Blackbaud Enrollment Management to HubSpot
Blackbaud Enrollment Management System is the admissions and enrollment module of Blackbaud's K-12 education platform. It sits alongside Core, Billing and Tuition Management integrations.
Blackbaud Enrollment Management data can move into HubSpot, landing mainly in Sales Hub. 0 of 6 mapped objects move directly; 3 items need manual work and 3 do not move. Plan roughly 3-5 weeks for a small move and 10-16 weeks for a large one.
Migration checklist for Blackbaud Enrollment Management
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 contacts
One or two admissions cycles, list exports.
Mid migration
5k-30k contacts
Multiple cycles with family associations and a custom object.
Large migration
30k+ contacts
Multi-campus data with an ongoing SIS integration.
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 Blackbaud Enrollment Management: what you need to get in, what lands in HubSpot, and what will not.
REST (SKY API / School API) plus a legacy SDK Web Service API and read-only SQL reporting views over ODBC
API key and secret for the school's Blackbaud environment; the Finalsite doc says these expire periodically and need renewal.
Platform manager or admin rights to run exports. The Tuition Management doc says a platform manager exports from Core.
Choose your route
How will you move the data?
No native connector was found.
- You need: API key and secret for the school's Blackbaud environment; the Finalsite doc says these expire periodically and need renewal.
- Permission: Platform manager or admin rights to run exports. The Tuition Management doc says a platform manager exports from Core.
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.
- List exports from the Blackbaud education platform (list export to CSV/Excel)
- SDK Web Service API for reading and writing data
- SQL reporting views (read-only ODBC over VPN)
- Core exports used for Tuition Management (User, Billing, Discount and Payment CSVs)
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: 10-16 weeks, usually phased.
Talk to a partnerWhere each object lands
In Blackbaud Enrollment Management
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Applicants / candidates (inquiries and applications) | Contacts | partial | Candidate, Incoming Student and Student roles exist in Blackbaud. Export them via lists or the API, then map roles to a HubSpot lifecycle stage or custom property. |
| Parents / guardians | Contacts | partial | Parents link to students with a Parent role, and siblings share a family relationship. HubSpot needs custom associations or a custom object to model this. |
| Households / families | Companies | manual | Blackbaud holds a School Family ID shared by siblings. It can be used as a grouping key for a Company or custom object. |
| Admissions stages / enrollment funnel | Deals | manual | Rebuild the stages as a Deal pipeline or a Custom object (applications). Stage history will not carry over automatically. |
| Programmes / grade levels | Custom objects | manual | Model as a custom property or custom object. Grade mapping exists inside Blackbaud. |
| Enrollment contracts, tuition, financial aid | Custom objects | no | Keep these in Billing or Tuition Management. Migrate only a status flag if needed. |
What to expect
The scope note says to keep these in the SIS/LMS and billing systems.
Portal sessions and logins are not data records and cannot be moved to HubSpot.
Blackbaud masks some sensitive data in Advanced lists and the SKY API, so it cannot be extracted that way.
The workflows, forms and email templates are platform-specific.
Blackbaud has no direct HubSpot equivalent for these.
No documented bulk export for this was found.
Design the guardian and student association model before loading.
Run required list exports before the masking date and check the field coverage.
Test extract volumes in a sandbox first.
Refresh the key and secret before running the extract.
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.
Blackbaud's help files confirm an SDK/Web Service API, SKY API and list exports for its education products. They do not document an Enrollment Management-specific object schema, rate limits or a HubSpot connector. Object mapping and several other sections rest on category-level knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate Blackbaud Enrollment Management to HubSpot?
1. Confirm which Blackbaud modules the school uses: Enrollment Management, Core and Billing. 2. Request platform manager access and the API key and secret. 3. Inventory the lists, custom fields and role types, including Candidate, Incoming Student and Student. 4. Decide which data stays in the SIS/LMS and Billing, and which moves to HubSpot.
What does not move from Blackbaud Enrollment Management to HubSpot?
Grades, student information and fee ledgers, Parent portal and SSO and Sensitive fields masked in lists and API. Plan to rebuild or retire these.
How long does a Blackbaud Enrollment Management to HubSpot migration take?
Small (up to 5k contacts): 3-5 weeks. Mid (5k-30k contacts): 6-10 weeks. Large (30k+ contacts): 10-16 weeks. These are planning estimates, not a quote.
What access do I need to export from Blackbaud Enrollment Management?
API key and secret for the school's Blackbaud environment; the Finalsite doc says these expire periodically and need renewal. Platform manager or admin rights to run exports. The Tuition Management doc says a platform manager exports from Core.
What compliance issues apply when moving Blackbaud Enrollment Management data?
Check: Minors' data, Education records (for example FERPA in the US) and Financial aid and tuition data. Agree consent, retention and access rules before exporting.
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