Be Notified in Slack When Your Guests Check In
Instead of manually checking if your guests have arrived, you can be alerted in Slack when they've checked in to the event. The steps below on creating a Zap will allow you to get those notifications if you are assigned as the HubSpot contact owner.
Note: If you're using our native integration with HubSpot to import or export attendees, it might be easier to create a workflow directly in HubSpot.
You may need to use Zapier if you don't have an integration between Accelevents and HubSpot.
Your Zap will look like this:
Important Step in HubSpot Before Creating the Zap
When creating a Zap, only the HubSpot user's ID can be retrieved, instead of the HubSpot user's email address. For this Zap to work, the contact owner's email address must be retrieved, this will be used to match the email address of the HubSpot user and the Slack user. You will need to create a contact field that will contain the contact owner's email address.
To have the contact owner's email address automatically appear in the contact record, you may need to create a HubSpot Workflow that triggers the automatic updating of the field when the contact owner is assigned.
Create a Zap
Part 1: User Check In Trigger
Part 1: User Check In Trigger
1. Access the Latest Accelevents App and Log In
You can start by clicking on this link, which will allow you to use the most up-to-date version of our app, Accelevents. Sign up or log in to your Zapier account.
If you're already logged in, click Connect Accelevents to 5000+ apps.
On the next page, you'll see your Zap setup page, wherein the app selected is Accelevents.
2. Select the Trigger
In the Event dropdown, choose User Check In Trigger
3. Connect Your Accelevents Event to Zapier
Click Sign In or Change if you've used Zapier with Acccelevents before, and a pop-up will appear where you can enter the API Key.
To get your Zapier API Key, open your event admin console in Accelevents
Go to Settings > Integrations
Enable the toggle for Zapier Integration
Click on Configure, then copy the generated API key.
Paste the API Key to the Zapier pop-up, then click Yes, Continue to Accelevents.
You should see the event connected to your zap. Click Continue.
4. Test the Trigger
Click Test Trigger so Zapier can check for a successful connection between the two platforms.
Select a transaction to test. Then click Continue with selected record. If the test is successful, it will move on to the next step.
Part 2: Find the Contact in HubSpot
Part 2: Find the Contact in HubSpot
1. Select HubSpot for Action
2. Select Find Contact
Search for the Find Contact in the event dropdown, then click Sign In.
3. Connect HubSpot
Select the HubSpot account you want to use and click Choose Account. Check the box to agree to use a 3rd party application for HubSpot. Click Connect App.
4. Search for the Contact Email Property
For the First search property name, search for Contact information: Email
5. Search for the Ticket Holder Email Property
For the First search property value, search for Event Tickets Holder Email
6. Add the Contact Owner's Email Address as Additional Property to Retrieve
Under Additional properties to retrieve, select Sales properties: Contact Owner's Email Address.
Note: This is the Hubspot contact field you created in the Important Step in HubSpot Before Creating the Zap.
7. Test the Step
Click Continue, then test the step to see if it will fetch data from HubSpot.
Part 3: Find User by Email in Slack
Part 3: Find User by Email in Slack
1. Create another action
Click the + button below the action you created and select Slack
2. Select Find User By Email
Under the Action event, select Find User by Email.
3. Connect to Slack
Under account, Log in to your Slack workspace and grant access to Zapier by clicking Allow.
4. Select Contact Owner's Email Address
Under Email, select Sales Properties: Contact Owner's Email Address.
5. Test the Step
Click Continue, then test the step.
Part 4: Send Direct Message to Slack User
Part 4: Send Direct Message to Slack User
1. Create another action
Click the + button below the action you created and select Slack
2. Select Send Direct Message
Search and select Send Direct Message in Action event.
3. Choose Who Will Receive Direct Message
Under To Username, click the 3 dots and select Custom. Under the Slack options, look for the ID.
4. Compose a Template
Under Message Text, enter the message template and add fields from the Accelevents order, such as the ticket holder's name and email address.
5. Test the Step
Click Continue, then test the step.
