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HubSpot Integration
Automatically Create HubSpot Deals After Purchases Are Submitted
Automatically Create HubSpot Deals After Purchases Are Submitted
Ariane Ramirez avatar
Written by Ariane Ramirez
Updated over a week ago

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

You can map the fields below in the Deal Field Mapping section. As these are not default HubSpot properties, you'll need to create matching deal properties in HubSpot.

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.

Coupon Code

This field should show the discount code used in the transaction.

This should be mapped to a single-line text field in HubSpot.

Access Code

This field should show the access code used in the transaction.

This should be mapped to a single-line text field in HubSpot.

Payment Type

This field should show the transaction type of a payment.

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.

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