HubSpot to Accelevents Integration
Getting more data from your attendees has never been more important. With our built-in HubSpot integration, you can add contacts/attendees from your HubSpot account and have the data automatically appear in Accelevents.
Important Notes:
This integration is only available for Professional, Business, 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
Importing attendees from HubSpot to Accelevents will work only with contact-based workflows.
Only 1 attendee (ticket) will be in an order. If they buy multiple tickets, these will appear in separate orders in Accelevents.
There may be delays when importing attendees from HubSpot, it can be from 0 to 6 minutes. A random delay is added to accommodate large number of imports.
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:
https://www.accelevents.com/u/wl/companyname/home#integrations
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.
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.
Choose where you want event contacts to appear in HubSpot and click Next.
Static List - Choose this if you want attendees to be added to a list. Accelevents creates 2 simple contact list in your HubSpot account where your event attendee contacts will be saved. You'll learn more about this in Static Lists Creation in HubSpot.
Marketing Event - Choose this if you also want to monitor the attendee's check in status. Accelevents creates a marketing event in your HubSpot account where your event attendee contacts will be saved. The marketing event will also count how many are registered, checked in and cancelled. You'll learn more about this in Attendee Check-in Status in Marketing Events.
Click Finish. You won't need the HubSpot to Accelevents Public URL, but you can always come back to this menu if ever you'll need it.
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. If it does not enable on it's own, just click the green button. RED means connected.
At this point of the integration, any new registrations done through Accelevents will be exported to HubSpot. You can do a test registration, but it's not required. Since the goal is to import contacts from HubSpot to Accelevents, please continue with the next steps.
Map Order Form Questions (optional)
By default, the attendee's Email, First Name, and Last Name are the fields that will be exported from HubSpot to Accelevents. If you want to include other contact information in the data transfer, you can map those fields in the Configure HubSpot Mapping menu.
Looping the Order Information to HubSpot (optional)
If you want some order information to automatically appear in HubSpot after the order is created, you can map these information in the Configure HubSpot Mapping menu:
Order ID
Ticket ID
Ticket Type (this is the ticket name)
Magic Link
Barcode ID
Event Name
Create a Workflow in HubSpot
After setting up the Accelevents and HubSpot integration, you must create a workflow to import contacts from HubSpot. A workflow is like your personal assistant following all your instructions to complete the task.
A workflow has two essential components: a trigger and an action. If you aim to register attendees for the event, this is the action or task you want HubSpot to perform in your workflow. The trigger would be the conditions you set as to which contacts will be added as attendees. For example, you can set a condition that only contacts in a particular list will be exported, or anyone who submits a HubSpot form will be exported.
There are many filters and parameters you can set in your workflow. Below are the basic workflows you can start with and customize them depending on your needs.
Notes:
Importing attendees from HubSpot to Accelevents will work only with contact-based workflows.
Only 1 attendee (ticket) will be in an order. If they buy multiple tickets, these will appear in separate orders in Accelevents.
List Membership Workflow
This workflow will allow you to import contacts from a HubSpot list. We recommend this if you have gathered contacts in your HubSpot account and would like them to attend your event.
click the arrow to see the step-by-step instructions
click the arrow to see the step-by-step instructions
Import Contacts from a List
Create a workflow from scratch.
Go to Automations > Workflows
Click Create workflow
Select From Scratch
Name your workflow by clicking the field at the top of the page. (e.g., Import from List)
Choose Data Changes, then Record meets a set of custom filter conditions as trigger.
Select Contact as record type and List membership as criteria.
Select the list where you want to import contacts from
Notes:
Do not use the auto-generated lists from Accelevents, as this will create a loop (2 attendees will be created if an attendee registers in Accelevents)
If you don't have a list, you can create one through Contacts > List > Create List.
Select "is member of list," click Next, then click Save and continue.
For the next action, scroll down to Integrated apps, select Accelevents, and click Accelevents - Register Attendee.
Paste the last part of your event URL to the Event URL field. Do not use data variable.
Note: If you enter an incorrect URL or a data variable, you won't be able to move on to the next step; make sure there are no extra spaces when you paste the last part of your URL.
Select the ticket type you want to assign to the contacts in the list and click Save.
Click Review and Publish
Select "Yes, enroll existing contacts who meet the trigger criteria as of now." This will import contacts in the list you specified to Accelevents. if you don't want the existing contacts to be imported, you can choose the second option. Click Next on Steps 2 and 3 then click Turn on workflow at the end.
That's it, you're done! Any existing or newly added contacts to the list will be added as attendees to your event. The order will have the attendee's name, email address, all mapped order form data, and the ticket type you choose.
You can check this in the Orders tab in your Accelevents admin console. There may be some delays. Just refresh to see the new order. Please note that if any changes are made to the contact record after it has been imported to Accelevents, the changes will not reflect in the order.
Form Submission Workflow
This workflow will allow you to import contacts that submit a HubSpot form. We recommend using this workflow if you need attendees to submit a HubSpot form to register for the event. Once the form is submitted, an order will be created in Accelevents.
click the arrow to see the step-by-step instructions
click the arrow to see the step-by-step instructions
Import Contacts Who Submitted a Form
This is similar to the workflow above, but instead of selecting List memberships as the trigger, you will select Form Submission to trigger a contact enrollment.
Create a workflow from scratch.
Go to Automations > Workflows
Click Create workflow
Select From Scratch
Name your workflow by clicking the field at the top of the page. (e.g., Import from List)
Choose Data Changes, then Record meets a set of custom filter conditions as trigger.
Select Contact as record type and Form Sumbissions as criteria.
Select the form
Select Contact has filled out form. Then click Save.
For the action, scroll down to Integrated apps, select Accelevents, and click Accelevents - Register Attendee.
Paste the last part of your event URL to the Event URL field. Do not use data variable.
Note: If you enter an incorrect URL or use data variable, you won't be able to move on to the next step; make sure there are no extra spaces when you paste the last part of your URL.
Select the ticket type you want to assign to the contacts that submitted the form and click Save.
Click Review and Publish
Select "Yes, enroll existing contacts who meet the trigger criteria as of now."
This will import contacts who already submitted the form. If you don't want the existing contacts to be imported, you can choose the second option. Click Next on Steps 2 and 3 then click Turn on workflow at the end.
That's it, you're done! When someone submits the form, they will be added as attendees to the event. The order will have the attendee's name, email address, all mapped order form data, and the ticket type you choose.
You can check this in the Orders tab in your Accelevents admin console. There may be some delays. Just refresh to see the new order. Please note that if any changes are made to the contact record after it has been imported to Accelevents, the changes will not reflect in the order.
Note: If you're allowing attendees to have more than 1 ticket of the same ticket type (e.g., 2 Free Admission tickets for 1 attendee), you will need to add a 1-hour delay action before the register attendee action. If no delay is added, the second registration will be detected as a duplicate and therefore ignored by the integration.
Single Workflow for Multiple Events
Use this workflow if you have multiple events and attendees may possibly register to all or some events.
click the arrow to see the step-by-step instructions
click the arrow to see the step-by-step instructions
Sample Scenario for Multiple Events:
You have monthly events and you use a HubSpot form to register attendees. In the form, you can add a hidden date field with the value for the event date. When the attendee registers for the event, their contact record is updated with the event date.
Your workflow trigger can be contact records with known event date, then it will branch out to different actions depending on the value in the event date field. So if the attendee has the January event date in their record, it automatically registers them for the January event. Then, you'll need to add an extra step after the action to clear the event date value from their contact record after their order is created in Accelevents, so that if this attendee decides to sign up for the February event, they will be re-enrolled again to the workflow because once again the event date is known in their contact record. And this time it skips the registration for January event because the event date indicated in their record is for February.
The event date value cannot just be replaced with a new date. Replacing the value does not allow the contact automatically re-enrolled to the workflow, you can only manually re-enroll them. So making the date field blank makes them qualified to be re-enrolled automatically once the date field value is known again.
The field that triggers the registration can be any type of field as long as the value is unique per event, such as the event name or the event url.
At this point, you're all set! The rest of the article discusses where to find your attendees in HubSpot and how to edit and uninstall the integration, and disable the integration for a specific event.
Attendee Check-In Status in HubSpot Marketing Events
When importing contacts from HubSpot to Accelevents, the process doesn't stop there after the attendee is created in Accelevents. If you choose "Marketing Event" during the integration setup, attendees will also be added to the Marketing Event where you can monitor how many attendees have registered, canceled, and checked in.
Static Lists Creation in HubSpot
If you choose "Static List" during the integration setup, 2 lists will be created in your HubSpot account after the first registration, and the attendee contact records will be added to those lists.
When an order is created in Accelevents for the first time after the integration setup, two lists are automatically created in the HubSpot account.
The lists will be named after your event URL: "eventURL-Registered" and "eventURL-RegisteredNotAttended."
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.
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.
Notes:
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.
When you disconnect the integration, this resets the mapping to default when you connect it again. So you will have to go back to each event and set up the mapping again.
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.
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.