Ellucian CRM Advise to HubSpot
Student success and advising CRM for higher education. It is built on Microsoft Dynamics and sits alongside Ellucian CRM Recruit and Advance.
Ellucian CRM Advise data can move into HubSpot, landing mainly in Sales Hub. 1 of 7 mapped objects move directly (Students / prospects (constituents)); 3 items need manual work and 2 do not move. Plan roughly 3-6 weeks for a small move and 12-24 weeks for a large one.
Migration checklist for Ellucian CRM Advise
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
<10k
Contacts and basic stages only.
Mid migration
10k-100k
Includes custom objects and workflows.
Large migration
>100k
Heavy customisation and an SIS sync.
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 Advise: what you need to get in, what lands in HubSpot, and what will not.
Microsoft Dynamics CRM native APIs, extended by Ellucian RESTful web services
Premium User licence with Dynamics API access; specific auth method not confirmed
System Administrator / Premium User role (manages imports and integrations)
Choose your route
How will you move the data?
No native connector was found.
- You need: Premium User licence with Dynamics API access; specific auth method not confirmed
- Permission: System Administrator / Premium User role (manages imports and integrations)
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 from Advanced Find
- Export to a dynamic spreadsheet for updating and re-importing into CRM
- Dynamics API access for Premium Users
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: 12-24 weeks, usually phased.
Talk to a partnerWhere each object lands
In Ellucian CRM Advise
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Students / prospects (constituents) | Contacts | yes | Biographic, demographic and engagement data are exportable. Keep the SIS ID as a unique property. |
| Guardians / related contacts | Contacts | partial | Needs a relationship model, such as contact-to-contact associations or custom association labels. |
| Applications / admissions stages | Deals | partial | Map stages to a deal pipeline. Application detail may need custom objects. |
| Programmes | Custom objects | manual | Rebuild as a custom object or as a deal property. |
| Notes and activities | Notes | partial | Notes and activity history are held in CRM. Private notes may be sensitive. |
| Cases / support (accessibility, advising) | Tickets | partial | Only if the institution chooses to move case data. |
| Academic records, grades, fee ledgers | Custom objects | no | Retain these in the SIS (Colleague/Banner) and LMS, per the scope note. |
What to expect
Authoritative data sits in the SIS; the scope note says to retain it there.
These are Dynamics customisations with no HubSpot equivalent; rebuild them as HubSpot workflows.
Dynamics business rules do not export.
HubSpot has no native equivalent.
Activity history needs a bespoke mapping.
Leave sensitive notes out of scope, or restrict access with field-level permissions.
Confirm with the Ellucian admin or support whether Dynamics endpoints are enabled; fall back to Excel export.
Keep the SIS ID as a unique property in HubSpot.
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, Excel export) are supported by Ellucian and G-Cloud sources. There are no HubSpot or vendor docs on migration, and the object mapping is category-level analyst knowledge. One third-party site claims there is no API, which conflicts with the other sources.
Sources
Related migrations
Frequently asked questions
How do I migrate Ellucian CRM Advise to HubSpot?
1. Confirm the Dynamics hosting model and that you have a Premium User admin account. 2. Inventory the Advise entities and custom fields with Advanced Find. 3. Define the system of record split between SIS/LMS and HubSpot. 4. Decide whether to move advising notes and accommodation data.
What data can move from Ellucian CRM Advise to HubSpot?
These objects move directly: Students / prospects (constituents). Check the mapping table for partial and manual items.
What does not move from Ellucian CRM Advise to HubSpot?
Grades, academic history, financial aid and fee ledgers and Dynamics workflows, plug-ins and Ellucian solutions. Plan to rebuild or retire these.
How long does a Ellucian CRM Advise to HubSpot migration take?
Small (<10k): 3-6 weeks. Mid (10k-100k): 6-12 weeks. Large (>100k): 12-24 weeks. These are planning estimates, not a quote.
What access do I need to export from Ellucian CRM Advise?
Premium User licence with Dynamics API access; specific auth method not confirmed System Administrator / Premium User role (manages imports and integrations)
What compliance issues apply when moving Ellucian CRM Advise data?
Check: Education records (FERPA in the US), Disability and health-related data and Minors (applicants and guardians). Agree consent, retention and access rules before exporting.
Moving Ellucian CRM Advise into HubSpot?
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