Even before registrants become attendees, you can export their information from Accelevents to HubSpot and track the status of their request directly in HubSpot.
How Does it Work?
When someone submits a registration request through the Attendee Approval workflow, Accelevents immediately sends their information to HubSpot — even before they’re approved.
As soon as the form is submitted, a new contact is created in HubSpot. If the email address already exists, the existing contact is updated instead. The contact will also be added to a static HubSpot list.
In addition to their name and email address, other details from the registration form — like job title, organization, and any custom questions — can be synced. You can also include the request status, which will continue to update in HubSpot automatically as it changes in Accelevents.
If the registrant skipped any questions, Accelevents can auto-populate the missing fields using existing data from their HubSpot contact — after the request has been submitted.
Before You Begin
Before you begin make sure you've already done the following:
✅ The Accelevents and HubSpot integration is connected and working
✅ The Accelevents and HubSpot integration is set to Static List
✅ The attendee approval feature is enabled for the ticket types
✅ Custom properties for the fields you want to map are created in HubSpot
Enable the Registration Approval Mapping
Go to Settings > Integrations
Click Configure under HubSpot
Enable the toggle for Registration Approval
Map the Fields
By default, the potential attendee's Email, First Name, and Last Name are the fields that will be exported from Accelevents to HubSpot. If you want other order form answers to be included in the data transfer, you can map those fields in the Registration Approval Mapping menu and the Contact Field Mapping menu (first part of the configure menu).
Map the fields in the contact field mapping - You'll need to map the contact fields as this will update the fields for regular registrations (not through the approval process) and is crucial if you're using the feature to auto-generate blank registration approval fields with existing HubSpot data.
Map the fields in the registration approval mapping - You'll need to map the registration approval fields so the data will be captured in HubSpot when the request is submitted, even before the request is approved. For example, if a registration request includes a job title and organization, this data will populate into the matching HubSpot contact record even before the request is approved.
Map the auto-generated registration approval fields - aside from order form fields, you can also map a couple of fields from the approval workflow in the Registration Approval Mapping menu. This will allow you to track the status of the request directly in HubSpot.
Registration Request Id - this is the numeric identifier for the request
Registration Request Status - this will update depending on the request status (Pending, Waitlisted, Denied, Approved and Registered (when approved and ticket is assigned)
Registration Approval Mapping | Contact Mapping |
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Important Note: We can only map to text, number, phone number, and dropdown HubSpot fields. It will not work if the HubSpot field is a date picker, radio button, checkbox, etc.
Create a Contact Record for the Requestor
If you want the requestor or buyer to also be added as a HubSpot contact, you can turn on the toggle to Create a new contact for ticket buyer in the Configure menu. When this is turned on, a contact record will be created for the ticket buyer and the attendees in the request. If the buyer has an existing contact record, it will be updated. If the buyer and the attendee is the same person (same email address), only 1 record will be created or updated as HubSpot does not allow duplicate contact records.
Test If Contact Records Will be Created
Do a test registration request from the event landing page, try it with different buyer and attendee emails. Test it also for buyers and attendees with existing contacts. After submitting your request, check in HubSpot if a new contact record is created or updated. Change the status of the request to see if it will also update in HubSpot. The contact record will also be added to an auto-generated static list in HubSpot. The list name should have the last part of your event URL and "RegistrationRequest" at the end.
Fill in the Blanks With HubSpot Values
When the setting "Auto-populate blank registration approval fields with existing HubSpot data" is enabled, Accelevents can fill in the fields skipped during registration (including hidden active fields) using existing data from HubSpot — after the registration is submitted.
Example for Optional Fields
In your order form, you made the Job Title and Organization fields optional. A registrant who is already a contact in your HubSpot account skips these fields during registration. Our system checks if the contact already has a Job Title and Company Name in HubSpot, and if there are values in those contact fields, the values will appear in their request even though they did not fill out out when they submitted the request.
Example for Hidden Fields
In HubSpot, you have a contact field called "Pre-Approved" and the values are Yes or No. Before opening the registration, you update contact records with appropriate values, so that when they register in Accelevents, you don't need to review their application and go straight to approving them if you see in their request that they are pre-approved.
In your order form, you create a hidden and active "Pre-Approved" field to match the one in HubSpot and map it. When someone submits a request, even though this field is hidden, you will see in their request whether they are pre-approved or not.
To correctly set this up, you'll need to do the following:
Enable the toggle to Auto-populate blank registration approval fields with existing HubSpot data
Set the Update Policy to "Do not update if the source is empty"
To ensure that blank fields from Accelevents don't clear data in HubSpot, make sure your Update Policy is set to “Do not update if source is empty.” This tells HubSpot to ignore updates if Accelevents doesn’t provide a value for a field.
Test If Accelevents Will Fill in the Blanks
To properly test this, make sure that the test email is already a contact in your HubSpot account and the mapped fields have values.
When you register in Accelevents for a free for approval ticket (so we can approve and assign later), leave the mapped fields blank when you submit.
You should expect that in the request, you'll see the values populate in the Ticket Holder tab.
You should also see it in the Registration Request tab if Create a new contact for ticket buyer turned on in your settings.
There may be some delays, so it can take a few minutes before you see it in the request.
When you approve and assign the ticket, the values should also populate in the order.
