Our Built-In HubSpot 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.
Note: This integration is only available for Scale, Professional, Enterprise, and White Label accounts.
These are the key parts of setting up the HubSpot integration:
Map Default and Custom Field Questions (optional)
Webhook Workflow
List Membership Workflow
Form Submission Workflow
Other Topics:
Configure the Integration in Accelevents
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:
Once you click the Connect button, a pop-up will open. Select the Organizer you want to connect to, then click Connect Now.
Another pop-up will appear where it will ask you for authentication. This is required to push data to your integration.
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 Static List from the dropdown, then click Next. A Static List creates a simple contact list in your HubSpot account where your event contacts will be saved.
Click Finish.
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.
At this point of the integration, any new registrations done through Accelevents will be exported to HubSpot. Since the goal is to import contacts from HubSpot to Accelevents, please continue with the next steps.
Map Default and Custom Question Fields (optional)
Important Note:
If you are mapping other fields aside from name and email, please make sure to create a Webhook Workflow to import contacts to Accelevents to ensure that the mapped fields will also be included in the import.
By default, the attendee's Email, First Name, and Last Name are the fields that will be imported from HubSpot to Accelevents.
If you want to add new mappings beyond the defaults, return to your admin console to Settings > Integrations > Configure HubSpot.
You'll see two lists there - one for Accelevents Fields and one for HubSpot Properties. You can set what you'd like for each field with the Add a new Mapping button.
To correctly map questions, enable the question on both the Ticket Holder order form and the Ticket Buyer order form.
Go to Registration > Order Form
Enable Collect both Ticket Buyer and Ticket Holder Information
Go to the Ticket Buyer tab and enable the include and require toggles for the questions to be included in the mapping
Go to the Ticket Holder tab and enable the include and require toggles for the questions to be included in the mapping
Notes:
If you have multiple events, you'll need to set the mapping for each event.
If you add custom fields in your order form, just refresh if they are not appearing in the mapping.
If you adding mapping to your event, please use the Webhook Workflow below.
Create a Workflow in HubSpot
After setting up the Accelevents and HubSpot integration, you must create a workflow to import contacts from HubSpot.
There are many ways to import contacts, such as importing them through a webhook, from a list, or importing from HubSpot form submissions.
Here are some workflows that you may follow depending on your setup. Click the arrows to see the step-by-step instructions.
Webhook Workflow
Webhook Workflow
This workflow is required if you have mapped other fields (e.g., job title, company name). With this workflow, the mapped fields will be imported from HubSpot to Accelevents.
Import Contact Through a Webhook
1. Go to Properties in HubSpot
Click Settings (gear icon) from HubSpot
Select Properties under Data Management
Click Create property
2. Create 2 separate properties for Event API Key and Ticket Type
Fill out the information and click Create at the end.
Property 1 - Event API Key
Object type: Contact
Group: Contact Information
Label: Event API Key
Internal Name: event_api_key
Field type: Single-line text
Property visibility: Show in forms, pop-up forms, and bots
Property 2 - Ticket Type
Object type: Contact
Group: Contact Information
Label: Ticket Type
Internal Name: ticket_type
Field type: Number
Number format: Formatted number
Property visibility: Show in forms, pop-up forms, and bots
3. Create a workflow from scratch
Go to Workflows. If you can't see Workflows from the top navigation, click the Automation dropdown, then select Workflows.
Click Create workflow
Select From Scratch
Select Contact-based, then click Next.
Name your Workflow by clicking the pencil icon on top of the page. (e.g., Webhook Workflow)
Click Set up triggers, then select Contact Properties
Search and select Event API Key
Select is known, and click Apply filter
Click AND
Select Contact properties
Search and select Ticket Type
Select is known, and click Apply filter
Click Save
Click the + button to add an action and select Send a webhook
Method: POST
Webhook URL: paste the URL you copied during the integration process
Authentication type: None
Request Body: Include all contact properties
Click Save
Click Review and Publish
Select "No, only enroll contacts who meet the trigger criteria after turning the workflow on." Then click Turn On.
4. Copy the Event API Key and Ticket Type ID number in Accelevents
Go to Settings > Integrations in your admin console
Enable Tray Integration Platform
Click Configure
Copy the API Key
Select the ticket type you want to assign to the registrant from the dropdown and copy the ID number that appears in the field below.
Click Save.
5. Paste the Event API Key and the Ticket Type ID number to the contact record in HubSpot
Open the contact record
Paste the Event API Key to its proper field
Paste the Ticket Type ID number to its proper field
Click Save
After you click Save, the contact should be imported to Accelevents as a registrant, and it will include the data in the mapped fields. There may be some delays. Just refresh to see the new order. Please note that if any changes are done to the contact after it has been imported to Accelevents, the changes will not reflect in the order.
List Membership Workflow
List Membership Workflow
This workflow will allow you to import contacts from a HubSpot list. We recommend this if you have already gathered contacts in your HubSpot account and you would like them to attend your event. With this workflow, additional mapped fields will not be imported. Only the name and email address will appear in the order.
Import Contacts from a List
Create a workflow from scratch.
Go to Workflows. If you can't see Workflows from the top navigation, click the Automation dropdown, then select Workflows.
Click Create workflow
Select From Scratch
Select Contact-based, then click Next.
Name your Workflow by clicking the pencil icon on top of the page. (e.g., Import from List)
Click Set up triggers, then select List memberships.
Select the list where you want to import contacts from
Note: If you don't have a list, you can create one through Contacts > List > Create List.
Select "is member of list," then click Apply Filter.
Click Save.
Click the + button to add an action, scroll down on the right menu, and select Accelevents - Register Attendee.
Paste the last part of your event URL to the Event URL field.
Note: If you enter an incorrect URL, 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." Then click Turn On.
That's it, you're done! Any existing or newly added contacts to the list will be added as attendees to your event. 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 done to the contact after it has been imported to Accelevents, the changes will not reflect in the order.
Form Submission Workflow
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. With this workflow, additional mapped fields will not be imported. Only the name and email address will appear in the order.
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.
There may be some delays. Just refresh to see the new order. Please note that if any changes are done to the contact after it has been imported to Accelevents, the changes will not reflect in the order.
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.
Note: 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.
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.