Infinite Campus to HubSpot
K-12 student information system (SIS) that holds student, guardian, enrollment, schedule, attendance and grade data. It is not a CRM, so a HubSpot move is a partial replacement. Only prospect and applicant data move; the SIS stays the system of record.
Infinite Campus data can move into HubSpot, landing mainly in Sales Hub. 0 of 7 mapped objects move directly; 3 items need manual work and 3 do not move. Plan roughly 2-4 weeks for a small move and 8-16 weeks for a large one.
Migration checklist for Infinite Campus
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
<5k contacts
CSV-based load.
Mid migration
5k-50k contacts
Scheduled extracts with custom objects.
Large migration
>50k contacts, multiple schools
Ongoing sync across several schools.
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 Infinite Campus: what you need to get in, what lands in HubSpot, and what will not.
OneRoster REST API (1.1 and 1.2, JSON) exposing rostering data. Campus only receives requests and does not push data.
Client ID and secret (consumer key and secret), the district's API base URL and the token URL, all generated in Campus.
Campus system administrator, to create the OAuth client or OneRoster connection under System Administration.
Choose your route
How will you move the data?
No native connector was found.
- You need: Client ID and secret (consumer key and secret), the district's API base URL and the token URL, all generated in Campus.
- Permission: Campus system administrator, to create the OAuth client or OneRoster connection under System Administration.
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.
- OneRoster 1.1/1.2 API pull of users, classes, enrollments and orgs
- Data Extract Utility with SQL queries that produce scheduled CSV files, for example to SFTP
- Standard Campus ad hoc and report CSV exports (not verified in sources)
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 Infinite Campus
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Students (applicants and enrolled) | Contacts | partial | OneRoster returns users with a sourcedId. Demographics are limited, and the API only returns people who have Campus accounts. |
| Guardians/parents | Contacts | partial | Guardian data is available only when guardians have portal accounts. Association to the student contact needs to be rebuilt. |
| Schools/orgs | Companies | partial | OneRoster orgs can map to Companies or a custom School object. Mapping is an analyst choice. |
| Enrollment/admissions stage | Deals | manual | Rebuild admissions stages as a Deal pipeline from the extract or from application data. The OneRoster API does not provide this. |
| Programs/courses/classes | Custom objects | partial | Courses and sections are available via extract or API. Moving them is optional since the SIS retains them. |
| Enquiries/leads | Contacts | manual | Enquiries are typically captured outside the SIS and should be created natively in HubSpot forms. |
| Grades, attendance, discipline, fee ledgers | Custom objects | no | These stay in the SIS by design. Sync only summary flags if they are needed. |
What to expect
Scope decision, plus FERPA sensitivity. They remain in the SIS.
Financial records stay in the SIS or finance system.
Not exposed by the API or extracts.
HubSpot has no native student model.
Stages are not carried by OneRoster.
Only the Campus admin can issue credentials.
Move directory information and lifecycle flags only, and restrict HubSpot access.
Pick one ID, such as the Person GUID or student number, as the unique key before import.
Reconcile counts against a Data Extract CSV.
Use CSV imports for one-time loads, or scope a custom integration.
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.
The OneRoster API access and OAuth setup are backed by vendor docs. Object mapping to HubSpot, the Data Extract Utility details, admissions-module exports, and governance rest on category-level knowledge. No native HubSpot connector was found, and the only HubSpot integration found is a custom one from a consultancy.
Sources
Related migrations
Frequently asked questions
How do I migrate Infinite Campus to HubSpot?
1. Confirm the Campus version and whether OneRoster 1.1 or 1.2 is enabled. 2. Ask the district admin to create an OAuth client under System Administration. 3. Decide which fields count as directory information under FERPA. 4. Define the unique key (Person GUID or student number) and the HubSpot properties for it.
What does not move from Infinite Campus to HubSpot?
Grades, transcripts, attendance and discipline records, Fee ledgers and billing history and Portal credentials and user passwords. Plan to rebuild or retire these.
How long does a Infinite Campus to HubSpot migration take?
Small (<5k contacts): 2-4 weeks. Mid (5k-50k contacts): 4-8 weeks. Large (>50k contacts, multiple schools): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from Infinite Campus?
Client ID and secret (consumer key and secret), the district's API base URL and the token URL, all generated in Campus. Campus system administrator, to create the OAuth client or OneRoster connection under System Administration.
Is there a native HubSpot connector for Infinite Campus?
No native connector was found. Plan a CSV, API or third-party tool route.
What compliance issues apply when moving Infinite Campus data?
Check: Minors' data, Education records (FERPA in the US), Possible special-education and health information and Financial/fee data. Agree consent, retention and access rules before exporting.
Moving Infinite Campus into HubSpot?
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