guardians ➞ Contacts
Students ➞ Applicants (HS Custom Object)
Applications ➞ Deals (Can be configured to 1 school application = 1 deal, or 1 consolidated application = 1 deal)
Mapping additional fields such as birthdate, email, address, etc. can help you easily filter and report later in Hubspot.
Step 4: Verify the Sync
Start a sync and view the analysis to monitory any inconsistencies, duplicates, or errors. The Analysis dashboard in HIVE also provides AI recommendations and insights.
Step 5: View Records in Hubspot
Applications sync as “deals,” which can be viewed in the kanban board “pipeline” view or list. Students and parent/guardians sync as contacts, including contact information and all profile and application fields. You can customize columns, set filters, and view history on each records.
Step 6: Build Reports and Create Automations
Leverage Hubspot’s powerful analytical dashboards and custom reports, pulling from both Avela and Hubspot data. Example reports include:
Applications per week
Funnel view by stage
Time by stage
Stale applications
Applications by source
Conversion rate by source
You can also use Hubspot’s workflow builder to automate communications, reminders, and data pipelines, such as:
Reminders to families to accept outstanding offer
Confirm status changes
Build relationships before first day of school
Invite to open house or other events.
Start Today
Getting your Avela data into HubSpot is easier than ever, thanks to our partnership with Hive Strategy. Whether you want to measure attribution, send triggered emails, or just eliminate duplicate data entry, the integration will save your team time and help increase conversion rates.
👉 Visit hivestrategy.com/avela-hubspot-integration to request access or talk to your Avela Customer Success Manager for guidance.
