Data Management in HubSpot
The Marketing Event is your central hub to see how many registration you have for the event including registrations originating from Accelevents or imported from HubSpot to Accelevents. You will also get a count of unique registrations, know how many registrations are cancelled, know which attendees have checked in to the event and see who are no-shows at the end of the event.
After setting up your integration with Accelevents and HubSpot using Marketing Events as your attendee destination, the marketing event creation will be triggered after the first registration post integration setup.
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 Static List rather than a Marketing Event, 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 - Marketing Event
If you chose "Marketing Event" in your integration setup, a marketing event will be created in HubSpot after the first registration is done, regardless if the registration originated from Accelevents or HubSpot. Then, the Marketing Event will show the associated attendee contact records.
Here's how to access the Marketing Event in HubSpot:
1. Go to Marketing Events
Log in to HubSpot
Go to Marketing > Events
Choose Marketing events from the dropdown menu on top of the page
Note: If you're in contacts, you can also get to Marketing events through the dropdown on top.
2. Look for the Marketing Event that has your Event Name
When you integrate HubSpot and Accelevents, marketing events won't be created automatically. The trigger to generate it is an event registration. So if you don't have a registration for the event, do a test registration first and then check the marketing event menu again to see if it's been generated.
The marketing event generated will be titled after your event name. Open the marketing event by clicking the name.
Aside from your event name, other information from Accelevents will populate in the marketing event such as the following:
Organizer name
Event start and end date and time
Event URL (in the Description field and URL field)
Event Type (In person, hybrid or virtual)
Registrations counts
Notes:
If you make changes to the event URL, a new marketing event will generate when there's a new registration.
You can rename the marketing event, registrations will still flow, it's dependent on the event URL not the event name.
If you make changes to the event name, date, time, organizer or event type, the marketing event will not be updated with the new information. We're fixing this, stay tuned for updates! When we fix it, the update will trigger when there's a new registration.
A Marketing Event will generate and add registered contacts if registrations originate from HubSpot.
3. Registration Status in the Marketing Event
When you open the marketing event, you'll see registration statuses with counts per status in the Overview. The marketing event will only capture registrations while the integration is turned on. Any registrations before the integration setup will not reflect in the marketing event. Clicking the count will show you the list of contact email addresses.
In the example below, the event has 3 registrations, out of 3 registration one of them is duplicate, so there are 2 unique registrations. And only 1 attendee has checked in to the event.
Total Registrations | This is the number of total registrations for the event, including duplicates.
If a registration is cancelled or deleted, it will not be removed from the count. |
Current Registrations | This is the number of unique registrations for the event.
If a registration is cancelled or deleted, it will be removed from the count. |
Cancellations | This is the number of registrations that are cancelled or deleted.
If an attendee has already checked in and their ticket is cancelled / deleted, it will not be added to the count. |
Total Attendees | This is the number of attendees that have checked in for event.
If an attendee has checked in and then checked out or is cancelled / deleted, it will not be removed from the count. |
No Show | This is the number of attendees who did not check in to the event, this will populate when the event is over. |
Note: Only ticket holders will be counted, it will not include ticket buyers even if you have the toggle enabled for Create a new contact for the ticket buyer.
4. View Contact Records Through the Marketing Event
When you click on the count from the overview you'll see the contact emails. You can click it to redirect you to the 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.
In the search field, type the property name. When quickly viewing a contact, you can click Add to your view to see the field.
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. Learn more about the default contact creation and updating rules.
Contact records can also be created for attendees without email addresses. Follow the steps here to ensure that it works.
Associate a List of Registrants to the Marketing Event (optional)
You can associate your Marketing Event to an Active List that updates automatically so each new registrant is added to the list. You can create multiple lists with different filters, depending on what you want to show in the list (e.g. show all cancelled only, show all checked in only)
1. Create a List
Go to Lists in HubSpot
Click Create List
Enter your list name
Select Active list
Click Next
2. Add List Filters
Click Add filter
Select Marketing events as the filter category
Choose Registered for marketing event as the next filter.
Click +Add filter under the first filter created
Select event name
Choose is equal to any of
Type in your event name and hit enter
Click Save list.
3. Check the associated list in the Marketing Event
You should see the associated list in your marketing event. When registrations come in, contacts will be added to that list.
