Ellucian CRM Recruit to HubSpot
Higher-education recruitment and admissions CRM built on Microsoft Dynamics 365/CRM. It covers prospects, applications, communications and ERP (Banner/Colleague) integration.
Ellucian CRM Recruit data can move into HubSpot, landing mainly in Sales Hub. 1 of 7 mapped objects move directly (Contacts (prospects/applicants/students)); 4 items need manual work and 3 do not move. Plan roughly 4-8 weeks for a small move and 16-30 weeks for a large one.
Migration checklist for Ellucian CRM Recruit
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
<25k contacts
Contacts and deals only.
Mid migration
25k-250k contacts
Includes activity history and custom objects.
Large migration
>250k contacts
Multiple campuses, ERP integration and heavy customisation.
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 Ellucian CRM Recruit: what you need to get in, what lands in HubSpot, and what will not.
Underlying Microsoft Dynamics Web API (OData). Ellucian does not publicly advertise its own API for Recruit.
A service or API account issued by Ellucian for cloud-hosted instances; a Saved View may be needed for querying.
Premium user or admin rights are needed for imports, configuration and full visibility.
Choose your route
How will you move the data?
No native connector was found.
- You need: A service or API account issued by Ellucian for cloud-hosted instances; a Saved View may be needed for querying.
- Permission: Premium user or admin rights are needed for imports, configuration and full visibility.
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.
- Export to Microsoft Excel and dynamic spreadsheets from views
- Export marketing lists to Excel
- Export configurations (data source, export map, export target) with downloadable export files
- Real-time and scheduled ERP exports of applications and prospects
- Saved View on Opportunities queried through the Dynamics Web API
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: 16-30 weeks, usually phased.
Talk to a partnerWhere each object lands
In Ellucian CRM Recruit
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Contacts (prospects/applicants/students) | Contacts | yes | Export through Saved View or Excel; keep the Recruit GUID as a custom property. |
| Opportunities (applications/admissions stages) | Deals | partial | Map admissions stages to a deal pipeline; the Saved View is based on Opportunities. |
| Activities (emails, calls, interactions) | Notes | partial | Activities are exposed in a feed; history is typically moved as Notes, Calls or Emails and needs a custom load. |
| Accounts/Organizations (schools, agents) | Companies | partial | Extract through a Dynamics view or Excel; no Ellucian mapping is documented. |
| Guardians/relationships | Custom objects | manual | Model as contact associations or a custom object. |
| Programmes/academic programs | Custom objects | manual | Rebuild as a custom object or as deal properties. |
| Enquiries/inquiry forms | Contacts | partial | Bring in as contacts with a lifecycle or source property. |
What to expect
Configuration is not exportable to HubSpot and must be rebuilt.
The export maps and targets are Ellucian-specific.
Out of scope; these stay in the SIS/LMS.
Stage logic and application statuses are institution-specific.
Recruit's application and portal functions have no HubSpot equivalent.
The delivered imports target Recruit.
Marketing lists export as records only.
Keep the Recruit GUID and the ERP student ID as unique properties.
Export the opt-out fields and load them as HubSpot unsubscribe or communication-preference data before sending.
Request a service account early, or use Saved View and Excel exports.
Define the system of record per object and keep the SIS 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.
Access paths (Dynamics-based API, saved views, Excel export, ERP export configurations) are supported by vendor help and a partner guide. There is no HubSpot-specific connector documentation and no object-level field mapping from Ellucian. Object mapping, limits and governance rest on category-level analyst knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate Ellucian CRM Recruit to HubSpot?
1. Confirm the Recruit version and hosting (cloud 5.x+) with Ellucian. 2. Request an ADADMIN service or API account, or confirm Premium user export rights. 3. Inventory entities (contacts, opportunities, activities, custom entities) and the ERP export maps. 4. Decide the system of record per object between Recruit, the SIS/LMS and HubSpot.
What data can move from Ellucian CRM Recruit to HubSpot?
These objects move directly: Contacts (prospects/applicants/students). Check the mapping table for partial and manual items.
What does not move from Ellucian CRM Recruit to HubSpot?
Workflows, scoring plans and Dynamics customisations, ERP (Banner/Colleague) integration configuration and Grades, fee ledgers and learning delivery. Plan to rebuild or retire these.
How long does a Ellucian CRM Recruit to HubSpot migration take?
Small (<25k contacts): 4-8 weeks. Mid (25k-250k contacts): 8-16 weeks. Large (>250k contacts): 16-30 weeks. These are planning estimates, not a quote.
What access do I need to export from Ellucian CRM Recruit?
A service or API account issued by Ellucian for cloud-hosted instances; a Saved View may be needed for querying. Premium user or admin rights are needed for imports, configuration and full visibility.
Is there a native HubSpot connector for Ellucian CRM Recruit?
No native connector was found. Plan a CSV, API or third-party tool route.
What compliance issues apply when moving Ellucian CRM Recruit data?
Check: Minors (under-18 applicants and guardians), Student education records (FERPA in the US, where applicable), International applicants (GDPR) and Possible health or disability data in application fields. Agree consent, retention and access rules before exporting.
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