Gradelink to HubSpot
Web-based school SIS covering student records, attendance, grading, billing and admissions/prospects for mostly private K-12 schools.
Gradelink 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 8-14 weeks for a large one.
Migration checklist for Gradelink
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
<2,000 contacts
CSV import only.
Mid migration
2,000-10,000 contacts
Includes pipeline and association design.
Large migration
>10,000 contacts, multi-campus
Multiple exports, possibly an SQL backup.
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 Gradelink: what you need to get in, what lands in HubSpot, and what will not.
School administrator login to the Gradelink web app.
Administrator access to View/Export, Transcripts and finance reports.
Choose your route
How will you move the data?
No native connector was found.
- You need: School administrator login to the Gradelink web app.
- Permission: Administrator access to View/Export, Transcripts and finance reports.
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.
- Student Roster/Data Export to Excel-compatible files
- Reports exportable to PDF or Excel-compatible files
- All-transcript CSV export from the Transcripts tab
- Transcripts as PDF
- Encrypted SQL Server backup of all data, by request to Gradelink
- Prospects/online enrollment reports
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: 8-14 weeks, usually phased.
Talk to a partnerWhere each object lands
In Gradelink
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Students (enrolled/alumni) | Contacts | partial | Roster export to CSV, then import. Keep the SIS student ID as a custom property; keep the SIS as the system of record. |
| Family contacts / guardians | Contacts | partial | Multiple contacts per student exist. Dedupe and link guardian to student with associations or custom objects. |
| Prospects / online enrollment applications | Deals | partial | Prospect and admissions reports exist. Field-level export detail was not verified. |
| Admissions stages / enrollment status | Deals | manual | Rebuild as a deal pipeline and stages. |
| Programmes / classes | Custom objects | manual | Only if needed for marketing or segmentation. |
| Enquiries | Tickets | manual | No source evidence of an enquiry object. Likely rebuilt on HubSpot forms and Service. |
| Grades, transcripts, attendance, fee ledgers | Custom objects | no | Retain in SIS per scope. Exports exist but they are not suited to HubSpot. |
What to expect
Out of scope. Retain in SIS/LMS.
Finance records stay in the SIS. Ledger reports exist but HubSpot is not a ledger.
Sensitive. Do not load into HubSpot.
Gradelink statuses have no direct HubSpot equivalent.
Student records hold multiple family contacts.
Full-data archive is by request only.
Whitelist fields and exclude medical, IEP and ID data.
Run scheduled exports, or confirm integration options with Gradelink.
Dedupe on email before import.
Test the export on a sample.
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.
Export paths (Excel/CSV, PDF, SQL backup on request) are vendor-documented. No public API or HubSpot connector was found, and HubSpot import mapping rests on category-level knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate Gradelink to HubSpot?
1. Decide which admissions data moves and which stays in Gradelink. 2. Run the Student Roster/Data Export and Prospects reports as a test. 3. Confirm admin rights to export. 4. Define a custom property for the Gradelink student ID.
What does not move from Gradelink to HubSpot?
Grades, transcripts, attendance and learning delivery, Fee ledgers, billing and statements and Medical, IEP and religious data. Plan to rebuild or retire these.
How long does a Gradelink to HubSpot migration take?
Small (<2,000 contacts): 2-4 weeks. Mid (2,000-10,000 contacts): 4-8 weeks. Large (>10,000 contacts, multi-campus): 8-14 weeks. These are planning estimates, not a quote.
What access do I need to export from Gradelink?
School administrator login to the Gradelink web app. Administrator access to View/Export, Transcripts and finance reports.
Is there a native HubSpot connector for Gradelink?
No native connector was found. Plan a CSV, API or third-party tool route.
What compliance issues apply when moving Gradelink data?
Check: Minors' data, Education records (FERPA likely, in the US), Health/medical, Special-needs/IEP and Financial aid. Agree consent, retention and access rules before exporting.
Moving Gradelink into HubSpot?
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