Eventact HubSpot Interface

The Eventact HubSpot Interface automatically updates HubSpot with your latest event registrations. For each registrant, it creates or updates a HubSpot contact and can generate a deal for every ticket sold. This allows you to track attendee engagement and event revenue directly in HubSpot.

Synchronization can run:

• Right after registration: each new registration is sent to HubSpot as it is submitted.
• Daily: an automatic daily sync of all qualifying registrations.
• On request: a manual sync run from the event's registration reports.
• During registration: when the guest clicks Next on a form page set to sync, so HubSpot data can drive the rest of the form.

Set up the interface once per company under Settings > Integrations > HubSpot. The configuration applies to all company events.

Eventact searches for each registrant in HubSpot using the synchronization key, which defaults to email. The next steps depend on whether a match is found:

• Contact found: the HubSpot contact and the Eventact registration are updated in both directions, based on your field mapping.
• Contact not found: a new HubSpot contact is created if Create new contacts is set to Contact. If set to Do not create new contacts, the registrant is skipped.
• Group registrations: each group member is matched to or created as an individual HubSpot contact.

In addition to your field mapping, Eventact always updates these contact properties (group Eventact):

When Create deal for each order is enabled, Eventact creates a HubSpot deal for each ticket purchased. Each deal is linked to the contact holding the ticket. If tickets are purchased for others, Eventact assigns each deal to the ticket holder's contact. If no contact exists for the holder, Eventact assigns the deal to the buyer.

Deals are created only once. Eventact uses the Event Order ID to identify existing deals, preventing duplicates or unwanted updates during future synchronizations.

Eventact also populates these custom properties (group Eventact Deal):

Setup involves two steps: create a Private App in HubSpot to obtain an Access Token, then enter the token and your synchronization options in Eventact.

1. Create a HubSpot Private App

You must be a HubSpot super admin to do this.

1. In HubSpot, click Settings, then go to Integrations > Private Apps.
2. Click Create private app and name it Eventact.
3. On the Scopes tab, grant read and write access to contacts and deals, plus permission to create properties. The recommended scopes are:
   • crm.objects.contacts.read and crm.objects.contacts.write
   • crm.objects.deals.read and crm.objects.deals.write
   • crm.schemas.contacts.read and crm.schemas.contacts.write
   • crm.schemas.deals.read and crm.schemas.deals.write
4. Create the app and copy its Access Token.

Eventact uses HubSpot's Private App Access Token; HubSpot no longer supports older API keys.

2. Connect Eventact

1. In the Eventact back office, go to Settings > Integrations > HubSpot.
2. Paste the token into the Access Token field and click Save. Synchronization options and field mapping will appear after you enter the token.
3. Set the synchronization options:

4. Review the field mapping (see Field mapping) and click Save. When you save, Eventact creates its property groups and properties in HubSpot.

To run a manual sync, open the event's Registrants page and select CRM Sync from the menu. The page displays the number of registrations created, updated, failed, or skipped.

Field mapping determines which Eventact fields synchronize with which HubSpot contact properties, and in which direction. A new setup begins with this default mapping:

To add a mapping, select an Eventact field (including custom registration fields), choose a HubSpot property from the searchable list, and click Add. If the HubSpot list is empty, click Get Fields.

Each mapping has an action:

Empty values are never synced in either direction: an empty HubSpot value never clears a field in Eventact, and an empty Eventact value never clears a property in HubSpot. Use Read from HubSpot only for fields where HubSpot is the single source of truth, and Read and Write for shared data such as company name and job title.

The Eventact (contact) and Eventact Deal property groups are created in HubSpot automatically when you save the settings. These properties can then be used in HubSpot lists, reports, and workflows like any other property.

A registration form page can synchronize with HubSpot when the guest clicks Next, allowing data from HubSpot to guide the rest of the form. A common use is to complete participant details from HubSpot, such as membership or customer status.

1. On the first page, the guest enters identifying details, such as their email.
2. On Next, Eventact finds the contact in HubSpot and pulls in the mapped fields.
3. The next page loads with updated data, letting form logic use it. For example, you can show or skip pages based on participant status.

To set it up:

1. In the HubSpot field mapping, map the HubSpot property you need (for example, a status property) to an Eventact registration field, with the action Read from HubSpot or Read and Write.
2. In the registration form editor, open the page where the guest enters their details and turn on Sync with CRM on Next in the page options.
3. On later pages, add page rules or field logic based on the field filled from HubSpot.

This synchronization runs regardless of the Synchronize with HubSpot after registration setting or the Registrations to synchronize option, because the form page itself triggers it. The page must collect the synchronization key (email by default), or it cannot find the contact.

Organizers can review and resynchronize individual registrants from the registrant's overview page. Open the registrant, go to the About tab, and locate the CRM card. The card appears when the event's company has a connected CRM.

For each connected CRM, the card shows:

• HubSpot ID: the ID of the matching HubSpot contact, or Not Found if the registrant is not linked to a contact.
• Synced on: the date and time of the last sync, in the event's time zone.
• Unsynchronized with CRM when the registrant has never been synced.

Two actions are available:

Use View CRM Data to identify why a value differs between Eventact and HubSpot, then click Sync with CRM to update the information.

This is the primary troubleshooting tool when a sync fails or a value is not updated. HubSpot may reject values that do not match the property's definition. For example, dropdown, radio, or checkbox properties accept only specific values. If the Eventact answer is not among these, HubSpot rejects the entire update and no fields change. The registration's change log records the sync failure but does not specify the field. Compare the two columns in View CRM Data to identify differing values. Look for answers that HubSpot would not accept, such as those missing from the property's options. Resolve the issue by aligning Eventact answer options with the allowed HubSpot values, then sync again.

The most common cause of a failed sync is a value HubSpot rejects, often because a mapped property allows only specific values. Use View CRM Data on the registrant (see above) to identify the field.

• Large events are synchronized in batches. Each sync processes up to 5,000 registrations that haven't been synchronized yet.
• HubSpot API limit reached: the sync stops and reports it. Run it again later; it picks up where it left off.
• "HubSpot setup incomplete" on the CRM Sync page: no Access Token is saved. Enter the token under Settings > Integrations > HubSpot.
• "Registrant has no Email value": the registrant has no value for the synchronization key, so they cannot be matched.
• Failed to retrieve HubSpot fields: the token is incorrect or missing required scopes. Verify the Private App's scopes and token.
• No pipelines found: the token lacks deal access. Add the required deals scopes.
• Synchronization key: using Name or Company may result in incorrect contact matches. Use Email unless you have a specific reason to choose otherwise.
• Change log: HubSpot-created contacts and failed syncs are recorded in the registration's change log.