OpenApply to HubSpot
Cloud admissions and enrolment platform for schools that covers enquiries, applicants and students, with forms, programmes and statuses.
OpenApply data can move into HubSpot, landing mainly in Sales Hub. 1 of 8 mapped objects move directly (Enquiries); 4 items need manual work and 2 do not move. Plan roughly 2-4 weeks for a small move and 8-14 weeks for a large one.
Migration checklist for OpenApply
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 2,000 enquiries and applicants
CSV-based.
Mid migration
2,000-15,000 records
Includes files and delta syncs.
Large migration
15,000+ records across multiple campuses
API-led with an SIS boundary.
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 OpenApply: what you need to get in, what lands in HubSpot, and what will not.
REST (JSON over HTTP; GET, POST, PUT)
An admin enables the Public API in Settings and generates an API key or OAuth 2.0 client ID and secret.
Admin permissions are required for API access and for data export. 2FA must be enabled on the account before you can export.
Choose your route
How will you move the data?
No native connector was found.
- You need: An admin enables the Public API in Settings and generates an API key or OAuth 2.0 client ID and secret.
- Permission: Admin permissions are required for API access and for data export. 2FA must be enabled on the account before you can export.
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.
- CSV or Excel export from Settings > Import & Export > Export, by form, status or programme, with optional archived students
- Export from the Enquiries, Applicants or Students rosters, with filters and saved templates
- Bulk student profile photo export
- File Export of uploaded files, delivered by emailed download link
- Public API, including GET /api/v3/students/{id}/files with a since_date filter
- SIMS XML export (add-on module)
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 OpenApply
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Enquiries | Contacts | yes | Export from the Enquiries roster as CSV. Create a Deal per enquiry if you want to track a pipeline. |
| Applicants | Deals | partial | Applicant and guardian data comes out via CSV or API. The applicant is usually a Contact or custom object, with a Deal for each application. This mapping is analyst judgement. |
| Students (enrolled) | Contacts | partial | The export includes archived students on request. The scope note says to keep the student record in the SIS. |
| Guardians/parents | Contacts | partial | Guardian fields sit in the forms, and iSAMS syncs linked parents. The Contact-to-Contact association is rebuilt in HubSpot. |
| Programmes | Custom objects | manual | Programme is an export filter. It is best rebuilt as a deal property or pipeline. |
| Admissions statuses | Deals | manual | Status is exported as a field. The pipeline and deal stages are rebuilt in HubSpot. |
| Uploaded files and forms | Files | partial | File Export and the API return the files. They must be uploaded and associated through the HubSpot API. |
| Custom fields | Contacts | partial | Custom fields can be exported and read via the API. HubSpot properties must be created first. |
What to expect
These are out of scope and stay in the SIS/LMS, per the analyst scope note.
No documented export of this was found, so it is treated as not portable.
Status levels are exported only as field values.
Exports are flat and each form holds guardian fields separately.
Files download as bundles or via per-student API calls.
OpenApply forms are not portable.
Limit the fields migrated and restrict access with permissions.
Decide the dedupe key and use a unique ID property for the OpenApply student ID.
Map which integrations stay active before cutover.
Enable 2FA for the exporting admin in advance.
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 and the Public API are backed by OpenApply help-centre articles. The HubSpot object mapping, rate limits, governance and certifications are not sourced. The mapping rests on category-level analyst knowledge.
Sources
Related migrations
Frequently asked questions
How do I migrate OpenApply to HubSpot?
1. Enable 2FA on the admin account that will export. 2. Enable the Public API and generate an API key or OAuth 2.0 client ID and secret. 3. Inventory forms, custom fields, programmes and statuses. 4. Decide which records stay in the SIS (students, grades, fees) and which move to HubSpot.
What data can move from OpenApply to HubSpot?
These objects move directly: Enquiries. Check the mapping table for partial and manual items.
What does not move from OpenApply to HubSpot?
Grades, fee ledgers and learning delivery and Native OpenApply workflow and communication history. Plan to rebuild or retire these.
How long does a OpenApply to HubSpot migration take?
Small (Up to 2,000 enquiries and applicants): 2-4 weeks. Mid (2,000-15,000 records): 4-8 weeks. Large (15,000+ records across multiple campuses): 8-14 weeks. These are planning estimates, not a quote.
What access do I need to export from OpenApply?
An admin enables the Public API in Settings and generates an API key or OAuth 2.0 client ID and secret. Admin permissions are required for API access and for data export. 2FA must be enabled on the account before you can export.
What compliance issues apply when moving OpenApply data?
Check: Minors' data, Student education records (FERPA, GDPR or similar may apply) and Identity documents. Agree consent, retention and access rules before exporting.
Moving OpenApply into HubSpot?
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