Default Contact Creation and Updating Rules
What's great about HubSpot is that it does not allow you to create duplicate contacts based on email addresses. Before we dive into overriding the default rules, read the rules below to know what happens when Accelevents attendees are exported to HubSpot.
If you still need to integrate, follow the steps in this article to set up the Integration to Export Event Data from Accelevents Into HubSpot.
Rules For New Registrations in Accelevents
1. New Contact Creation Rules
A new contact is created if no contact has the same email address as the ticket holder.
All mapped fields will be included in the new contact record.
A contact record will not be created for the ticket buyer if the ticket buyer differs from the ticket holder.
2. Updating Existing Contact Rules
An existing contact is updated if the contact has the same email address as the ticket holder.
The existing contact's name is updated if the HubSpot name field is null.
The mapped data will be updated based on your selected Update Policy.
If the ticket buyer is already a contact in HubSpot, the contact will not be updated with the ticket buyer's information.
3. Registering attendees without email addresses
A contact record will not be created if the attendee email address field is left blank during registration
Rules For Updating Registrations in Accelevents
Note: If only BUYER data is collected, the information that would carry over to HubSpot is the data from the BUYER information. This will only update in HubSpot after the update button is clicked in the HOLDER information.
If the name is changed in the order, the name in HubSpot will not be updated.
If the email is changed in the order, it will replace the email in HubSpot with the new information. It will not create a new contact record for that new email.
The mapped data will be updated based on your selected Update Policy.
The Update Policy will apply if the update button is clicked for the ticket holder information, even if no changes are made.
Rules For Updating the HubSpot Contact After Importing to Accelevents
The order in Accelevents will not be updated if changes are made in the HubSpot contact.
Mapping Update Policy
The Update Policy column in the Configure HubSpot Mapping menu allows you to customize the behavior when updating the fields. The Update Policy for name and email is pre-selected, but you can change it depending on your requirements.
You can choose from these options for additional mapping:
Update Policy | Behavior |
Always update | When the field is updated in Accelevents, the field will also update in HubSpot |
Do not update | When the field is updated in Accelevents, it will not update in HubSpot |
Do not update if the source is empty | When the field is updated in Accelevents as a blank field, it will not update it as blank in HubSpot. The existing data in HubSpot will not be replaced as blank. |
Update if target is empty | When the field is updated in Accelevents and the HubSpot field has data, it will not update the HubSpot field. |
Overriding the Default Contact Creation Rules
Below are some settings you can enable to change some contact creation rules. You can do this through the Configure HubSpot Mapping menu.
Go to Settings > Integrations in your event's admin console
Click Configure under HubSpot
Go to the Contact Creation section
The first two toggles in this section are turned off by default, and the third toggle is enabled by default.
Create a new contact for the ticket buyer
Why turn this on?
If you want the buyer to be associated with a deal, turning this on will automatically associate them.
If you're expecting that most of your buyers will not be attendees but want a Hubspot contact record for them so that you can send marketing emails to them, you may want to turn this on.
What happens when it's turned on?
The default rule is that we only create / update records based on the ticket holder's information, and no contact is created or updated for the ticket buyer.
If this is turned off and John buys a ticket for Whitney, no contact record will be created or updated for John, the buyer. Only Whitney's contact record will be created or updated.
If this is turned on and John buys a ticket for Whitney, a new contact record will be created for John if he's not in HubSpot yet or update his existing contact record. It will also associate John's contact record with the deal.
If this is turned on and John buys a ticket for himself, a new contact record will be created or updated and associated with the deal. It will not create two contacts for the holder and buyer because HubSpot does not allow two contacts to have the same email address. It will also associate John's contact record with the deal.
Other things to note when this is turned on:
If you have mapped order form fields, the buyer's contact record will be updated with the information that they have entered in the order form.
If you have mapped auto-generated fields, the buyer's contact record will be updated with holder 1's auto-generated information (e.g., John and Whitney will have the same value in the magic ink field if this is mapped)
If the buyer's information is updated in Accelevents after registration, the update will not be reflected in HubSpot. Only updates for the ticket holder will be reflected in HubSpot.
If you set your mapping to "always update," and the buyer buys a ticket for himself, the order form data that will be saved in HubSpot is the buyer data as the sequence on updating record is the holder data is updated first, then the buyer data is updated last. So that means if the buyer is not asked to enter his job title and organization during registration, but that information is entered in the holder details, the job title and organization will be blank in HubSpot. You may want to change the mapping settings to "update if the target is empty" if you're turning on this toggle, and you may have some order form questions not asked of buyers.
Create a new contact when the ticket holder's email address is updated in the order
Why turn this on?
If you're expecting buyers who will buy multiple tickets for other people, and they may not know the email addresses of these attendees during registration, so they would enter their own information during registration, you may want to turn this on. This way, when they supply the attendee email addresses later and it's updated in the order, it will not wipe away the buyer's email address from your HubSpot account. Instead, it will create new contact records for those new attendee email addresses.
What happens when it's turned on?
The default rule is that when changes are made in the order in Accelevents, the contact record in HubSpot, including its email address, will be updated.
If this is turned off, and John buys 2 tickets and places them all under his email address, only 1 contact record will be created for John. If, after registering, John changes the email address of ticket 2 to Whitney's email address so they each have a ticket, John's contact record in HubSpot will be replaced with Whitney's email.
If this is turned on, and John changes the email address of ticket 2 to Whitney's email address so they each have a ticket, John's contact record in HubSpot will not be replaced with Whitney's email. Instead, a new contact record will be created for Whitney.
Sync External Transactions
Why turn this on?
Turn this on if you're uploading attendees through CSV and want the attendee information to sync in HubSpot.
Turn this on if you're importing attendees through a different integration (e.g., Zapier) and want the attendee information to sync in HubSpot.
Why turn this off?
Most event admins turn this on if they do not have a complex setup. This would really depend on your integration goal. You may want to turn this off if you don't want deals to be created for external transactions.
What happens when it's turned on?
When this is enabled, uploaded attendees through CSV will be included in the attendees that will be exported to HubSpot. This also applies to attendees added through other integrations like Zapier.
Create Contacts for Attendees Without Email Addresses
If you allow the attendee's email address to be left blank during registration, contact records will not be created for these attendees. To ensure contact records without email addresses are created, follow the steps below:
Select Static List in your integration settings.
In the configure menu, map the Ticket ID.
In the configure menu, enable the toggle to Create a new contact when the ticket holder's email address is updated in the order
When these settings are enabled, the attendee contact records without email addresses will be created when they register. When the attendee's email address is added to the Accelevents order, it will also update in HubSpot.
