Override the Default Contact Creation Rules
Aside from customizing your update policy for each mapped field, we have other options to override the default contact creation rules depending on you needs.
Before You Begin
Before you begin make sure you've already done the following:
✅ The Accelevents and HubSpot integration is connected and working
✅ Understand how to "Update Policy" works for field mapping.
✅ Understand the default contact creation rules.
Override Settings in the HubSpot Configure Menu
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
Create a new contact for the ticket buyer
Why turn this on?
If you're using the deal mapping feature and you want the buyer to be associated to the deal, turning this on will automatically create the buyer contact record and associate the record to the deal.
If you're using the feature to auto-populate blank registration approval fields with existing HubSpot data when exporting registration requests to HubSpot and want to see the auto-populated information before approving the registration, turning this on updates the buyer contact record and will show the information in the buyer fields in the request list.
If you want a buyer record to be created without using the 2 features above, turning this on will create a buyer contact record.
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 one of the features above is also configured, when 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 the deal feature is used.
If this is turned on and none of the 2 features above is configured, the default rules will apply. No contact record will be created or updated for John when John buys a ticket for Whitney.
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 ticket buyer order form fields.
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.
Note: We highly recommend turning on the feature to require registrants to have a unique email address to avoid any issues during event check in and when they claim their bagde.
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.
