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      CRM Objects/Properties Used in the LMS

      Contacts

      Using the standard “Contact” object in HubSpot, track learners and their access to the LMS. Properties added: 

      • HubLMS Access: must be set to Yes for learners to get access – can be automated with a contact-based workflow in HubSpot
      • BETA LMS Role: set contacts to Manager to designate external managers that can assign and view other learners’ courses, training plans, and progress without access to your HubSpot account
      • BETA LMS Assigned Manager IDs: copy Contact ID of LMS Manager to this property to control what manager is assigned to that learner. BETA Manager functionality will automatically assign based on manager actions in LMS. Can be automated with contact-based workflow in HubSpot.

      Course

      The “Course” object is used to store data/information to organize your course library. Records and properties stored in this object are tied to dynamic modules in the Student Dashboard to display, sort and filter all courses available to a learner. Properties included:

      • Access URL: Where users request access the course (optional)
      • Certificate Template Image: Unique image used as the background design for a certification per course (optional - can also be set universally)
      • Course URL: The URL of the actual course where users engage with learning content - this URL needs to be in place before learners start to take courses (required)
      • Created by user ID: HubSpot admin who created this course record (automated - default HubSpot property)
      • Description: Internal details about this course (optional)
      • HubSpot Team: the primary team of the owner (optional - default HubSpot property)
      • Image: The image used when the course is displayed in course library. (optional)
      • List IDs: COMING SOON
      • Merged Record IDs: The list of record IDs that have been merged into this record – this value is automatically set by HubSpot and may not be modified
      • Name: Course name used for course library, training plans, and any other listing of available courses - will also be used for individual learner progress throughout the course (required)
      • Object create date/time: The date and time at which this object was created – this value is automatically set by HubSpot and may not be modified
      • Object last modified date/time: Most recent timestamp of any property update for this object. This includes HubSpot internal properties, which can be visible or hidden. This property is updated automatically.
      • Owner: HubSpot admin assigned to manage this course (optional - default HubSpot property)
      • Owner assigned date: The most recent date an owner was assigned to this object. This is set automatically by HubSpot and can be used for segmentation and reporting.
      • Record ID: The unique ID for this record. This value is automatically set by HubSpot and may not be modified.
      • Status: Make the course inactive or active. (optional - default is active)
      • Tags: Define universal LMS tags for your courses. This will display in the Course Library and used for sorting/filtering in the Learner Portal
      • Total Lessons: Manually add the total number of lessons included in this course – this powers progress tracking percentages for learners (required)
      • Updated by user ID: The user that last updated this object. This value is automatically set by HubSpot and may not be modified.
      Once the Course Object is installed in your HubSpot CRM, a record must be created for each course and linked with the website page of the course content.

      Association Types

      • Course <> My Course (automated OOTB)
      • Course <> Contact
      • Course <> Company
      • Course <> Deal

      My Course

      The “My Course” object is used to store individual learner data and engagement details for specific course progress. Records and properties stored in this object are tied to dynamic modules in the Student Dashboard and Courses to show progress, allow users to resume learning where they left off and more. Properties included:

      • Certificate Expiration: Expiration date set on the certificate once earned. The default is 1 year. This can be updated via a My Course workflow.
      • Completed Lessons: # of lessons the learner has completed (automated OOTB)
      • Completed Lessons List: Names of lessons the learner has completed (automated OOTB)
      • Contact ID: HubSpot ID for learner contact record (automated OOTB)
      • Contact Name: First Name Last Name of learner from contact record – This name will appear on the certificate (automated OOTB)
      • Course URL: The URL of the actual course where users engage with learning content – Copied from Course object. Once a certificate is earned the value changes to certificate/record_id. (automated OOTB)
      • Created by user ID: HubSpot admin who created this course record (automated - default HubSpot property)
      • Email: Email address of learner from contact record (automated OOTB)
      • HubSpot Team: the primary team of the owner (optional - default HubSpot property)
      • Last Lesson URL: Exact URL of the lesson a learner last engaged with (automated OOTB)
      • Merged Record IDs: The list of record IDs that have been merged into this record – this value is automatically set by HubSpot and may not be modified
      • Name: Course name used for course library, training plans, and any other listing of available courses - will also be used for individual learner progress throughout the course (automated OOTB)
      • Object create date/time: The date and time at which this object was created – this value is automatically set by HubSpot and may not be modified
      • Object last modified date/time: Most recent timestamp of any property update for this object. This includes HubSpot internal properties, which can be visible or hidden. This property is updated automatically.
      • Owner: HubSpot admin assigned to manage this course (optional - default HubSpot property)
      • Owner assigned date: The most recent date an owner was assigned to this object. This is set automatically by HubSpot and can be used for segmentation and reporting.
      • Percent Completed: Completed Lessons # divided by Total Lessons # – displayed as a decimal (automated OOTB)
      • Quiz Results: Questions and answers from the final exam (automated OOTB)
      • Quiz Score: % of questions answered accurately from the final exam (automated OOTB)
      • Record ID: The unique ID for this record. This value is automatically set by HubSpot and may not be modified.
      • Start Date: Date a learner began in this particular course (automated OOTB)
      • Status: Learner status in this particular course – statuses include certification, completed, not started, passed, started, not passed (automated OOTB)
      • Total Lessons: # of lessons in the course – Copied from Course object (automated OOTB)
      • Updated by user ID: The user that last updated this object. This value is automatically set by HubSpot and may not be modified.

      Association Types

      • My Course <> Contact (automated OOTB)
      • My Course <> Course (automated OOTB)