Recording Check-in Event Attendance in HubSpot Contacts

Relevant to: Event Lead Management

Use the Hubspot integration with the Event Lead Management system to update contacts with event attendance information. It works by setting the Integrate Event name as a HubSpot contact property at the moment an attendee is checked-in via the mobile app.

When you might use this functionality

This functionality is ideal if you plan to run a check-in event and would like the list of attendees to be recorded in HubSpot. To do this, you can utilize the contact property and active contact list features in Hubspot.

Once the integration is set up, whenever an attendee is checked-in from a list in the mobile app, the new HubSpot contact property (eg. Integrate Attended Events) will be updated with the unique identifying Event Name value.

Similarly, if you are allowing the registration of new walk-in attendees (ie. those not on an original guest list), they will be created in Hubspot as a brand new contact with the contact property (eg. Integrate Attended Events) also set.

You can use a HubSpot active contact list with the following property search to view all the event attendees (and conversely generate a 'negative list', of people who were on the original list, but who did not check-in):

Integrate Attended Events has ever been equal to yourEventName

• In Hubspot - Create a new contact property.
• In Integrate Events (at Event level) - Add a hidden field to your Event form (and column to your attendee spreadsheet, if applicable).
• In Integrate Events (at Event level) - Add the integration to the specific Event and map form fields to those in Hubspot.
• In Hubspot - Create a new active contact list.

Setting up your Hubspot Check-in Integration

Create a new contact property in Hubspot

1. In Hubspot, create a new contact property to store the event names. Go Settings > Properties and click Create property.

2. Add the following settings and click Next.

3. Add the following settings and click Create.

Add a hidden field to your form and new column to your list of attendees

1. In the Integrate Events dashboard, either create a new Check-in Event or open an existing one.

2. In the form builder, add a text field.

Select the following options for the new text field and click Done.

3. Finish building your Event form and click Save & Finish.

4. (Optional - If you want to upload a list of expected attendees to the Event) Add a column in the spreadsheet, which contains the value you set for the Default Answer and ensure this value is repeated in every row.

Upload the spreadsheet to the Event.

When mapping the spreadsheet columns to the Event form fields, ensure that the new Event Name column is linked to the hidden field that was added to the Event form. This will mean that the correct information is sent to Hubspot, even if additional check-in questions are not asked.

Click Import.

Add the integration to your Event

3. Proceed to map your form fields to those in Hubspot. Map the new hidden form field to the new Integrate Attended Events contact property created earlier in HubSpot.

Click on Save changes once finished.

For more information, see Setting up an Event Lead Management Integration to HubSpot.

Create a new active contact list in Hubspot

In Hubspot, create a new active list of people that attended the specific event. Go Contacts > Lists and click Create list.

Ensure active list is selected. Add a contact properties filter and from the drop-down menu select the Integrate Attended Events property that was created earlier in HubSpot. Select has ever been equal to any of and add the Event Name value that was added as a default value to the Event form (in this example, Workshop Attendees EMEA Q2 2021).

Frequently Asked Questions

Does this integration still work if people check-in at multiple events?
The HubSpot property stores present and past values for every contact. When Integrate Attended Events is updated, the historical search have ever been equal to ensures you will be able to create active lists based on this property, even though it will be overwritten with a new value each time a Contact attends an event.

Can I map multiple form questions to one field in HubSpot?
Yes, it is possible to update one HubSpot field with the data from multiple form questions. For example, you may have split products out into categories but only have one HubSpot field for these.

Can I see a history of prior values for the Attended property in HubSpot?
Yes. A full history of the attended events can be seen by filtering the contact property history in HubSpot.