Data Management in HubSpot
After integrating your HubSpot account with Accelevents, your attendees should be automatically added to your HubSpot account. In this article, you'll learn about the default rules on contact creation and contact updating, and you'll learn where to find the attendees in HubSpot.
If you set up your HubSpot Integration as a Marketing Event rather than a Static List, click here.
If you still need to integrate, follow the steps in this article to set up the Integration to Export Event Data from Accelevents Into HubSpot.
Default Contact Creation and Updating Rules
What's great about HubSpot is it does not allow you to create duplicate contacts based on the email address. To know whether a new contact will be created or an existing one will be updated, check the rules to know what happens when an attendee is imported to HubSpot.
Locate Attendees in HubSpot - Static List
If you chose to send your contacts to a Static List in HubSpot during the integration, here's how to access those contacts in HubSpot:
1. Go to Lists in HubSpot
Log in to the HubSpot account you used to set up the integration. Click Contacts, then in the dropdown, select Lists. Here, you will see all the contact lists associated with your account.
2. Look for 2 lists that have your event URL
When an attendee purchases a ticket for the first time post-integration setup, two lists will automatically be created in your HubSpot account.
The lists will be named "eventURL-Registered" and "eventURL-RegisteredNotAttended."
For example, if my event URL is https://www.accelevents.com/e/demovirtualevent, my two lists will be automatically named "demovirtualevent-Registered" and "demovirtualevent-RegisteredNotAttended."
After the lists are created for any given event, any new ticket holder will be automatically added to both lists. Once the attendee enters the Virtual Event Hub, they will be automatically removed from the "RegisteredNotAttended" list while remaining in the "Registered" list. If the attendee's order is deleted or refunded, they will be removed from both lists.
Notes:
The lists will still capture registrations even after you rename them.
The lists will only capture registrations through Accelevents, so if you have a 2-way integration, an attendee imported from HubSpot to Accelevents will not be added to the lists.
The lists will only capture registrations while the integration is turned on. Any registrations before the integration setup will not be imported to HubSpot.
3. Click the list to see the attendees added to HubSpot
Click one of the lists to see all the attendees exported to HubSpot. You can also edit various aspects of the list, including manually removing or editing anyone's account, by clicking the checkbox icon to the left of their name. You can now use your lists to trigger marketing workflows, sequences, and more.
You can click on any attendee's contact record to view their information. If you added mapping during the integration, such as phone number, company name, job title, etc., you should see that information in their record. If you do not see the mapped fields, click Actions > View All Properties.
On the search field, type in the property name. You can click Add to your view to see the field when viewing a contact easily.
You can also check the activity tab in the timeline area to see your attendees' actions in the event.
Notes:
If any changes are made to the contact record in HubSpot, it will not update the order in Accelevents. However, if changes are made in the order in Accelevents, it will update the data in HubSpot.
If the registrant buys another ticket under the same email address, the existing contact record in HubSpot will be updated.