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.
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.
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
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 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, 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
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.
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
The mapping will also work if you're collecting the Ticket Buyer information only. Use this only if you are allowing 1 ticket per order.
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
This setting is not recommended if registrants are allowed to buy multiple tickets in an order.
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.
You need to ensure that the data that you want to update is also present in the ticket holder fields, then click the Update button in the Ticket Holder Information.
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.