HubSpot Integration Guide (atEvent Hub)

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HubSpot Integration Guide (atEvent Hub)

atEvent offers the deepest, most flexible HubSpot integration—so your team can capture the insights you need at every event, conference, and tradeshow and transfer them into HubSpot automatically for near real-time follow-up and nurture. With our HubSpot integration, you can instantly convert the details of people you collect at events into HubSpot prospects. You can share any text-based or selection data from your event forms. 

What the integration can do:

  • Pass the data in real-time, at the end of the day, at the end of the event or on demand (e.g., manually)
  • atEvent prioritizes updating an existing contact in HubSpot based off of email, and if no contact is found based off of email, then a new contact is created

What the integration cannot do:

  • Create or update any other objects (e.g., companies, deals, etc.)

By using your Hubspot admin user credentials you can seamlessly integrate the atEvent platform to your unique Hubspot instance. This will allow you to automate the lead creation/update process from leads captured through the atEvent app at events. 

Basic Integration (Contact Property Mapping)

Take atEvent fields and map them to your Hubspot Contact fields which updates the Contact Object. You can create Campaigns which can trigger activities while still at an event. Here are a few examples:

  • Send personalized follow up emails (thank you, collateral, white paper, etc.)
  • Send sales alerts
  • Add to lists
  • Update attendee information

For more info on pre and post-event marketing demand gen best practices, please review our article:

How to Maximize Demand Gen from Events using atEvent + HubSpot.

How to Setup your HubSpot Integration

Note: Before connecting to your HubSpot MA/CRM from atEvent Hub you will need to setup the required fields in HubSpot that will be used for mapping between atEvent and HubSpot. Later in this article we will show you how to complete these field mappings.

This help article is divided into the following sections:

  • Create API User (HubSpot)*                            * permissions required in HubSpot              
  • Create Custom Properties (HubSpot)*             * permissions required in HubSpot
  • Connect to HubSpot (atEvent Hub)                    permissions required in atEvent Hub
  • Field Mapping (atEvent Hub)                              permissions required in atEvent Hub

A. Create API User (HubSpot)

1. Login to your HubSpot live account
   a. Enter Email Address
   b. Enter Password
   c. Press “Login”

2. Click on the Settings icon at the upper right

3. In Settings select “Users & Teams”

4. Select “Create User” button to add users

5. Enter Information
   a. Email Address
   b. First Name
   c. Last Name
   d. Click “Next” button

6. Allow contacts access to View and Edit by setting to “Everything”, then click “Next” button

7. Select "Send"

B. Create Custom Properties (HubSpot)

1. Select “Contacts” from top of screen menu

2. Select “Contacts Settings” from the dropdown menu

3. Select “Contact Properties” from the left menu

4. Select “Create New Property” button

From here you can create a new property.

Note  : When creating properties in HubSpot make sure that when creating qualifers (Topics/Follow Ups) in atEvent that you create the exact options for each that match the HubSpot option

C. Login to HubSpot (atEvent Hub)

1. While on Step 3 (Connect to MA/CRM) of the atEvent Hub process click on the HubSpot icon

2. Login to your HubSpot live account
   a. Enter Email Address
   b. Enter Password
   c. Press “Login”

2. Login-Mac.fw-1

3. HubSpot Connection
   a. If you successfully connect to HubSpot you will receive this message

b. Do you need to sync leads via a form?
    No: Select the "No" option button
    Yes: Select the "Yes" option button. A window will open where you can open a dropdown box of available forms.

c. "Yes" continued: 
Click inside the field labeled "form". A dropdown menu will appear.

d. Select the form. In this example we have selected "Subscribe to Default HubSpot"
e. If form is successfully attached you will receive the following popup: "form attached"

Note:  If you want to pass Campaign ID to your MA/CRM you can enter it in this section. You will need to make sure that the Campaign ID data type that you are passing from atEvent matches what you have setup in your MA/CRM.   Later in this section you will map the Campaign ID to your MA/CRM.

f. Do your leads need to be associated with a Campaign?
     No: Select the "No" option button
     Yes: Select the "Yes" option button. A window will open where you can Enter Campaign ID. In this example we will enter "70109000000gcmhAAA".

g. Click the “Save & Continue” button

D: Field Mapping (atEvent Hub)

4. Map Fields
   a. Click on any of the fields labeled “Not Mapped” and a dropdown menu will appear. 
   b. Select the HubSpot field that matches the atEvent field. 

In this example we are mapping a. atEvent (First Name) → b. HubSpot (First Name).

5. Field Mapped Successfully
   a. atEvent Field is mapped successfully with Hubspot field displayed in the dropdown box 
   b. The Mapping icon next to the field will now be illuminated in green
   c. The Mapping counter will increment displaying the total number of fields mapped versus the total                   number of fields.

In this example First Name has been successfully mapped for a total of 12 of 15 fields that have been successfully mapped (12/15).

6. Save Field Mapping
   a. When you have finished with all of your field mappings scroll to the bottom of this screen and press the
       “Save & Continue” button

6. Save Field Mappings-Mac.fw 6. Save Field Mapping continued:
      b. You will receive the following popup message
      c. At this point you must decide if all of your desired mappings have been completed. If you are satisfied
         with the current mapping setup then click “Continue”. You will be redirected to the next section: Invite
         Event Team.

6b. Marketo Successful-Mac.fw

Next Section: Invite Event Team