Data Management in HubSpot
After setting up your integration with Accelevents and HubSpot, the attendee contact records will be added to a Marketing Event in HubSpot if this is what you selected during the integration setup. A Marketing Event 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 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 an order is created in Accelevents, 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 Through Contacts
Log in to HubSpot
Go to CRM > Contacts
Click the dropdown from Contacts
Select Marketing Events
2. Look for the Marketing Event that has your Event Name
The Marketing Event will automatically be titled after your event name. For example, if your event name in Accelevents is "Demo Virtual Event," the Marketing Event would be labeled "Demo Virtual Event" as well.
Registration Status
In the Marketing Event, you'll see 3 categories:
Registrations - When a ticket is purchased, the registrant's contact record will be counted in the number of "REGISTRATIONS" for that event.
Checked In - When the registrant enters the event, that registrant's contact record will be counted in the number of "ATTENDEES." This will not remove the contact record from the total registrations. To get an accurate count of registrants who have not checked in, subtract the total attendees from registrations.
Canceled - If the registration is deleted or refunded in Accelevents, that registrant's contact record will be counted as "CANCELLATIONS." If the email address in the order is changed to a different one, then the old attendee will also be counted in cancellations. This will not remove the contact record from the total registrations. To get an accurate count of registrations, subtract the total cancellations from registrations.
In the example below, the event has 155 registrations, and all of them have entered the event.
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 Marketing Event will only capture registrations while the integration is turned on. Any registrations before the integration setup will not be imported to HubSpot.
The Marketing Event cannot be renamed.
A new Marketing Event will be created if you change your event URL and new order is created.
A Marketing Event will generate and add registered contacts if registrations originate from HubSpot.
3. Click the Marketing Event to see the list of attendee contact records
Open the marketing event by clicking the name, then click the number under registered to see the attendees' email addresses. Then, click the email address to open their contact record.
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.
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.
If the registrant 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.
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.
