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Rubeus is a CRM platform designed for educational institutions that helps manage contacts, courses, enrollment processes, events, and student lifecycle. It provides tools for admissions, marketing automation, and relationship management in the education sector.

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Configuring Rubeus as a Source

In the Sources tab, click on the “Add source” button located on the top right of your screen. Then, select the Rubeus option from the list of connectors. Click Next and you’ll be prompted to add your access.

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1. Add account access

You’ll need to provide your Rubeus API credentials. These can be found in your Rubeus CRM under Settings > Integrations > Channels. The following configurations are available:
  • API Token: Your unique API token for authentication. Found in the channel settings of your Rubeus CRM instance.
  • Channel Code (Origem): The channel identification code associated with your API token. This is a numeric value found alongside your API token in the channel settings.
  • CRM URL: The base URL of your Rubeus CRM instance (e.g., https://crm.yourcompany.com.br).
  • Initial sync date (Advanced): Starting point for data extraction. Only records created or updated after this date will be synced.
  • Opportunities: earliest creation date (Advanced): Only sync opportunities created on or after this date. Leave empty to sync the full history. Warning: the opportunities table is a full snapshot of the funnel, so setting this also removes cards created before this date from the table. Use it when a single day of the funnel holds more records than the Rubeus API can return.
  • Opportunities: funnels to sync (Advanced): Optional list of funnel (processo) IDs whose opportunities should be synced. Leave empty to sync every funnel. Useful to leave out test or inactive funnels. The processes table always lists all funnels; only the opportunities table is narrowed. IDs that match no funnel in your account are ignored and reported in the run logs.
Once you’re done, click Next.

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2. Select streams

Choose which data streams you want to sync. For faster extractions, select only the streams that are relevant to your analysis. You can select entire groups of streams or pick specific ones.
Tip: The stream can be found more easily by typing its name.
Select the streams and click Next.

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3. Configure data streams

Customize how you want your data to appear in your catalog. Select the desired layer where the data will be placed, a folder to organize it inside the layer, a name for each table (which will effectively contain the fetched data) and the type of sync.
  • Layer: choose between the existing layers on your catalog. This is where you will find your new extracted tables as the extraction runs successfully.
  • Folder: a folder can be created inside the selected layer to group all tables being created from this new data source.
  • Table name: we suggest a name, but feel free to customize it. You have the option to add a prefix to all tables at once and make this process faster!
  • Sync Type: you can choose between INCREMENTAL and FULL_TABLE.
    • Incremental: every time the extraction happens, we’ll get only the new data, which is good if, for example, you want to keep every record ever fetched.
    • Full table: every time the extraction happens, we’ll get the current state of the data, which is good if, for example, you don’t want to have deleted data in your catalog.
Once you are done configuring, click Next.

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4. Configure data source

Describe your data source for easy identification within your organization, not exceeding 140 characters. To define your Trigger, consider how often you want data to be extracted from this source. This decision usually depends on how frequently you need the new table data updated (every day, once a week, or only at specific times). Optionally, you can define some additional settings:
  • Configure Delta Log Retention and determine for how long we should store old states of this table as it gets updated. Read more about this resource here.
  • Determine when to execute an Additional Full Sync. This will complement the incremental data extractions, ensuring that your data is completely synchronized with your source every once in a while.
Once you are ready, click Next to finalize the setup.

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5. Check your new source

You can view your new source on the Sources page. If needed, manually trigger the source extraction by clicking on the arrow button. Once executed, your data will appear in your Catalog.
For you to be able to see it on your Catalog, you need at least one successful source run.

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API Limitations

  • Opportunities API Cap: The Rubeus opportunities endpoint never returns more than 499 cards per funnel stage in a single response, and it offers no offset or cursor. When a funnel exceeds this cap, the connector crawls it by creation-date windows (60 days, halved down to a single day for the affected stage). A single day that still exceeds the cap is re-requested in ascending order, then split by status (in progress / won / lost), and finally split by responsavel, curso, processoSeletivo, nivelEnsino, modalidade and unidade. If the union of all these variants still misses cards, the extraction fails instead of finishing with partial data, so the table is never replaced by an incomplete snapshot. For high-volume accounts, set Opportunities: earliest creation date to limit the crawl to a shorter time frame, or use Opportunities: funnels to sync to leave out funnels you do not need.
  • Opportunities snapshot: The opportunities table is a full snapshot of the selected funnels on every run (every card is fetched again); it does not use the Initial sync date option.

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Streams and Fields

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Available streams

The table below lists every stream, its slug (the exact identifier to pass when creating the source via API) and a short description.

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Fields by stream

Below you’ll find all available data streams from Rubeus and their corresponding fields:
CRM funnels (“processos”). Each process is a recruitment/relationship funnel that contacts move through stage by stage. Parent of the opportunities stream. This table always lists every funnel, even when Opportunities: funnels to sync is set.Fields:
  • id - Unique identifier of the funnel (processo)
  • nome - Display name of the funnel
  • statusPositivo - Label used for the funnel’s positive/won terminal status (e.g. “Ganho”)
  • statusNegativo - Label used for the funnel’s negative/lost terminal status (e.g. “Perdido”)
  • arrastarOportunidade - Whether opportunities can be dragged between stages in this funnel (“1”/“0”)
  • voltarEtapa - Whether opportunities are allowed to move back to a previous stage (“1”/“0”)
Opportunity cards (funnel cards / process records) of each funnel, extracted once per funnel and deduplicated by id. Institution-specific custom fields are serialized as a JSON string in camposPersonalizados.Fields:
  • id - Unique identifier of the opportunity (funnel card)
  • processo - Identifier of the funnel this opportunity belongs to
  • codigoRegistro - External code of the underlying process record (registro de processo)
  • etapa - Identifier of the funnel stage the opportunity is currently in
  • etapaNome - Name of the current funnel stage (e.g. “Inscrito parcial”)
  • ultimaAlteracaoEtapa - Timestamp of the last stage change for this opportunity
  • minutosEtapa - Minutes the opportunity has spent in the current stage
  • dias - Days the opportunity has spent in the current stage
  • momento - Timestamp when the opportunity was created
  • alterarEtapa - Whether the stage may be changed for this opportunity (“1”/“0”)
  • voltarEtapa - Whether the opportunity may move back a stage (“1”/“0”)
  • status - Status code of the opportunity (in progress / won / lost)
  • statusNome - Status name (“Em andamento”, “Ganho” or “Perdido”)
  • observacaoPerda - Free-text note describing why the opportunity was lost
  • objecao - Identifier of the objection/loss reason associated with the opportunity
  • objecaoNome - Name of the objection/loss reason
  • razaoOportunidade - Identifier of the opportunity reason/situation (e.g. not contacted)
  • razaoOportunidadeNome - Name of the opportunity reason/situation
  • concorrente - Identifier of the competitor associated with a lost opportunity
  • concorrenteNome - Name of the competitor associated with a lost opportunity
  • probabilidade - Win probability assigned to the opportunity
  • pessoa - Identifier of the contact (pessoa) the opportunity belongs to
  • pessoaNome - Name of the contact
  • pessoaCodigo - External code of the contact (e.g. “P-91922470”)
  • pessoaCpf - CPF document number of the contact
  • pessoaTelefone - Primary phone number of the contact
  • pessoaVinculada - Identifier of a linked/related contact, when the opportunity was shared
  • contatoVinculado - Identifier of a linked contact record, when applicable
  • codCurso - Course code associated with the opportunity
  • cursoNome - Course name associated with the opportunity
  • idCursoPadrao - Identifier of the standard course
  • ofertaCurso - Identifier of the course offering
  • ofertaCursoCodigo - Code of the course offering
  • ofertaCursoNome - Name of the course offering
  • modalidade - Identifier of the course modality
  • modalidadeNome - Name of the course modality (e.g. “Presencial”)
  • codModalidade - Code of the course modality
  • nivelEnsino - Identifier of the education level
  • nivelEnsinoNome - Name of the education level
  • unidade - Identifier of the unit (campus) tied to the opportunity
  • unidadeNome - Name of the unit (campus)
  • localOferta - Identifier of the offering location
  • localOfertaNome - Name of the offering location
  • processoSeletivo - Identifier of the linked selection process (processo seletivo)
  • processoSeletivoNome - Name of the linked selection process
  • formaIngresso - Identifier of the admission form/entry method
  • vagasMinimas - Minimum number of seats configured for the offering
  • vagasMaximas - Maximum number of seats configured for the offering
  • valorCurso - Course price associated with the opportunity
  • notaEnem - ENEM exam score recorded for the opportunity
  • dataProva - Exam date associated with the selection process
  • compareceuAtividade - Whether the contact attended the related activity/event
  • responsavel - Identifier of the user responsible for the opportunity
  • responsavelNome - Name of the user responsible for the opportunity
  • criadoPor - Identifier of the user who created the opportunity
  • origem - Identifier of the acquisition channel (origem) of the opportunity
  • origemNome - Name of the acquisition channel (e.g. “Ficha de Inscrição”)
  • agendamento - Scheduling status code of the opportunity
  • agendamentoNome - Scheduling status name (e.g. “Sem agendar”)
  • contextoProcesso - Context reference: process level
  • contextoNivel - Context reference: education level
  • contextoCategoria - Context reference: category
  • contextoItem - Context reference: item
  • contextoSubItem - Context reference: sub-item
  • contextoLocal - Context reference: location
  • interesses - Interests (context sub-items) associated with the opportunity (array of objects with subitem, subitemNome, contexto, oportunidade_id, principal)
  • camposPersonalizados - Institution-specific custom fields of the opportunity, serialized as a JSON object string
List of courses offered by the institution.Fields:
  • id - Unique identifier for the course
  • nome - Course name
  • descricao - Course description
  • codigo - Course code
  • origem - Origin channel ID
  • origemNome - Origin channel name
List of course offerings with enrollment periods and associated metadata.Fields:
  • id - Unique identifier for the offering
  • nome - Offering name
  • complemento - Additional information
  • codigo - Offering code
  • codCurso - Associated course code
  • inicioInscricao - Enrollment start date
  • terminoInscricao - Enrollment end date
  • inicioMatricula - Registration start date
  • terminoMatricula - Registration end date
  • unidade - Unit ID
  • unidadeNome - Unit name
  • nivelEnsino - Education level ID
  • nivelEnsinoNome - Education level name
  • modalidade - Modality ID
  • modalidadeNome - Modality name
  • origem - Origin channel ID
  • origemNome - Origin channel name
  • processoSeletivo - Selective process ID
  • codProcessoSeletivo - Selective process code
  • processoSeletivoNome - Selective process name
List of teaching modalities (e.g., in-person, online, hybrid).Fields:
  • id - Unique identifier
  • codigo - Modality code
  • titulo - Modality title
List of institutional units/campuses.Fields:
  • id - Unique identifier
  • nome - Unit name
  • descricao - Unit description
  • codigo - Unit code
Physical locations where courses are offered.Fields:
  • id - Unique identifier
  • codigo - Location code
  • titulo - Location title
  • descricao - Location description
  • telefone - Phone number
  • email - Email address
  • endereco - Street address
  • numero - Address number
  • bairro - Neighborhood
  • cep - Postal code (CEP)
  • cidade - City
Contact records from the CRM, including students, leads, and related persons.Fields:
  • id - Unique identifier
  • nome - Full name
  • nomeSocial - Social/preferred name
  • codigo - Contact code
  • cpf - CPF document number
  • datanascimento - Date of birth
  • endereco - Street address
  • cep - Postal code
  • numero - Address number
  • bairro - Neighborhood
  • cidade - City ID
  • cidadeNome - City name
  • sexo - Gender ID
  • sexoNome - Gender name
  • origemId - Origin channel ID
  • origemNome - Origin channel name
  • profissao - Profession
  • aluno - Whether the contact is a student
  • exaluno - Whether the contact is a former student
  • anoFormacao - Graduation year
  • estadoCivil - Marital status ID
  • estadoCivilNome - Marital status name
  • cor - Race/ethnicity ID
  • corNome - Race/ethnicity name
  • grauInstrucao - Education level ID
  • grauInstrucaoNome - Education level name
  • verificada - Whether the contact has been verified
  • desinscreveu - Whether the contact unsubscribed
  • telefone_principal - Primary phone number
  • email_principal - Primary email address
  • tags - Contact tags (JSON)
  • camposPersonalizados - Custom fields (JSON)
List of available contact type categories.Fields:
  • id - Unique identifier
  • titulo - Type title
Custom fields configured in the institution’s Rubeus instance.Fields:
  • id - Unique identifier
  • nome - Field name
  • coluna - Column identifier
  • tipo - Field type ID (1=string, 2=longtext, 3=integer, 4=date, 5=boolean)
  • tipoNome - Field type name
  • tipoLocal - Location type ID (1=contact, 2=process record, 3=course)
  • tipoLocalNome - Location type name
Types of events that can be tracked in the CRM.Fields:
  • id - Unique identifier
  • codigo - Event type code
  • titulo - Event type title
  • formaCriacaoOportunidade - Opportunity creation method
List of education/teaching levels.Fields:
  • id - Unique identifier
  • codigo - Level code
  • titulo - Level title
  • padrao - Whether this is a default level
User profiles and their permissions within the CRM.Fields:
  • id - Unique identifier
  • nome - Profile name
  • cor - Profile color
  • permissoes - Permissions (JSON)
  • ultimaAlteracao - Last modification date
Reference list of countries.Fields:
  • id - Unique identifier
  • sigla - Country code (ISO)
  • nome - Country name
Reference list of cities available in the CRM.Fields:
  • id - Unique identifier
  • titulo - City name

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Skills for agents

Download Rubeus skills file

Rubeus connector documentation as plain markdown, for use in AI agent contexts.