Relevant to: Event Lead Management
| This Help Center article is relevant to customers using the Event Lead Management system only.
If you are using the Event Lead Management system with the Demand Acceleration Platform, see Using Outbound Forms - Setting Up an Integration to HubSpot or Using HTTP Raw - Setting Up an Integration to HubSpot.
After connecting the Event Lead Management system with your HubSpot instance, you can add the integration to your Event. This article explains how to configure the settings and map fields to enable lead flow into HubSpot.
| You need to have 1) connected your HubSpot account with the Event Lead Management system, and 2) have finalized the setup of your Event form - before setting up an integration on your Event.
|Connecting the Event Lead Management system to HubSpot|
In this article
Adding a HubSpot integration to an Event
| This step needs to be repeated with each event that will create HubSpot leads.
Duplicating an existing event that already has an HubSpot integration will duplicate the setup.
1. In the Events dashboard, open an Event.
3. Select Hubspot and click Add.
4. Define how you would like data to be updated in HubSpot. Read more about the behaviour settings in Integrations & Duplicate Handling.
If business card scanning is enabled for your Event, you can determine which source should be used to fill a Hubspot Lead Property, in case the transcription and the form values are different.
5. Proceed to map your fields and click on Save changes once finished. Fields set to Unassigned will not be filled with any data.
| You must map the fields for First Name, Last Name and Email.
HubSpot requires these fields to be set.
A note on Match and Mismatch labels
The label displayed next to each mapped field indicates whether the mapped field data types are the same. For example, a string field mapped to a string field is the same data type and will display a Match label.
Different data types that are mapped together will display a Mismatch label. This will not prevent you from saving the integration setup because certain data types are compatible despite them not being the same - for example, a string field can receive data from a number field.
Some field types are not compatible and may cause leads to be rejected by the integrated system, for example a datetime field cannot receive data from a boolean (ie. 0 or 1) field.
The Mismatch label simply serves as a prompt to double check that the mapping is accurate. If the fields are confirmed as compatible, the Mismatch can remain in place.
Testing the HubSpot integration
| It is crucial to confirm that each test lead has been successfully received, properly routed and is complete within HubSpot - prior to your Event.
It is advisable to send numerous test values using different data capture methods (ie. business cards and badges if these will be used at your Event). This will minimize the risk of error during an Event when lead data is incoming.
If you don't have access to HubSpot, collaborate with your system admin to confirm that test lead(s) have been received.
1. In the mobile app or webform - Submit a test lead.
2. In the Event Lead Management dashboard - Navigate to the Event and check the lead has been received. Reference the Integrations Logging Page to confirm no errors have been reported (and to help with troubleshooting, if needed).
3. In HubSpot - Check that the lead has been received.
The HubSpot integration has been added to your Event.
Frequently Asked Questions
How fast will my contacts appear in HubSpot?
If your device is connected to wifi, data from the app will sync to the dashboard straight away, this information will usually be conveyed to HubSpot a few seconds after they appear in the Events dashboard.
How does this feature work when my devices are offline?
Leads are queued to be added to HubSpot once data synchronises to the Events dashboard.
Can I create or update leads in HubSpot using this integration?
Yes, when setting up an Integrate Events integration you will be asked "Do you want us to replace existing data inside HubSpot?"...you can then select whether you'd like to replace existing data.
Can I create contacts in HubSpot when using check-in functionality?
Yes, find out more about how to set this up in Recording Check-in Event Attendance in HubSpot Contacts.
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 import the data that I collected before I set up the integration on an Event?
You must set up the integration prior to collecting data. Data collected before setting up the integration must be manually exported and imported using CSV or Excel. See Importing Leads Into an Event.
How do I disable or remove an integration from an event?
Go to the Event > Integrations and under the HubSpot row, select Remove Integration.
If a lead is affected by an error, can I resend the lead to HubSpot after I have corrected the issue?
Yes, use the 'resend outbound integration' functionality in the Events dashboard to resend affected leads to HubSpot. See Resending leads to integrated platforms.
- Integrations & Duplicate Handling
- Integrations Logging Page
- Recording Check-in Event Attendance in HubSpot Contacts
- Resending leads to integrated platforms