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.
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.
Go to Registration > Order Form
Enable Collect both Ticket Buyer and Ticket Holder Information
Go to the Ticket Holder tab
Activate the field by turning on the toggle.
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.
Notes:
If you're mapping hidden fields, the fields must also be set to Active.
The mapping will also work if you're collecting the Ticket Buyer information only.
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.
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
Collect Both Ticket Buyer and Holder Information Setting
When the ticket holder order form field answers are updated in the order, it will also update in HubSpot, given that you did not select the "do not update" update policy. Clicking the "Update" button in the Ticket Holder Information pop-up will trigger the update in HubSpot.
Collect Ticket Buyer Information Only Setting
If you're collecting the ticket buyer information only, clicking the update button in the Ticket Buyer Information will not update the information in HubSpot.
The information must be present in both the ticket buyer and holder fields, and the update button must be clicked in the holder information for it to 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 on the "Collect ticket buyer information only" toggle again.