DreamApply to HubSpot
Cloud admissions and application management system for education institutions. It covers applicants and leads, applications, courses, offers, documents and marketing trackers.
DreamApply data can move into HubSpot, landing mainly in Sales Hub. 1 of 7 mapped objects move directly (Applicants / leads); 3 items need manual work and 2 do not move. Plan roughly 2-4 weeks for a small move and 8-16 weeks for a large one.
Migration checklist for DreamApply
Three phases, specific to this system. Tick steps off as you go.
Before
0 of 5 doneDuring
0 of 5 doneAfter
0 of 5 doneWhat will it take?
No price list: cost follows volume, custom objects and how much logic must be rebuilt. Answer four quick questions for a planning range.
The three scenarios
Small migration
up to 5k applicants
Native contact sync plus a basic deal import.
Mid migration
5k-50k applicants
API scripts, a course object and document loading.
Large migration
50k+ applicants, multiple terms and institutions
Chunked extraction, SIS boundary, consent audit.
What moves the number
Timeline ranges are planning estimates, not a quote. A partner confirms scope after discovery.
Access, mapping and limits
Start with how data leaves DreamApply: what you need to get in, what lands in HubSpot, and what will not.
REST API (JSON) per institution instance, with an SDK for PHP
An API key for the institution's DreamApply instance (host such as apply.example.edu).
For the native HubSpot integration, the Superuser role or the integrations permission. The permission needed to issue API keys was not confirmed.
Choose your route
How will you move the data?
HubSpot offers an integration for importing records from DreamApply.
- You need: An API key for the institution's DreamApply instance (host such as apply.example.edu).
- Permission: For the native HubSpot integration, the Superuser role or the integrations permission. The permission needed to issue API keys was not confirmed.
Native imports often bring over only some data, so check coverage per object in the mapping below.
Export each object, clean it, then import it into HubSpot.
- REST API listing of applicants, applications and courses. Collections are capped at 32,768 items, or 8,192 when expand is used.
- Expand parameters pull in related records. Applicants expand to trackers, documents, consents, invoices and wishes. Applications expand to applicant, flags, courses, offers, documents, tasks, scores, references and interviews.
- Per-application PDF and exports of binary files (blobs), tied to a specific offer.
- Journal API listing events such as registrations, submissions and right-to-be-forgotten requests.
Limits: To confirm
Migration and sync tools can move more than a plain import. Confirm which objects each one supports before you choose.
Best when volume is high, custom objects are many or automation is heavy. That is the Large scenario: 8-16 weeks, usually phased.
Talk to a partnerWhere each object lands
In DreamApply
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Applicants / leads | Contacts | yes | The native sync sends email, name, citizenship, phone, language, registration date, applicant ID, reference code and matriculation number. DreamApply creates custom contact properties for these. |
| Applications (status, term, category, flags) | Deals | partial | Not covered by the native sync, so it needs API extraction and a custom load. Mapping applications to Deals is analyst judgement. |
| Courses / programmes | Custom objects | manual | Courses are the technical name for programmes. Rebuild them as a custom object or a deal property. |
| Offers and decisions | Deals | partial | Offers are retrievable per application and can feed deal stages. |
| Guardians | Contacts | manual | Whether guardians are exposed as a distinct API resource was not confirmed. |
| Tasks | Tasks | partial | Application tasks are exposed in the API. They need scripted loading. |
| Documents and application PDFs | Files | partial | Documents and PDFs are available through the API. Bulk file load is scripted. |
What to expect
The Journal API can be read, but HubSpot has no matching native import, so use Notes at most.
Per the scope note these stay in the SIS or finance system. Invoices are an applicant expansion, but HubSpot has no ledger equivalent.
DreamApply statuses and flags need a custom stage design in HubSpot.
The applications endpoint requires an academic term or year filter, so loop over terms.
It is an outgoing sync that runs continuously. If DreamApply stays live, you need to control what it keeps sending.
Extract the consents expansion and map it to HubSpot subscription and legal-basis properties.
Page with bySince, byUntil and limit, and use a HEAD request to compare counts from the X-Count header.
Check Journal events and exclude those applicants.
Use email as the key and the DreamApply applicant ID as a custom unique property.
Data governance and compliance
Decide what is allowed to move before anything is exported. Tick each gate once it is agreed.
How we researched this page
How much to trust each section, and where it comes from.
API, ID rules and the DreamApply-to-HubSpot contact sync are documented by the vendor. Rate limits, bulk-export UI details, certifications and residency were not confirmed. Mapping of applications, offers and courses to HubSpot Deals or custom objects is analyst judgement.
Sources
Related migrations
Frequently asked questions
How do I migrate DreamApply to HubSpot?
1. Obtain an API key for the DreamApply instance and test GET /api/applicants. 2. Count applicants per academic term using HEAD requests and the X-Count header. 3. Decide which data stays in the SIS or LMS (grades, fee ledgers) and which moves to HubSpot. 4. Design Deal pipeline stages and a Course custom object for the admissions stages.
What data can move from DreamApply to HubSpot?
These objects move directly: Applicants / leads. Check the mapping table for partial and manual items.
What does not move from DreamApply to HubSpot?
Journal and audit history as native HubSpot timeline events and Fee ledgers and invoices. Plan to rebuild or retire these.
How long does a DreamApply to HubSpot migration take?
Small (up to 5k applicants): 2-4 weeks. Mid (5k-50k applicants): 4-8 weeks. Large (50k+ applicants, multiple terms and institutions): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from DreamApply?
An API key for the institution's DreamApply instance (host such as apply.example.edu). For the native HubSpot integration, the Superuser role or the integrations permission. The permission needed to issue API keys was not confirmed.
Is there a native HubSpot connector for DreamApply?
Yes. Confirm the supported objects in discovery.
What compliance issues apply when moving DreamApply data?
Check: Minors (applicants and guardians), Education records, Passport and identity documents and Financial data (invoices). Agree consent, retention and access rules before exporting.
Moving DreamApply into HubSpot?
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