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Configure Integration to Import Event Data from HubSpot
Configure Integration to Import Event Data from HubSpot

Add attendees from your HubSpot account to Accelevents

Ariane Ramirez avatar
Written by Ariane Ramirez
Updated over a week ago

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.

Note: This integration is only available for Scale, Professional, Enterprise, and White Label accounts.

Connect the Integration

  1. Go to your Organizer Portal by clicking the Manage Organization found on the bottom left corner of any event admin console.

  2. 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:

  3. Select the organizer you want to connect by clicking the circle next to the organizer's name. Then, click Connect Now.

  4. 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.

  5. 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.

  6. Copy the HubSpot to Accelevents Public URL. You may need this later when you create a workflow. Click Finish.

  7. 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 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 order contact information to be included in the data transfer, you can map those fields in the Configure HubSpot Mapping menu.

Important Required Step:

If you are mapping other fields aside from name and email, please make sure to choose the "Send a Webhook" action when you create your workflow. You'll learn more about this in the Webhook Workflow.

This step is REQUIRED to ensure that the other mapped fields will also be included in the import.


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 to 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. 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 that you can start with, and you can customize them depending on your needs. Click the arrows to see the step-by-step instructions.

If you have mapped fields, please follow the steps on the Webhook Workflow, as this is the only workflow that will allow you to transfer that data.

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

  1. 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

  2. Select Contact-based, then click Next.

  3. Name your Workflow by clicking the pencil icon on top of the page. (e.g., Import from List)

  4. Click Set up triggers, then select When filter criteria is met.

  5. Select List Membership

  6. 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.

  7. Select "is member of list," then click Save.

  8. Click the + button to add an action. Search and select Accelevents - Register Attendee from the menu.

  9. 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.

  10. Select the ticket type you want to assign to the contacts in the list and click Save.

  11. Click Review and Publish

  12. 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. The order will have the attendee's name, email address, 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. 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.

Follow the same steps as the List Membership workflow above, EXCEPT for steps 5 to 7. When you get to that part, follow the steps below:

Step 5: Select Form Submissions

Step 6: Select the form

Step 7: Select Contact has filled out form. Then click Save.

When you're done following all the steps, your workflow would look like below:

That's it! When someone submits the form, they will be added as attendees to the event. The order will have the attendee's name, email address, 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.

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

In the previous two workflows we discussed, we used the same action, "Accelevents - Register Attendee," which was limited to importing only the name and email address. In this workflow, we're changing the action to "Send a Webhook" to allow you to import other mapped fields such as phone number, company, job title, etc.

Aside from creating the workflow, you'll need to create a couple of contact fields to make this work. These fields will be used to determine which event and ticket to assign to attendees.

Also, in this workflow, you'll need the HubSpot to Accelevents Public URL that you copied earlier when you were connecting the integration (step 6).

Part 1: Create Contact Fields

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

Part 2: Create the Workflow

1. Add the Trigger

  • 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 When filter criteria is met

  • Select Contact Properties

  • Search and select Event API Key

  • Select is known, Then click + Add filter.

  • Select Contact properties

  • Search and select Ticket Type

  • Select is known, and click Save

2. Add the Action

  • Click the + button to add an action and select Send a webhook

  • Complete the Webhook requirements, then click Save

    • Method: POST

    • Webhook URL: paste the URL you copied during the integration process

    • Authentication type: None

    • Request Body: Include all contact properties

  • Click Review and Publish

  • Select "No, only enroll contacts who meet the trigger criteria after turning the workflow on." Then click Turn On.

Part 3: Test the Workflow

The webhook workflow you created essentially has this storyline: If a contact has the correct Event API Key and Ticket Type ID in their record, then that contact will be added as an attendee in Accelevents and include all the other mapped fields in the data transfer.

So to properly test this, you'll need to get the event API key and ticket type ID and add it to the contact record.

1. 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.

2. 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 an attendee, 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 made to the contact record 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.

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