Accelevents and HubSpot Field Mapping
Mapping fields allow you to customize which data will be transferred through the Accelevents and HubSpot integration. Aside from exporting or importing the attendee's name and email address, you can also include other ticket holder order form fields and other order details to the mapping configuration.
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.
Important Notes:
If you have multiple events, you'll need to set the mapping for each event.
Mapping should carry over to duplicated events, event templates and events created through event templates.
If the integration is disabled and uninstalled, the mapping will go back to default (only name and email) when the integration is reconnected.
We can only map to text, number, phone number, dropdown and checkbox HubSpot fields. It will not work if the HubSpot field is a date picker, radio button, etc.
You can map Accelevents conditional questions, the main question and the subquestions must be mapped to separate text fields.
The dropdown and checkbox values should always match in both platforms for it to work, specifically the Internal Name value in HubSpot should match the values in Accelevents.
If a dropdown, multiple choice or single checkbox field is mapped and the attendee's answer does not match any of the values in HubSpot, the contact will still be created in HubSpot, but none of the other mapped fields will populate in 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 sync with HubSpot fields 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 HubSpot internal name values should be identical to Accelevents options
Checkbox - the HubSpot internal name values should be identical to Accelevents options
Note: If a dropdown, multiple choice or single checkbox field is mapped and the attendee's answer does not match any of the values in HubSpot, the contact will still be created in HubSpot, but none of the other mapped fields will populate in HubSpot.
Step 2: Select the Update Policy
The third column in the mapping menu allows you to customize the behavior when updating the fields in Accelevents. These are the choices:
Notes:
The update policy applies to data coming from Accelevents. This does not apply to data coming from HubSpot to Accelevents.
For an Accelevents multiple choice field mapped to HubSpot checkbox, we recommend using the "Always Append" policy as the other policies do not work when updates are made in the existing order. We are improving this feature, stay tuned for updates.
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. |
Always Append | When there is data in the HubSpot text or checkbox field, and new data is coming from Accelevents, it will not replace the old data, instead, the new and old data will be comma separated for the text field. For checkbox, it will check the new item and keep the old items checked. |
For name and email address, these are the default settings below, 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.
Step 3: Activate the Order Form Fields for the Ticket Holder
The next step to ensure that the data transfer will work is to activate the order form fields for the ticket holder. Note that it has to be ticket holder fields. The information in the ticket buyer fields will not be included in the data transfer.
Go to Registration > Order Form
Go to the Ticket Holder tab
Activate the field by turning on the toggle.
What if I'm not using the ticket holder fields?
If you're not collecting ticket holder information (toggle to Collect both ticket buyer and ticket holder information is turned off and only 1 ticket is allowed per order), the buyer automatically becomes the ticket holder, therefore the buyer information automatically appears in the ticket holder fields in the order. The information carried over to HubSpot are coming from the holder fields. In this scenario, we recommend activating the fields in the ticket holder tab before turning off the toggle to Collect both ticket buyer and ticket holder information.
Notes:
If you're mapping hidden fields, the fields must also be set to Active.
If you're not seeing the Ticket Holder fields in the orders tab, click enable ticket holder and turn on the toggle to Collect both ticket buyer and ticket holder information
Once you have everything in place, test the mapping 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.
Auto-Generated Data Mapping
Aside from mapping the ticket holder order form fields, you can also map auto-generated data from the order, such as the order number, ticket number, ticket name, QR code, tracking link used, UTM data, magic link and more. If registrations are originating from HubSpot, some of these information can also appear in HubSpot after the order is created in Accelevents.
Deal Mapping
If you've enabled the feature to create HubSpot Deals when orders are created, you will also have the option to map some order information to the deal.
Updating Fields in Accelevents
Since the mapping applies to ticket holder information, changes in the ticket holder information in the order updates the record in HubSpot. Clicking the "Update" button in the Ticket Holder Information pop-up will trigger the update in HubSpot.
If you click the update button in the ticket buyer information pop-up, it will not update in HubSpot.
If you're not seeing the fields in the holder information, you may need to activate those fields in the ticket holder settings, just like in Step 3, then when you're done, turn off the "Collect both ticket buyer and ticket holder information" toggle again.
Default Contact Creation and Updating Rules
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.
The new contact record will be added to lists or a marketing event, depending on your integration settings.
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.
The updated contact record will be added to lists or a marketing event, depending on your integration settings.
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 the TICKET BUYER data is collected, the buyer automatically becomes the ticket holder, therefore the buyer information automatically appears in the ticket holder fields in the order. In this case, the information carried over to HubSpot are coming from the holder fields. If updates are made in the Accelevents order, it will only update in HubSpot if the "Update" button is clicked from the TICKET HOLDER information pop-up.
When the update button is clicked in the ticket holder information in the Order (by admin) or in My Registrations (by attendee), the HubSpot fields will be updated based on the selected Update Policy for those fields, even if no changes are made (as long as the button is clicked).
Note that it will only update in HubSpot if the changes were made directly in the Order or in My Registrations. If the attendee updates their profile information (hub, app, or My Profile), it will update the order, but it will not update in HubSpot as the updates were not directly done in the Order or My Registrations.
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.