Key points before you start
Our connector communicates only with the following standard HubSpot CRM and Marketing objects:
Contacts
Transactions
Segments
Marketing events
Furthermore, it will never delete objects from your instance. Indeed, our connector's function is to push the registration data of your events, and for that purpose it will only create or update the aforementioned entities.
Main information
Participant categories to sync to HubSpot
It is not required to sync all participants of an event to HubSpot. Simply indicate the relevant participant categories via the dropdown list.
Processes
The syncing of participants to HubSpot goes through our Automation tool; 4 processes are configured automatically for you and you can access them in read-only mode.
However, you can disable them individually. For example, if you do not want to sync participants' attendance information, you can disable the process triggered when a participant arrives.
Contact
You do not need to configure this section. It only indicates that a participant's information will feed into a Contact in HubSpot.
The important thing to remember concerns reconciliation, which consists of checking whether a participant already exists in your HubSpot instance as a Contact: reconciliation is performed based on the email address. This means that if the email entered by the participant matches the email of a Contact in the CRM, that Contact will be updated; otherwise, a new Contact will be created.
For the Contact fields that will be populated, please refer to the section Mapping tables between Eventmaker and HubSpot fields below.
Transaction
In addition to the Contact, you can create a transaction in HubSpot for each registered participant. To do this, please select the pipeline and the stage for the new transaction.
⚠️ There is no reconciliation for transactions; that is, regardless of the data in the CRM, we create a new transaction when the participant is first synced to HubSpot. The only exception is if you previously imported the participant into Eventmaker with a HubSpot transaction ID.
You also have the option to associate the Transaction with the HubSpot Contact (recommended).
Finally, it is possible to change the transaction stage when the participant's badge is scanned upon arrival at the event.
⚠️ By default, the transaction name has the following format: Deal for NOM_DU_PARTICIPANT. But you can customize it using a calculated field that you will map in the Transaction fields mapping table (see below).
Segment
Through the connector, you can also add each registered participant to the static segment of your choice in HubSpot.
This will allow you to send targeted marketing campaigns later, for example.
Marketing event
If you want a Contact's event activity (registration and attendance) to appear on their HubSpot record, you can use a marketing event.
If the Contact registered for an event, you will see this on their record:
If the Contact attended an event, you will see this on their record:
And in the marketing event, you will have access to the overall statistics.
Mapping tables between Eventmaker and HubSpot fields
To populate HubSpot with the data you care about, we must determine which participant information needs to be pushed to the CRM and where.
For example, you will typically want the participant's first name represented by the field first_name in Eventmaker to populate the firstname field of the Contact in HubSpot. Or force the value high for the transaction's priority field for all participants.
This is why you must set up two mapping tables (or only one if you do not use Transactions).
For each field to be mapped, you must provide 4 pieces of information:
the HubSpot field you want to populate
the type of the source of information: either the value of a participant field, or a custom static value
the custom value or the name of the participant field
when the HubSpot field will be populated: either only on creation of the entity in HubSpot, only on its update, or always whether it is a creation or an update; by default the field will always be populated in HubSpot.
When the connector analyzes a participant's data, each mapping table will allow it to construct the request bodies to the API according to what has been defined.
It is entirely possible for the connector to populate HubSpot custom fields in addition to standard fields.
Furthermore, it supports Text fields, list fields, checkbox fields, and Date/Time fields.
⚠️ Thanks to the 4th parameter, you can define the mapping so that an existing entity is never updated: simply choose the "Populate on creation" option for each field. This can be useful if, for example, you do not want Contacts to be updated, and would prefer to preserve the existing CRM data rather than the registration data.