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

Add attendees from your HubSpot account to Accelevents

Ariane Ramirez avatar
Written by Ariane Ramirez
Updated over 2 months 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 contact information in the data transfer, you can map those fields in the Configure HubSpot Mapping menu.


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. Click the arrows to see the step-by-step instructions.

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.

Import Contacts from a List

  1. Create a workflow from scratch.

    • Go to Automations > Workflows.

    • Click Create workflow

    • Select From Scratch

  2. Select Contact-based, then click Next.

  3. Name your workflow by clicking the pencil icon at the 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

    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.

  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, 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.

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 will look like the following:

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, 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.


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.


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.

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