Fedena to HubSpot
School and college ERP/SIS covering admissions, enquiries, fees, attendance, exams and HR, sold as tiered modules.
Fedena data can move into HubSpot, landing mainly in Sales Hub. 2 of 7 mapped objects move directly (Students and Parents/guardians); 4 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 Fedena
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 only.
Mid migration
5k-50k contacts
Guardian associations and a custom Programme object.
Large migration
50k+ contacts, multi-campus
API scripting and a coexisting SIS.
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 Fedena: what you need to get in, what lands in HubSpot, and what will not.
REST-style HTTP API (token-based, API access listed as a paid module)
Institution server URL and API token; admin login for plugin exports.
Admin access with the Data Export plugin and API access modules enabled; these are paid modules.
Choose your route
How will you move the data?
No native connector was found.
- You need: Institution server URL and API token; admin login for plugin exports.
- Permission: Admin access with the Data Export plugin and API access modules enabled; these are paid modules.
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.
- Data and Reports > Data Export plugin (CSV or XML, scheduled jobs; each export option is available again only after 30 days)
- Custom Student Report with Export CSV, including immediate contact and parent fields
- Premium module export of students, employees, subjects and attendance in XML or CSV
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 Fedena
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Applicants / admission registrations | Contacts | partial | Applicant and enquiry modules exist, but the export model list was not confirmed; use reports or API and set a Deal per application. |
| Admission enquiries | Contacts | partial | Enquiry data is held in the premium Enquiry & Registration module; export coverage is unverified. |
| Students | Contacts | yes | Students export to CSV or XML through the Data Export plugin and custom reports. |
| Parents/guardians | Contacts | yes | The custom report can include all associated parent records or only the immediate contact; associate them to the student Contact. |
| Courses/programmes/batches | Custom objects | manual | Model as a custom object or as a deal or contact property; export availability is unconfirmed. |
| Admission stages/status | Deals | manual | Rebuild as a deal pipeline and map statuses by hand. |
| Grades, attendance, fee ledgers | Custom objects | no | Per the scope note, keep these in the SIS/LMS. |
What to expect
Out of scope for HubSpot; retain in the SIS/LMS.
Financial system of record stays in the SIS or finance system.
No HubSpot equivalent.
Fedena statuses have no direct HubSpot equivalent.
The CSV has parent columns but no HubSpot association labels.
Fedena course and batch structure differs from HubSpot's model.
The same family may appear as an enquiry and an applicant.
Limit properties, set the lawful basis and exclude minors from marketing.
Confirm the plan and modules early; fall back to custom report CSVs.
Plan a single full export plus report-based deltas.
Test the API token on a sandbox first.
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 (Data Export plugin, custom reports CSV) are backed by Fedena docs. The API is only evidenced by a vendor API playground and third-party listings, so auth and rate limits are unverified. No HubSpot-specific Fedena connector was researched, and object mapping is analyst judgement.
Sources
Related migrations
Frequently asked questions
How do I migrate Fedena to HubSpot?
1. Confirm Data Export and API access modules are enabled on the Fedena plan. 2. Inventory enquiry, applicant, student and parent fields and custom fields. 3. Decide which data stays in Fedena versus HubSpot (grades and fees stay). 4. Define a HubSpot unique ID property for the Fedena admission number and applicant ID.
What data can move from Fedena to HubSpot?
These objects move directly: Students and Parents/guardians. Check the mapping table for partial and manual items.
What does not move from Fedena to HubSpot?
Grades, exams and gradebook, Fee ledgers and payments and Timetables, attendance, library, hostel and transport data. Plan to rebuild or retire these.
How long does a Fedena to HubSpot migration take?
Small (<5k contacts): 2-4 weeks. Mid (5k-50k contacts): 4-8 weeks. Large (50k+ contacts, multi-campus): 8-16 weeks. These are planning estimates, not a quote.
What access do I need to export from Fedena?
Institution server URL and API token; admin login for plugin exports. Admin access with the Data Export plugin and API access modules enabled; these are paid modules.
What compliance issues apply when moving Fedena data?
Check: Minors' data, Education records (FERPA/GDPR-type rules may apply) and Financial/payment data. Agree consent, retention and access rules before exporting.
Moving Fedena into HubSpot?
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