Data Management in HubSpot
After setting up your integration with Accelevents and HubSpot, the attendee contact records will be added to Static Lists in HubSpot if this is what you selected during the integration setup. The Static Lists will be generated regardless if the registration originated from Accelevents or HubSpot.
In this article, you'll learn about the default rules for contact creation and updating, where to find the attendees in HubSpot, and see other information about what activities the attendee has done, such as registering for the event, checking in to the event, registering for a session, visiting a booth, responding to polls and posting a question in the event.
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 when registrations originate from Accelevents, check the rules to know what happens when an attendee is imported to HubSpot.
Locate Attendees in HubSpot - Static List
If you choose Static List during the integration setup, 2 lists will be created in your HubSpot account after the first registration, regardless if the registration originated from Accelevents or HubSpot. Then, the attendee contact records will be added to those lists.
Here's how to access those contact lists in HubSpot:
1. Go to Lists in HubSpot
Log in to HubSpot
Go to CRM > Lists
2. Look for 2 lists that have your event URL
When the order is created in Accelevents for the first time after the integration setup, two lists are automatically created in their HubSpot account.
The lists will be named after your event URL: "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."
Registered - everyone registered for the event except for those who are deleted or refunded in Accelevents.
RegisteredNotAttended - everyone who has not checked in to the event.
After the event lists are created, new ticket holders will be automatically added to both lists. Once the attendees check in to the event, they will be automatically removed from the "RegisteredNotAttended" list while remaining in the "Registered" list.
Notes:
The count may not be accurate if you allow attendees to buy multiple tickets under the same email address, as an attendee with multiple tickets will only count as 1 since the registration is under 1 email address.
The lists will only capture registrations while the integration is turned on. Any registrations before the integration setup will not be imported to HubSpot.
The lists will still capture registrations even after you rename them.
New lists will be created if you change your event URL and register attendees with the new URL.
The lists will generate and add registered contacts if registrations originate from HubSpot.
If the attendee's order is deleted or refunded, they will be removed from both lists.
3. Click the list to see the attendee contact records
Click one of the lists to see all the attendee contacts in the list. 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 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, the order in Accelevents will not be updated. However, if changes are made in the order in Accelevents, the data in HubSpot will be updated.
If the attendee buys another ticket using the same email address, the existing contact record in HubSpot will be updated.
Contact records should also be created for attendees without email addresses. Follow the steps here to ensure that it works.
Create an "Attended" List (optional)
To know which attendees attended, you can create an active list that adds only those who have attended the event. You can create a list filter to show members of the "Registered" list AND is not part of the "RegisteredNotAttended" list.
In this example below, the active list shows 2 have attended. The total registrants 3, and 1 of them has not checked in yet.
