Accelevents and HubSpot Field Mapping

Map order form fields to include in the data transfer

Shella avatar
Written by Shella
Updated this week

Accelevents and HubSpot Field Mapping

Aside from exporting or importing the attendee's name and email address in the Accelevents-HubSpot integration, you can also include other order form fields in the data transfer by adding the fields to the mapping configuration and choosing the field updating behavior.

Important Notes:

  • If you have multiple events, you'll need to set the mapping for each event.

  • We can only map to text, number, phone number, and dropdown HubSpot fields. It will not work if the HubSpot field is a date picker, radio button, checkbox, etc.

  • Mapping should carry over to duplicated events and events created through event templates.

  • 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.

Step 1: Map the Accelevents and HubSpot Fields

Once the Accelevents-HubSpot integration is enabled, click the Configure button from Settings > Integrations in your admin console to get to the Configure HubSpot Mapping menu.

By default, only the attendees' names and emails are the fields included in the data transfer. To include more information in the data transfer, specify which Accelevents fields should be synced with fields in HubSpot through contact field mapping.

  • Click Add a New Mapping

  • Select the Accelevents field on the left column

  • Select the HubSpot field on the right column

The Accelevents Fields dropdown will show all the order form fields, even custom fields. The HubSpot Properties dropdown will show all the fields available for the contact object.

If you can't find a matching HubSpot field for the Accelevents field (e.g., disclaimer or social media links), select any most applicable field or create a new property / field in HubSpot.

We can map to these HubSpot fields:

  • Text

  • Number

  • Phone Number

  • Dropdown - the values should be identical

Step 2: Select the Update Policy

The third column in the mapping menu allows you to customize the behavior when updating the fields. These are the choices:

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.

For name and email address, these are the default settings, but you can change it:

After selecting the Update Policy for each field, click Save.

Important Note: If you choose Do Not Update for the email, we suggest turning on the toggle to Create a new contact when the ticket holder's email address is updated in the order.

If it's not turned on, the existing contact will not be updated, and no new contact will be created.
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Step 3: Include the Order Form Fields for the Ticket Holder

The next step to ensure that the data transfer will work is to enable the order form fields for the ticket holder.

  • Go to Registration > Order Form

  • Enable Collect both Ticket Buyer and Ticket Holder Information

  • Go to the Ticket Holder tab

  • Enable the toggles for Include and Require for the fields included in the mapping.

Once you have everything in place, you can test whether the mappings work by registering for the event. If you have a HubSpot to Accelevents integration, the data transfer should also work as long as you have the correct HubSpot automation workflow published.

Note: Mapping should carry over to duplicated events and events created through event templates

Auto-Generated Data Mapping

Aside from mapping the order form fields, you can also map auto-generated data from the attendee's order, such as the order number or ticket number.

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