Skip to main content

HubSpot integration

ynchronise applications, contacts, and communications between Full Fabric and HubSpot to keep your CRM in sync.

The HubSpot integration automatically mirrors your applicant data, emails, and documents between Full Fabric and HubSpot, so your admissions and marketing teams always see a complete, unified picture in the CRM. Think of it as a two-way bridge: when you send an email from Full Fabric, it appears in HubSpot's timeline; when you upload a CV or transcript, HubSpot gets a copy; and when you change a candidate's communication preferences in Full Fabric, HubSpot is updated in real time 📧

What data syncs between Full Fabric and HubSpot?

The integration keeps these data types in sync:

  • Profiles — Applicant contact information and details sync to HubSpot Contacts.

  • Applications and Journeys — Application records sync to HubSpot Deals, linked to the applicant's Contact.

  • Emails — Every email sent from Full Fabric automatically appears as an Email engagement on the relevant HubSpot Contact timeline.

  • Attachments — CVs, transcripts, and other application or profile documents sync to HubSpot as Note attachments on the Contact or Deal.

  • Programmes and Courses — All your programme and course data, including custom labels and external identifiers, are available to map in HubSpot fields.

  • Payment and financial data — Payment plans, fees, discounts, and campus information sync to Deal properties.

  • Consent preferences — Candidate communication preferences defined in Full Fabric sync to HubSpot Contact properties in real time.

  • Application status — Application step completion and submission status are reflected in HubSpot.

Setup

  1. Log into your Full Fabric account.

  2. Navigate to General Settings (top right corner).

  3. Click on the Integrations tab.

  4. Select HubSpot from the list.

    • If “HubSpot” does not appear, contact Full Fabric support to enable the integration.

  5. Click Authenticate.

  6. If not already logged in, you will be redirected to the HubSpot login page.

  7. Log into your HubSpot account and select the desired HubSpot portal.

  8. Click Choose Account to connect.

  9. After connection, you will return to the Full Fabric integration page with additional configuration options.

Configure

In Full Fabric > Settings > Integrations > HubSpot:

1. Toggle Sync Profiles to enable syncing of user profiles to HubSpot contacts.

  • Default fields Email, First Name, and Last Name are auto-mapped

  • Map additional Full Fabric profile fields to HubSpot contact properties as needed.

2. Toggle Sync emails:

  • Emails sent from Full Fabric can automatically be synced to HubSpot as email activities on contact timelines, capturing sender, recipients, subject, body, and timestamp. This provides a unified communication history without manual effort. Eliminates friction in email logging and reconciliation between systems:

2. Toggle Sync Journeys to enable syncing of journeys to HubSpot.

  • Map Full Fabric lifecycle states to HubSpot pipelines and stages.

  • Map journey fields to HubSpot deal properties.

  1. Review and save your field mappings.

  2. Activate the sync by toggling the main Sync switch ON.

  3. Choose whether to sync existing records, new records, or both.

Can I toggle which data types sync?

Yes. In HubSpot settings, you can turn individual sync features on or off:

  • Sync emails — Toggle to automatically create Email engagements in HubSpot for every outgoing message from Full Fabric.

  • Sync profile attachments — Toggle to sync all profile-owned documents (e.g. CVs uploaded to a profile) to the corresponding HubSpot Contact.

  • Sync application attachments — Toggle to sync application documents (e.g. transcripts submitted with an application) to the corresponding HubSpot Deal when the application is submitted.

You can also customise which profile and journey fields map to HubSpot, and define external IDs for programmes and courses to ensure consistent cross-system linking.

What if there's a sync conflict or error?

When data diverges between Full Fabric and HubSpot — for example, a field update fails — the Sync Management Dashboard gives you visibility and control 🔍

To access it, go to the Admin area and select Sync Management. The dashboard shows:

  • Sync events — A report of all synchronisation attempts, including successes and failures.

  • Error details — Full, untruncated error messages so you understand what went wrong.

  • Search and filter — Find sync entries by profile name, email, ID, or by app (HubSpot, Canvas, Outlook) and sync type.

  • Entity and property information — See which field (e.g. Profile, Application) experienced the issue.

  • Conflict resolution — When a sync error is later resolved, the dashboard automatically updates to reflect the current state so you can focus on what still needs attention.

If a sync fails, you can investigate the error, make corrections in Full Fabric or HubSpot, and the next sync cycle will attempt again.

How does consent management work?

Full Fabric now lets you define global consent categories (e.g. "Marketing emails", "Event invitations") in the integration settings. When you update a candidate's consent preferences in Full Fabric, those changes sync automatically to corresponding HubSpot Contact properties.

This ensures your HubSpot records stay compliant with candidate communication preferences across both systems, without manual intervention.

Can my institution staff access the Sync Management Dashboard?

Yes. If your Full Fabric administrator grants you permission, you can access the Sync Management dashboard to review sync events, search for specific profiles, and understand sync errors — without needing to contact Full Fabric support. This lets your institution staff self-serve triage and resolve common issues independently.

Ask your administrator to enable Sync Management access for your user account.

Related Articles
Did this answer your question?