Send Registrations to HubSpot
Send your eventcloud registrations straight to your own HubSpot account. Each person who registers becomes a HubSpot contact, each event becomes a HubSpot marketing event, and HubSpot hears when someone registers, checks in or cancels. You choose which events to send, one at a time, and which answers go where.
How It Works
Everything flows one way: from eventcloud to HubSpot.
People become contacts. HubSpot matches them by email address, so someone who comes to three events is one contact, not three.
Each event becomes a marketing event in HubSpot, with its name, dates, web address and description.
Attendance follows them. Each person is added to the marketing event as registered, then attended when they're checked in, or cancelled if every ticket they held is refunded.
It's quick. A new registration or check-in usually reaches HubSpot within a minute or two.
The only thing HubSpot tells eventcloud is when a contact is deleted there, so eventcloud doesn't quietly add them back. More on that below.
Contacts arrive as non-marketing contacts, so HubSpot doesn't send them marketing email unless your team changes that. We never send ticket codes, sign-in links or payment details. Your privacy notice should tell attendees that their registration details go to your CRM.
What You Need
An eventcloud organisation with an active subscription.
To be an owner or admin of that organisation.
Someone on the HubSpot side who can approve the connection: a HubSpot Super Admin, or a user with App Marketplace access.
Connect HubSpot
In eventcloud, go to Integrations › HubSpot and select Set Up.
Read What Happens When You Connect and Before You Start, then select Connect HubSpot.
Sign in to HubSpot, if it asks, and choose the HubSpot account your events should go to.
HubSpot shows an "unverified app" warning. That's expected: our app isn't listed in the HubSpot App Marketplace yet. Accept it to carry on.
Approve the permissions HubSpot asks for.
You're back in eventcloud with "HubSpot is connected. Switch on the events you want to send." Nothing is sent yet.
The Connection card shows the HubSpot account, its Account ID, its Data Region and the Last Sync. Each HubSpot account can be connected to one eventcloud organisation at a time.
Switch an Event On
Nothing goes to HubSpot until you switch an event on.
On Integrations › HubSpot, find the event under Events.
Turn on its Send to HubSpot switch.
Choose what to send:
Only new registrations from now. This is the default.
Also send the N people already registered. eventcloud counts them first, so N is the real number. Tick Yes, send these N people to HubSpot to confirm.
Select Switch On.
The row then says "On since" and the date. People Sent and Not Sent show how it's going for each event.
Publish an event before you switch it on. Draft events and their test orders stay out of HubSpot.
To stop, turn the switch off and select Switch Off. New registrations and check-ins stop going to HubSpot, and everything already sent stays there.
Choose Which Answers Go Where
You set up one field mapping for your whole HubSpot connection. It covers every event you send, because a contact is the same person whichever event they come to.
On Integrations › HubSpot, select Fields on the Connection card.
Under What Is Sent you see every question across your registration forms, once each, plus first and last name. The email address is fixed: HubSpot matches contacts on it, and it's never changed.
For each question, pick the HubSpot property it should fill, or leave it as Not sent.
Choose the rule for each property:
Fill if empty (the default): eventcloud only fills the property when it's empty in HubSpot. Anything your team typed in HubSpot stays put.
Overwrite: eventcloud replaces the HubSpot value whenever the answer changes.
Select Save Changes. If you've set a property to overwrite, eventcloud asks you to confirm with Save and Overwrite.
Until you save, eventcloud sends sensible defaults: first and last name, plus any question labelled Company, Job Title or Phone.
If a pairing won't work, for example a free-text question going to a HubSpot choice property, the row says "Cannot map" and tells you why. Fix those rows, then save.
After a save, the next sync updates everyone already sent where a mapped answer has changed.
eventcloud also keeps a few fields of its own on each contact, in an eventcloud property group: Last eventcloud Event, Last eventcloud Ticket, Last eventcloud Registration and eventcloud Registration Language.
Choose the Legal Basis for New Contacts
If your HubSpot account has its data privacy settings on, every new contact needs a legal basis. You're the controller of this data, so you choose it.
On Integrations › HubSpot, find Legal Basis for New Contacts on the Connection card.
Select Change Legal Basis, choose one and select Save.
Until you choose, eventcloud uses "Performance of a contract", since a registration is the attendee's agreement to attend. eventcloud sets it only on contacts it creates. Contacts already in HubSpot keep the legal basis they have. Check that your choice matches your privacy notice.
When Contacts Are Deleted
Deleted in HubSpot. If your team deletes a contact in HubSpot, eventcloud doesn't create them again. If they were merged into another contact, eventcloud finds the merged contact by email and carries on updating that one.
Erased in eventcloud. When an owner uses Erase Personal Data on an attendee in eventcloud, the eventcloud fields are removed from their HubSpot contact. Tick Also permanently delete this person from HubSpot in the same dialog to delete the contact from HubSpot too.
An attendee deletes their own eventcloud account. eventcloud removes its fields from their HubSpot contact straight away. The contact may still hold your team's own history, so the decision is yours: it waits under Needs Your Decision on the HubSpot page. Select Open in HubSpot to look first, then Keep Contact or Delete from HubSpot.
Disconnect
On Integrations › HubSpot, select Disconnect.
Select Disconnect HubSpot to confirm.
eventcloud stops sending and switches every event off. Nothing is deleted in HubSpot: the contacts and marketing events already sent stay there.
HubSpot then emails you to say the app was "uninstalled by the app provider". That's HubSpot's standard wording for a disconnect made from eventcloud, so nothing has gone wrong.
Reconnect the same HubSpot account within 30 days and eventcloud carries on where it stopped, without sending everyone again. Switch your events back on and only what's changed is sent.
If Something Goes Wrong
| What You See | What to Do |
|---|---|
| The status says Needs attention | HubSpot stopped accepting eventcloud's access, or a permission is missing. Select Reconnect HubSpot and approve every permission. Nothing is lost, and sending resumes where it stopped |
| "This HubSpot account is already connected to another eventcloud organisation" | Disconnect it in the other organisation first, then connect it here |
| "You're signed in as a different person from the one who started the connection" | Sign in to eventcloud as the person who selected Connect HubSpot, then try again |
| "The connection link has expired or was already used" | Select Connect HubSpot and start again |
| "The connection was cancelled in HubSpot" | Connect again whenever you're ready |
| "Sync is paused: your organisation has no active subscription" | Your settings are kept. Select Go to Billing, and eventcloud catches up as soon as you subscribe |
| An event's switch is greyed out | The event is a draft: publish it, then switch it on. If the status says Needs attention, reconnect first |
| Not Sent is above zero | Check the Sync Log. HubSpot may have refused a contact, for example because your account requires a property eventcloud doesn't fill. Map that property on the Fields page. eventcloud tries again after 1 hour, 6 hours and 24 hours, and again whenever that person's details change |
| "Skipped: no email address" | HubSpot matches contacts by email, so registrations without one are skipped |
| "The number of people already registered changed while this was open" | Someone registered while the dialog was open. Check the new number, tick the box again and select Switch On |
| "HubSpot could not be reached just now" on the Fields page | The list shows the properties HubSpot last sent. Try again in a moment |
| "Something changed in HubSpot or in your forms since this page loaded" | Reload the Fields page and save again |
The Sync Log keeps what was sent, and anything that went wrong, for 90 days.
Need something else synced? Tell us at [email protected].
Questions? Contact [email protected].
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Write to [email protected] or send us a message and a real person replies, usually the same day.