Accelevents to HubSpot Integration
Getting more data from your attendees has never been more critical. With our built-in HubSpot integration, you can add contacts/attendees from your Accelevents account and have the data automatically appear in HubSpot.
Notes:
This integration is only available for Scale/Business, Professional, Enterprise, and White Label accounts.
The user connecting the integration must have an a super admin role in HubSpot or have these permissions/scope:
crm.import
crm.lists.read
crm.lists.write
crm.objects.contacts.read
crm.objects.contacts.write
crm.objects.deals.read
crm.objects.deals.write
crm.objects.line_items.read
crm.objects.line_items.write
crm.objects.marketing_events.read
crm.objects.marketing_events.write
crm.objects.owners.read
crm.schemas.deals.read
crm.schemas.deals.write
e-commerce
timeline
How Does It Work?
When an attendee registers for the event, a new HubSpot contact record will be created for that attendee or it will update an existing one with a matching email address. These attendee contact records will be added to a list or a marketing event in HubSpot. Aside from the attendee first name, last name and email, other information can be included in the import such as their answers in the order form, such as job title and organization, and you can also include other auto-generated information about their order, such as the ticket name, order number, ticket number and more. The integration can also track whether the attendee has checked in to the event and if their ticket has been canceled or deleted. It can also track other activities done by the attendee such as joining a session, checking out a booth, posting a comment in the lobby feed and more.
Connect the Integration
Go to your Organizer Portal by clicking the Manage Organization found on the bottom left corner of any event admin console.
Go to the Integrations tab and click Connect under the HubSpot logo to begin.
If you're not seeing the Integrations tab, you'll need to access your Enterprise or White Label Dashboard to see the Integrations tab. Click My Enterprise from the Organizer Portal to take you to your Enterprise or White Label Dashboard, where you should find the Integrations tab.
You can also access the direct Enterprise or White Label Dashboard URL to see the Integrations tab. The URL would look something like this:
Select the organizer you want to connect by clicking the circle next to the organizer's name. Then, click Connect Now.
Another pop-up will appear where it will ask you for authentication. This is required to push data to your integration.
Click on New Authentication
Name the authentication, then click Create.
On the next pop-up, log in to your HubSpot account.
Choose the HubSpot account you want to connect to and click Choose Account.
5. Choose where you want to send your event contacts via the dropdown, then click Next.
A "Marketing Event" is a new way to track all your online and offline marketing events in one place - read more about how to use them in HubSpot's Knowledge Base. Choose this to track registered vs. attended easily to quickly see summary stats without creating additional reports.
A "Static List" creates a simple contact list in your HubSpot account. Choose this to automatically create registered and attended lists for each event.
Note: Choose Static List if you plan to use the "Guest of" feature, allowing registrants to leave the attendee email address field blank.
6. Click Finish.
7. After clicking Finish, return to the Integrations tab and wait for the integration to enable. The green button under HubSpot will turn red once enabled and connected.
At this point, you're done setting up your integration, which will apply to all events under the organizer you integrated; all new registrations should be automatically added to your HubSpot account.
Learn how to find your attendees in HubSpot based on your configuration.
The next steps below are for field mapping, other optional settings, and a way to edit or disconnect your integration.
Map Order Form Questions
By default, the 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 Configure HubSpot Mapping menu.
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.
Other Optional Settings
Import Other Auto-Generated Information from the Attendee's Order
Aside from mapping the order form fields, you can also map auto-generated data from the attendee's order, such as the order number, ticket name, ticket number, tracking link, and QR code.
Note: Map the Ticket ID if you plan to use the "Guest of" feature, allowing registrants to leave the attendee email address field blank.
Automatically Create HubSpot Deals After Purchases Are Submitted
HubSpot deals can automatically be created when there's a new order in Accelevents. The deal can include line items, and you can map other fields like the order number, ticket numbers, and even the tracking link used for the purchase.
Override the HubSpot Contact Creation Rules
What's great about HubSpot is it does not allow you to create duplicate contacts based on the email address. With the Accelevents integration, we have a set of rules and conditions as to when a contact is created or updated and a couple of options to override those rules.
Configure the HubSpot Marketing Event Integration
On a separate tab, log in to your HubSpot account.
Click Settings (gear icon)
Select Tracking & Analytics > Attribution.
Enable Marketing event registered
Enable Marketing event attended
Click Save.
Note: If this option is unavailable, you may need to enable your HubSpot settings manually. Click here for more instructions on adding the marketing events object to your HubSpot account.
Edit the Integration
If you want to edit the existing integration, click Edit from the integrations page, and it will take you back to the step where it asks you to click "New Authentication" (step 4).
Disconnect the Integration
If you want to uninstall the integration, click the red Disable button, then click the 3 dot menu in the HubSpot tile on the integrations page within Accelevents, then click Uninstall. Once it's disconnected, you can connect a HubSpot account from scratch.
Note: If the integration is disconnected, the existing attendees/contacts will remain in your account. However, if any updates are done to the record, it will only reflect where the update is done.
Uninstall Accelevents from Your HubSpot Account
If you want to uninstall the Accelevents app from your HubSpot account:
Log in to HubSpot
Click the Marketplace icon in the main navigation bar
Click Connected apps under Manage
Click Actions on the Accelevents app
Click Uninstall
In the pop-up, type "uninstall" then click Uninstall
Note: It is not recommended to uninstall and reinstall the Accelevents app to fix integration issues. If you're encountering integration issues, you can disconnect and reconnect the integration.
Disable the Integration for a Specific Event
If you don't want a specific event integrated with HubSpot, open the admin console for that event, navigate to Settings > Integrations, and turn off the toggle next to HubSpot.
