Setting up a HubSpot Integration

How to set up an integration with HubSpot

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. We offer two types of integration: Advanced and Basic.

Advanced Integration (Form Based)

Provides flexibility to have the atEvent fields map to a HubSpot form. 

Basic Integration (Contact Property Mapping)

Take atEvent fields and map them to your Hubspot Contact fields which updates the Contact Object. 

Whether you choose Advanced or Basic Integration, 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 How to Maximize Demand Gen from Events using atEvent + HubSpot.

How to Setup your HubSpot Integration

This help article is divided into 3 sections:

  • Create API User (HubSpot)*                 
  • Create Custom Properties (HubSpot)*             * permissions required in HubSpot
  • Set up atEvent/Hubspot Integration (atEvent)

A. Create API User (HubSpot)

1. Login to your HubSpot live account

a. Enter Email Address

b. Enter Password

c. Press “Login”

1. Login-Mac.fw-1

2. Click on the Settings icon 2._Settings_Icon at the upper right

2. Click Settings-Mac.fw

 

3. In Settings select “Users & Teams”

3.User & Team-Mac.fw

4. Select “Create User” button to add users

4. Create User-Mac.fw

5. Enter Information

a. Email Address

b. First Name

c. Last Name

d. Click “Next” button

5. Enter User Info-Mac.fw

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

6. Allow Contact Access Edit-Mac.fw

7. Select Send

7. Send-Mac.fw

B. Create Custom Properties (HubSpot)

1. Select “Contacts” from top of screen menu

1. Contacts-Mac.fw

2. Select “Contacts Settings” from the dropdown menu

2. Contacts Settimgs-Mac.fw

3. Select “Contact Properties” from the left menu

3. Contacts Properties-Mac.fw

4. Select “Create New Property” button

4. Create New Property-Mac.fw

From here you can create a new property.

C. Set up atEvent (HubSpot Integration)

  1. Once logged into atEvent Central, mouse-over the circular icon at the right and select “Company Settings” from the dropdown menu.

1. Company Settings-Mac.fw-1

2. Click "MA/CRM Configuration" tab

2. MA-CRM Config-Mac.fw

3. Create a New Profile

a. In the empty box enter a name for your new profile
b. Click the 3. Create New Profile Icon icon to save it.
3. Create New Profile-Mac.fw-2

4. Profile MA/CRM
   a. Click inside the MA/CRM box and a dropdown menu will appear

4a. Select App-Hubspot-Mac.fw

 

b. Select “HubSpot” from the dropdown menu

4b. Select App-Hubspot-Mac.fw

5. Once selected, OAUTH should prompt you to login/allow access to HubSpot. Confirm authorization by completing login.

5. O-Auth Login-Mac.fw

6. Setting Sync Schedule

a. Go to “Data Push Schedule” and click inside the box for the schedule options

6a. Setup Sync Schedule-Mac.fw

b. Select one of four options for Push Schedule

  • Immediate
  • Manual
  • End of Event
  • End of Day

6b. Push Schedule Options-Mac.fw

7. Click “Test Connection”

7. Test Connection-Mac.fw

8. Once successful connection has been established, click “Save and Fetch CRM Fields”

8. Fetch CRM Fields-Mac.fw

If the “Save and Fetch” request is successful you will receive the following popup messages:

6d. Fetch Success Message

You will also be able to see the Field Mapping screen.

 

9. Map atEvent fields to the appropriate HubSpot name.

a. Click in any field that is labeled "Not Mapped"

b. A blue search box (blue) and dropdown list (purple) of HubSpot options will appear. You can search for a HubSpot option by typing it in the blue search box. Any searched option that matches will immediately appear in the dropdown list and can be selected. You can also use the scrolling feature of the dropdown menu to search for HubSpot options if you are not familiar with the exact names.

c. Click on the HubSpot option and it will automatically save. In this example we are mapping the atEvent field "First Name" to the HubSpot field "firstname"

d. After finishing with field mappings scroll to the bottom of the screen and click the “Save” button

9. Field Mapping-Mac.fw

Here is a short video of the same example:

atEvent Central (2)-2

FAQs

How fast will my contacts appear in HubSpot?

Usually a few seconds after they have been synced from the atEvent dashboard. 

How does this feature work when my devices are offline?

Contacts are queued to be added to atEvent as soon as your device goes online and the data synchronizes to the atEvent dashboard.  

Can I use the same HubSpot sync profile over multiple events?

Yes, once your HubSpot sync profile has been activated in the Company Settings it can be enabled in any of your current active events.

How do I disable or remove an integration from an event?

From the Event screen, under Data Sync Profile, unselect the currently displayed sync profile and set it to “None”. You can also disable or delete the profile for those cases where you want to remove it from several events.

 

For any additional questions regarding this feature, please contact your Customer Success Manager or contact Support (support@at-event.com) for any assistance.