If your organizer is integrated with HubSpot, you can create a single workflow that will register attendees to events that they signed up for.
After you've connected your integration, you'll need a workflow that has a trigger and an action. In this scenario the action is easy - register them to the event that the attendee signed up for. And since there are multiple events, your workflow will branch out to several actions (register to Event 1, register to Event 2, etc.). Since they can register again for a different event, our workflow must be set up for re-enrollment, so our trigger will be based on a value in their contact record and once they are registered for the event, the value will be removed from their contact record so that they can be r-enrolled to the workflow when they register for a different event.
Example, you have monthly events and you use a HubSpot form to register attendees. In the form, you can add a hidden date field with the value for the event date. When the attendee registers for the event, their contact record is updated with the event date.
Your workflow trigger can be contact records with known event date, then it will branch out to different actions depending on the value in the event date field. So if the attendee has the January event date in their record, it automatically registers them for the January event. Then, you'll need to add an extra step after the action to clear the event date value from their contact record after their order is created in Accelevents, so that if this attendee decides to sign up for the February event, they will be re-enrolled again to the workflow because once again the event date is known in their contact record. And this time it skips the registration for January event because the event date indicated in their record is for February.
The event date value cannot just be replaced with a new date. Replacing the value does not allow the contact automatically re-enrolled to the workflow, you can only manually re-enroll them. So making the date field blank makes them qualified to be re-enrolled automatically once the date field value is known again.
The field that triggers the registration can be any type of field as long as the value is unique per event, such as the event name or the event url.
In the workflow below, we have 2 events and the trigger is the event url in the contact record. At the bottom of each registration action, we are adding another action to cleat the event url field in the contact record.
Create the Workflow
1. Create a Contact Based Workflow
Go to Automations > Workflows.
Click Create workflow
Select From Scratch
Select Contact-based, Blank workflow, then click Next.
Name your workflow by clicking the pencil icon at the top of the page.
2. Set up the Trigger
Click the Trigger enrollment for contacts box in the workflow
Select When filter criteria is met
Select Contact properties
Search and select the property (e.g. event url)
Search and select "is known"
Go to Re-enrollment
Turn on the toggle to allow contact to re-enroll after completing the workflow
Click Save
3. Create Branches Based on the Contact Record Value
Click the + button below the trigger
Select Branch
Select One property or action output
Select the same contact property you used in your trigger (e.g. event url)
Click Next
Click + Add a Branch multiple times depending on the number of events
Add the value for each event (e.g. event url for event 1, event url for event 2, event url for event 3)
Click Save.
4. Add the Actions to Register Attendees
Click the + button below the first branch
Search and choose Accelevents - Register Attendee in actions
Paste the last part of your event url to the Event URL field for branch 1 (e.g. Event URL for April event)
Notes:
The event URL cannot come as a data variable from the contact, the end of the URL must be typed in or pasted in.
If you enter an incorrect URL, you won't be able to move on to the next step; make sure there are no extra spaces when you paste the last part of your URL.
Select the ticket type you want to assign to the contacts in the list.
Click Save
Repeat the same steps for the rest of the branches except the last one (not met).
5. Add an Optional Delay for the Next Action
Before proceeding to the last step, you can add a delay action in each branch to ensure that the steps before the last action are already done and that the attendee is added to Accelevents.
Click the + button below the Accelevents - Register Attendee action
Choose Delay
Choose For a set amount of time
Enter the duration (e.g. 15 minutes)
Click Save
Repeat for the rest of the branches
6. Add Actions to Clear the Value in Contact Field
Click the + button below the delay
Expand CRM
Select Edit Record
Search for the contact field you used in trigger in Property to edit
Check Clear existing property value
Click Save
Repeat for all branches
7. Publish the Workflow
Click Review and Publish
Select whether you want to enroll existing contacts who meet the trigger criteria now or after turning on the workflow.
Click Skip to turn on or Next if you wan to edit other workflow settings.
That's it, you're done! When the contact record has the correct value in the field you specified in the branches, the order will be created in Accelevents. The order will have the attendee's name, email address, all mapped order form data, and the ticket type chosen in the workflow.