This feature is coming soon. Stay tuned for updates!
This feature allows you to use the Attendee Approval Workflow and registration requests originate from HubSpot, then have the request automatically appear in Accelevents.
How Does it Work?
When you've identified a HubSpot contact as someone who is requesting to be approved as an attendee to your event, possibly by submitting a HubSpot form or adding them to a list, the integration automatically adds the contact to Accelevents' request list with a pending status — even before the order is created.
In addition to their name and email address, other details from their contact record — like job title, company name, and other information — can be synced. You can also map the request status, which will continue to update in HubSpot automatically as it changes in Accelevents.
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
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 imported from HubSpot to Accelevents. If you want to include other contact information in the data transfer, you can map those fields in the Registration Approval Mapping section in the Configure HubSpot Mapping menu.
Map the fields in the registration approval mapping - You'll need to map the registration approval fields so the data will be captured in the Accelevents Request List when the contact is imported. For example, if you map the contact's job title and company name, that data will appear in the registration request and in the order (when they are approved and assigned).
Set the order form fields to Active - Ensure that the fields you mapped in step 1 are all active in Registration > Order Form > Ticket Holder so you'll see the fields in the registration request and the order.
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 the HubSpot field depending on the request status in Accelevents (Pending, Waitlisted, Denied, Approved and Registered (when approved and ticket is assigned)
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 HubSpot Workflow
A workflow is like your personal assistant following all your instructions to complete the task.
A workflow has two essential components: a trigger and an action. If you aim to add registrants to the attendee approval workflow, this is the action or task you want HubSpot to perform in your workflow. The trigger would be the conditions you set as to which contacts will be added to the attendee approval workflow. For example, you can set a condition that only contacts in a particular list will be imported, or anyone who submits a HubSpot form will be imported.
There are many filters and parameters you can set in your workflow and you can customize them depending on your needs. In the workflow below, contacts who are members of a particular list will be enrolled to the attendee approval workflow.
Workflow to Import Contacts from a HubSpot List to the Accelevents Request List
Create a workflow from scratch.
Go to Automations > Workflows
Click Create workflow
Select From Scratch
Name your workflow by clicking the field at the top of the page. (e.g., Import from List)
Choose Data Changes, then Record meets a set of custom filter conditions as trigger.
Select Contact as record type and List membership as criteria.
Select the list where you want to import contacts from
Notes:
Do not use the auto-generated lists from Accelevents to avoid looping
If you don't have a list, you can create one through Contacts > List > Create List.
Select "is member of list," click Next, then click Save and continue.
For the next action, scroll down to Integrated apps, select Accelevents, and click Accelevents - Enroll to Attendee Approval Workflow.
Paste the last part of your event URL to the Event URL field. Do not use data variable.
Note: If you enter an incorrect URL or use a data variable, 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 and click Save.
Click Review and Publish
Select "Yes, enroll existing contacts who meet the trigger criteria as of now." This will import existing contacts in the list. if you don't want the existing contacts to be imported, you can choose the second option. Click Next on Steps 2 and 3 then click Turn on workflow at the end.
That's it, you're done! Any existing or newly added contacts to the list will be added to the request list of your event with a pending status. The request will have the attendee's name, email address, all mapped order form data, and the ticket type you choose. When you approve them, they will get the ticket you specified in the workflow.
Find the Registration Requests in Accelevents
You can check this in the Registrations > Approvals > Attendee Requests tab in your Accelevents admin console. There may be some delays. Just refresh to see the new request. Please note that if any changes are made to the contact record after it has been imported to Accelevents, the changes will not reflect in the request or order.
Find the Registration Requests in HubSpot
A new list in HubSpot will be generated wherein all contacts who are enrolled to the approval workflow will be added. The list name will have the last part of your event url and "RegistrationRequest"
