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.
Note: This integration is only available for Scale, Professional, Enterprise, and White Label accounts.
There are three key parts to setting up the HubSpot integration:
Configuring the Integration in Accelevents
Log in with either your organization or white label account. (can be accessed from the bottom left corner of any event page connected to an Organizer Profile)
Go to the Integrations tab and click Connect under the HubSpot logo to begin.
Once you click the Connect button, it will ask you for authentication (this is required in order to push data to your integration).
Click on New Authentication
Name the authentication
Enter your HubSpot API key and click Create.
On the next screen, choose the desired HubSpot account you wish to connect to and click Choose Account.
Click Connect App.
Choose where you want to send your event contacts via the dropdown. By default, it will select Marketing Event, but you can also choose Static List. A "Marketing Event" is a new way to track all your on- and offline marketing events in one place - read more about how to use them in HubSpot's Knowledge Base. A "Static List" creates a simple contact list in your HubSpot account.
If the new authorization is added successfully, click on Next. If there are any errors, feel free to refresh and try again. You will always be able to re-configure.
The next screen is an important step - this will help you to map your HubSpot properties with the Accelevents fields. You can either add new mappings or continue with the required default fields - Email, First Name, and Last Name.
The list of available fields can be seen below. You can select these fields and map them to your HubSpot properties. (Note: Only fields that are enabled in the Registration > Order Form screen will be passed on to your integration.)
Email
First Name
Last Name
Cell Phone
Prefix
Billing Address
Shipping Address
Gender
Birthday
Age
Organization
Job title
Image
After you click Next, you will see a HubSpot to Accelevents Public URL. Copy that URL and paste it somewhere because you will use that later for setting up a webhook. Click Finish.
Once you click Finish, the pop-up will close. Click Enable under HubSpot from your Organizer portal. This allows you to pause the integration if needed and re-enable it at any time.
Setting Up a Workflow in HubSpot
Log in to your HubSpot account and go to Settings > Data Management > Properties
Click Create Property
Create 2 contact properties. One for Ticket Type and one for Event API Key
Ticket Type
Object type: Contact
Group: Contact Information
Label: Ticket Type
Internal name (click the </>): ticket_type
Field Type: Number
Format: Unformatted Number
Check Show in forms
Event API Key
Object type: Contact
Group: Contact Information
Label: Event API Key
Internal name (click the </>): event_api_key
Field Type: Single-line text
Do not check Show in forms
Go to Automation > Workflows, then click Create workflow
Fill out the details of your workflow
Enter your workflow name
Select Start from scratch
Click Contact-based
Click Next
Set up a trigger for Ticket Type
Click Set up triggers
Select Contact properties
Search for Ticket Type
Choose is known from the filter
Click Apply Filter
Set up a trigger for Event API Key
Click AND
Select Contact properties
Search for Event API Key
Choose is known from the filter
Click Apply Filter
Click Save
Click the + button and search for Send a Webhook and select it.
Paste the HubSpot to Accelevents Public URL you copied earlier, then click Save.
Click Review and Publish
Choose whether you want to enroll contacts after turning on the workflow or include existing contacts. Turn on the workflow.
With that, you've completed setting up the importing of registrations from HubSpot to Accelevents!
Testing the Importing of Regsitration from HubSpot to Accelevents
The first step is to get your Ticket Type Id and your Event API Key in Accelevents
Go to Settings > Integrations
Enable Tray Integration
Select the Ticket Type. This may take some time to load. If it does not load, move to another tab then go back to the Integrations tab.
Copy both keys generated on the right side
Event API Key is the one on top
Ticket Type Id is the one below
Import New Contacts from HubSpot to Accelevents
Add the Ticket Type and Event API Key fields to the form in HubSpot
Click Settings (gear icon)
Click Objects > Contacts
Click Customize the 'Create contact' form
Look for the Ticket Type and Event API Key fields, then check them to add them to the form
Click Save
Create a contact
Click Contacts
Click Create Contact
Fill out the contact information. Make sure you complete these required fields:
First Name
Last Name
Email
Ticket Type
Event API Key
Click Create Contact
Your attendee should show in Attendees > Orders in your Accelevents admin console.
Import Existing Contacts from HubSpot to Accelevents
Search for the contact record
Open contact details which you want to import to Accelevents
Click Actions > View all properties
Enter the Event API Key
Search for Event API Key property
Click the edit icon then paste the event API key you copied from Accelevents
Click Save
Enter the Ticket Type Id
Search for Ticket Type property
Click the edit icon then paste the ticket type Id you copied from Accelevents
Click Save
Go to your Accelevents admin console to check if the attendee is added
Go to Attendees > Orders
Search for the attendee
Note: This whole process also allows you to export attendees from Accelevents to Hubspot. When an attendee signs up on your event page, they will be added to the Contacts list in HubSpot.