A CampMinder HubSpot integration automatically syncs every inquiry, registration and status change to HubSpot from your CampMinder registration, so there’s no more updating a spreadsheet by hand. It removes the time your staff would otherwise spend creating lists in Excel and then importing them manually.
Your camp doesn’t have to guess who to follow up with next, because a CampMinder HubSpot integration works from one view of every family at any given moment, from when we first inquire until they are enrolled in camp.
You will read here why camps set up a CampMinder HubSpot integration, how it works and what you should prepare before getting started.
Why Camps Set Up a CampMinder HubSpot Integration
CampMinder was not designed to be used for email nurturing. HubSpot was designed to nurture, score and track contacts, but by themselves they don’t know who simply requested information, who began a registration, or who registered a week ago.
If they work separately they lose their rhythm. Someone updates a list in person, skips one session and a family receives a different email or doesn’t get anything when they’re most likely to sign up.
When they’re connected, that gap is filled. A CampMinder HubSpot integration adds registration data straight to HubSpot from CampMinder, so your contacts are always aligned with who’s in your pipeline. It is one of several strategies that camps can use to make better use of tools. For the big picture, read our camp software integrations and automations guide.
Here is how it works
The Camp Stack makes it easy to set up your CampMinder HubSpot integration as a data pipeline, rather than an export and import process. It pulls in your registration information via CampMinder’s API and updates HubSpot on its own. Let’s look at this in practice:
- Inquiries and registrations added to HubSpot inside of CampMinder will be added or updated based on the sync window, with tags added as a session or program.
- Your families automatically move between statuses throughout your pipeline and an inquiry turns into a registration turns into an enrolled camper without anyone making a record change.
- Custom fields, such as session dates or camper age group, sync over, thus allowing you to segment and score without having to manually tag each contact.
- Registration status can trigger workflows, enabling you to send various emails to inquiries, active registrations, or confirmed families.
A real-life example of a CampMinder HubSpot integration: A camp that has three two-week sessions uses a tagging feature to mark each contact by session during synchronization. If a family asks, but does not complete the registration, HubSpot follows up with a reminder of dates and cost, which is generated from CampMinder’s live information, without any list-building necessary.
What a CampMinder HubSpot Integration Lets You Automate
Once your CampMinder HubSpot integration is live, the manual chasing turns into a system. Here is what most camps switch on right away:
- Nurture by status. A new inquiry gets a welcome sequence, a half-finished registration gets a reminder, and an enrolled family gets onboarding instead of another sales email.
- Lead scoring. Let HubSpot rank families by how engaged they are, so your team calls the warm ones first instead of guessing who is ready.
- Pipeline tracking. Watch how many inquiries turn into registrations, and how long that takes, inside one HubSpot view instead of a stack of reports.
- Clean segments. Build lists by session, age group, or returning versus new families, without ever touching a spreadsheet.
The goal is not more email. It is the right email, sent because something actually changed in CampMinder.
What You Need Before You Start
To ensure that your CampMinder HubSpot integration is successful, you’ll want to have the following set up before it goes live:
- An active CampMinder account that has up-to-date registration information
- Your contact properties and pipeline stages are stored in a HubSpot account.
- A clear understanding of the required frequency of the sync (near real-time or scheduled)
- In-house person to verify field mapping (names, e-mail, session data etc., and status) prior to the first sync runs
Setting Up Your CampMinder HubSpot Integration
No need for a development team to get your CampMinder HubSpot integration going, but it is useful to plan a bit ahead of time for the cleanup. This is what most camps do:
- Draw your fields first before mapping. Determine the rules for translating CampMinder fields (session, age group, registration status) to HubSpot properties, pipeline stages or lists prior to transfer. This is important to get right in the early stages, otherwise the re-tagging project will be a messy one later.
- Begin with those who are willing to participate in a test group. Run sync once or with a small group of campers first, to ensure names, emails, and tags appear where you think they do before you send it to your entire camper population.
- Configure the synced frequency. In the busy season, opt for near real time syncing, and in the less busy season, for daily or weekly syncing, as speed is less critical during that time.
- Clear out unused contacts. If you’re importing contacts that exist in HubSpot or are duplicates of previous imports, it may be worth cleaning them up before the sync is enabled in case you are importing fresh data into an old record.
- Verify and activate. The full sync for all active sessions and continuous registrations is activated by The Camp Stack team when the test group looks good.
Most camps have their CampMinder HubSpot integration fully connected in a few days, and once it’s up and operating, there is no more manual list maintenance.
Frequently Asked Questions
Will this integration be made with coding or the developer’s assistance?
No. A CampMinder HubSpot integration is set up by The Camp Stack, including the field mapping, so you don’t have to do any technical setup in CampMinder or HubSpot.
Does CampMinder natively integrate with HubSpot?
Not a built-in one. A CampMinder HubSpot integration from The Camp Stack connects the two, so your registration information is automatically synced into HubSpot.
Does this replace contacts that I already have in HubSpot?
No. A CampMinder HubSpot integration updates and adds records based on CampMinder data. It will not remove custom properties or contacts that are not related to it from your HubSpot account.
Does HubSpot have the ability to send emails according to CampMinder’s registration status?
Yes. A CampMinder HubSpot integration keeps status in sync, so you can create workflows that trigger the appropriate email when a family inquires, registers or enrolls.
How long does it take to set up a CampMinder HubSpot integration?
Most camps are connected within a few days. Most of that time goes into mapping your fields and checking a test group, not technical work, because The Camp Stack builds and runs the connection for you.
Will the integration work with my current CampMinder sessions and programs?
Yes. A CampMinder HubSpot integration syncs your sessions, programs, and age groups across as fields you can filter on, so your HubSpot lists and pipelines mirror the way your camp is already organized.
Make sure all camp systems are connected together
A CampMinder HubSpot integration is just one part of a comprehensive and integrated camp tech stack. When registration, communication, and reporting are separate tools, custom integrations from The Camp Stack connect them, allowing data to flow automatically, rather than waiting in exports and spreadsheets. Experience the power of your connected camp stack, all sharing the same information.
Tired of manually updating contacts? Have a conversation with the team that makes CampMinder and HubSpot possible: The Camp Stack team.
