Automating student (contact object) assignment to classrooms(custom object)

[Palak19]

Looking for Feedback & Implementation Advice: Automated Student Assignment Flow in HubSpot

Hi everyone! 
I am building an automated workflow to assign students to classrooms once a deal is closed. Our use case involves custom objects in HubSpot, and I’d love some advice on how much of this logic can be handled with native workflows vs needing custom coded actions or external automation.

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High-Level Flow:

1. Trigger: A deal is closed

2. Action: Create an enrollment record (custom object)

3. Check: Are enrollment dates available?

   • If No → Flag for manual review

   • If Yes → Continue

4. Identify campus tied to the enrollment

5. Find classrooms (custom object) matching the campus

6. Filter for classrooms that:

   • Have available capacity

   • Are available during the date range (Note: Each classroom has two slots – morning and afternoon)

7. Choose best-fit classroom:

   • Use round-robin for equal distribution

8. Assign the student to that classroom

9. Update capacity (e.g., 1 of 2 filled)

10. If classroom is full, mark it as full

11. Optionally send confirmation email or notify Ops

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Current Setup:

• All major objects (Enrollment, Campus, Classroom) are custom objects

• Classrooms have two time slots per day: morning and afternoon and each slot can have only 1 student allocated.

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My Questions:

• Has anyone implemented something similar using HubSpot native workflows?

• Can steps like filtering, round-robin logic, and classroom capacity updates be done natively, or would this require custom code actions / external ops?

• Any tips or examples on managing availability logic within custom objects?

[HFisher7 · Accepted solution]

Hey @Palak19 !

I love your use case here - HubSpot for Education is an area I work in fairly regularly and like to push the boundaries of HubSpot in!

Whilst I've not implemented your exact flow in a HubSpot portal, I feel confident it is doable - but will require custom-coded workflow actions to do so. Are they something you've utilised previously..?! 

[danmoyle · Accepted solution]

Hey there @Palak19 and welcome to the Community! I'm with @HFisher7 in that, at initial look over, this looks like a logical flow. As long as you have Custom Objects. 

A couple of things to consider as well: 

• Filtering Custom Objects: HubSpot workflows cannot dynamically filter and select from a list of associated custom objects (like classrooms) based on complex criteria (capacity, date, slot).

• Round-Robin Assignment: There’s no built-in round-robin logic for custom objects.

• Updating Related Object Properties: Workflows can update properties on the enrollment, but updating a specific classroom’s slot/capacity based on logic is not natively supported.

• Complex Availability Logic: Handling two slots per classroom, per day, and ensuring no double-booking is beyond native workflow capabilities.

So with that said, you may need some custom code actions to query all classrooms for the campus, filter by available capacity and date/slot, and apply round-robin or other assignment logic. I think you might also look into tools like Zapier to help where needed. Here are a few resources that might help: 

• HubSpot Custom Code Actions Docs

• HubSpot Custom Objects API

• HubSpot Community: Custom Object Workflows

[Palak19]

Thank you Dan!

[danmoyle]

Hapoy to help, @Palak19! 

[HFisher7 · Accepted solution]

Hey @Palak19 !

I love your use case here - HubSpot for Education is an area I work in fairly regularly and like to push the boundaries of HubSpot in!

Whilst I've not implemented your exact flow in a HubSpot portal, I feel confident it is doable - but will require custom-coded workflow actions to do so. Are they something you've utilised previously..?! 

[BérangèreL]

Hi @Palak19 and welcome, it's great to have you here!

Great question, thanks for asking the HubSpot Community!

I have found some threads that might give you some ideas:

- The solution from @Mike_Eastwood on this post "Workflow to get an internal notice that a time slot is full"
- The solution from @karstenkoehler on this post "Custom Availability for Individuals Users in a Round Robin Meeting?"

Also, I'd love to check with our Top Experts: Hi @Anonymous, @Bryantworks and @danmoyle do you have any insights to share with @Palak19, please?

Have a great day and thanks so much in advance for your help!
Bérangère