Best practice for tracking training/courses as products

[JNunesGoncalv]

Our company provides a range of training courses and certifications. We would like to track the status of training within the CRM.

Information we need to know would include: 

• Product (course/training) purchased
• Date of purchase
• Status (enrolled, certification, abandoned)
• Date contact was enrolled in course (for each course)
• Date contact was certified (for each course)
• Contacts result for each course (%)
• Date of session (for in-person training)
• Trainer (name and surname of trainer who trained the contact)

Some of the above is easy, such as product purchased, date purchased etc., but how would all of this link to the custom properties for the contact. Would I need to create a custom property of e.g. date enrolled, for each product? We are trying to do this as simply and efficiently as possible, so this doesn't seem right, considering their are +/- 20 courses. 

Any advise or experience would be welcome!

[karstenkoehler · Accepted solution]

Hi @JNunesGoncalv,

It looks like you're on a Starter subscription, which means the regular custom objects in HubSpot aren't an option (these are Enterprise exclusive). However, you might be in luck. HubSpot recently introduced new "custom" objects on all tiers – this is currently in beta:

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CRM

Expand your data model: new objects and data templates

September 10, 2024

What is it?

Expand your data model with new objects and templates that accelerate your CRM setup. See a library of new objects you can select, customize, review, and begin using immediately – plus, they all work in core HubSpot tools automatically.

Explore and apply data templates for Real Estate (Pro+), Education (Pro+), and Healthcare (Enterprise) that act as starter packs for your business.

What’s in a template?

• New Objects (Courses, Appointments, Listings, Services)
• Recommended Custom Properties
• Recommended Association Labels
• Recommended Pipeline Stages

Each template includes a set of recommendations across multiple object types relevant to the industry.

Templates may also highlight new objects that are relevant to a particular industry.

Why does it matter?

Prior to this release, one of two things was true:

• Enterprise customers had to build their own custom objects, which involved time-intensive cycles of building, configuring, importing, and testing before their end users could start using HubSpot; or
• Non-enterprise customers had to settle for either repurposing existing HubSpot objects or storing their data in multiple systems

With the release of the Object Library and Data Templates, we bridge this gap for admins and allow them to select and activate configurations that are tailored to their industry and its needs.

How does it work?

See the functionality live in this video!

From the Data Model Overview, super admins in paid portals will see a new button, "Define data model with templates". From here, they can see a high-level summary of each available template and may select one. They can then review the template and all it includes, customize what objects, associations, labels, properties, and pipelines they would like to use for their business and confirm their changes.

The template is only applied when the user confirms their desired changes.

You may also review and select the new Objects available with this release by going to Settings (gear icon) > Data Management > Object Library. This is also available if you wish to use a new Object separate from a Data Template.

Who gets it?

The new objects are available to all Hubs and Editions. The Real Estate and Education templates are available for (Pro+) and the Healthcare template is available for Enterprise portals only.

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Have a look and let me know if you have any follow-up questions!

[JNunesGoncalv]

Thank you Karsten, this is great! Given that this is a Beta, and it does look like Courses will only be available for Pro when it goes to production, I will still keep this question open to hear any other responses.

Thanks! 

[karstenkoehler]

@JNunesGoncalv where are you seeing the information that courses will be Professional only?

[JNunesGoncalv]

@karstenkoehler I saw this in the description: 

Did I misunderstand what this meant? 

[karstenkoehler]

@JNunesGoncalv you're right, I missed that. Still, unfortunately, this is likely going to be your cheapest option – besides using, for example, the ticket object for courses.

You could create your custom properties on the ticket object and treat tickets as courses. Have you considered this? https://knowledge.hubspot.com/records/create-tickets