With the HubSpot integration, HubSpot deals can automatically be created when there's a new order in Accelevents. The deal can include line items, and you can map other fields like the order number, ticket numbers, and even the tracking link used for the purchase. In this article, we'll discuss how to enable the HubSpot deals, learn what fields will auto-populate, and what other optional features you can include in the deal.
Enable HubSpot Deals
After setting up your HubSpot integration, you can start setting up the Deal Properties in Settings > Integrations.
Go to Settings > Integrations in your admin console
Click Configure under HubSpot
Enable HubSpot Deal Object
Select the Pipeline and Stage from the dropdowns
Click Save
Now, deals will be created in HubSpot whenever there is a new order. These are the deal properties that will be updated:
Deal Property |
|
Deal Name | This will include the event name, buyer name, and the ticket name or "multiple" if multiple items are in the order. |
Amount | This will show the total amount for the transaction |
Close Date | This is the date of the transaction. |
Stage | The deal will fall under the stage you indicated in the setup. |
Pipeline | The deal will fall under the pipeline you indicated in the setup. |
Line Items | This will show the ticket name, quantity, and price. |
The next items below are optional settings,
allowing you to add more information to the deal.
Contact Creation
The same Configure menu has a Contact Creation section, allowing you to override the default contact creation rules. You may need these toggles turned on depending on your goals.
Toggle |
|
Create a new contact for the ticket buyer | Turn this on to create a contact record for the buyer, given that there is no matching contact record, AND to associate the buyer's contact record with the deal.
Note: the default rule is that a contact record will only be created for ticket holders, so turning this on will create a contact even if the ticket buyer is not a ticket holder |
Create a new contact when the ticket holder's email address is updated in the order | Turn this on to create a new contact instead of updating the existing contact when the ticket holder's email address is changed in the order.
This toggle has nothing to do with the deal creation, but we highly recommend turning this on in case someone buys multiple tickets under one attendee email address. This way, when the emails are updated, the attendees are added to HubSpot as contacts. |
Example of a deal with the toggled turned on for Create a new contact for the ticket buyer. The buyer's contact record is automatically associated with the deal.
Map Deal Properties
In the Deal Field Mapping section, you can map these fields below. You'll need to create matching deal properties in HubSpot, as these are not default HubSpot properties.
Accelevents Fields |
|
Order Id | This is the order number in Accelevents.
This should be mapped to a number field in HubSpot. |
Ticket Id | This field will show all the ticket numbers in the order, separated by a comma.
This should be mapped to a single-line text field in HubSpot. |
Refund Amount | This field will show the total refund amount in the order. This should be mapped to a number field type in HubSpot.
This should be mapped to a number field in HubSpot.
Note: To have the refund amount show, it is also required to map the Order Id field. |
Tracking Link | This field will show the tracking link name if a tracking link was used for the transaction.
This should be mapped to a single-line text field in HubSpot. |
Note: A deal will also be created if the transaction is only an add-on purchase
Map Deal Line Items: HubSpot Products
If you have HubSpot Products, you can show those products as line items in the deal. Instead of showing the ticket type or add-on name in the deal's line items, it will show the HubSpot product name.
Bonus Feature: Assign HubSpot Team Members as Deal Owners
To automatically assign a deal to the person who closed it, you must assign a tracking link to each person selling and add them as HubSpot team members.
Here's how it works: When someone places an order using a tracking link, it automatically makes a deal, and the person who gets the deal assigned to them is the same HubSpot team member who owns the tracking link.
For the team member and the link to match, the link must have the first name and last name of the team member. Please note this will only work if the team member has only 1 first name and 1 last name. If there are any extra names, it will not work. See example below:
HubSpot Team Member Name | Tracking Link Name | Will the team member be assigned as deal owner? |
Ann Smith | annsmith | Yes |
Ann Smith | smithann | No |
Ann Marie Smith | annmariesmith | No |
Ann Marie Smith | annsmith | No |
Ann Marie Smith | mariesmith | No |
Ann Smith Sr | annsmith | No |
Ann Smith Sr | annsmithsr | No |
If you also enabled the toggle to Create a new contact for the ticket buyer, the owner of the contact associated with the deal will be the same team member.
