HubSpot Integration

Modified on Tue, 24 May 2022 at 06:23 AM

HubSpot is a CRM platform that provides solutions for inbound marketing, sales, services, and operations that help them grow. The Zuddl - HubSpot integration enables organizers to pass attendee information seamlessly from Zuddl to HubSpot and vice-versa.


Integration

In the Zuddl to HubSpot flow, when an attendee is added to an event on Zuddl, the attendee details along with the event and ticket id are synced to HubSpot. Similarly, in a HubSpot to Zuddl flow, if a contact is added on HubSpot, along with the required Zuddl fields (event and ticket id), the same appears on the list of invited attendees.


Once the integration is enabled, all attendees added in Zuddl and contacts added in your HubSpot app, get synced.


Note: The integration does not support syncing updates made to a contact in HubSpot or an attendee in Zuddl.


The integration involves:

  1. Defining custom properties for a HubSpot Contact

  2. Editing the Contact creation form

  3. Enabling the integration on Zuddl

  4. Creating a workflow on HubSpot

  5. Testing the Integration


Note: The step 4. Creating a workflow on Hubspot is an optional step. You can skip this step if you do not wish to push contacts from HubSpot to Zuddl.


Defining custom properties for HubSpot Contact

An attendee in Zuddl translates to a contact in HubSpot. To capture the required attendee information from Zuddl, certain new properties must be defined for a HubSpot contact.

  • Event & Ticket Id: a text field to capture the event id and ticket id from Zuddl

  • IsContactUpdatedByZuddl a checkbox field to identify the contacts created at Zuddl

Prerequisites

  1. Log in to your HubSpot account.

Note: If you do not have an account yet, create a HubSpot account.On your Dashboard Library, go to settings (image.png) > Data Management Contacts > Manage contact properties.

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The following steps are in continuation with the above prerequisite steps.


Event & Ticket Id

  1. Inside Manage contact properties, click Create property.

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  1. On the new property form, select the Object type Contact.

  2. Select Contact information from the Group dropdown.

  3. Enter “Event & Ticket Id” in the Label field and click Next.

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  1. On the field type definition for Event & Ticket Id, select the “Single-line text” option from the Field type dropdown menu. This field accepts the event Id and ticket Id in the format: <“eventId”>:<”ticketId”>. If ticket Id is not present, use <"eventId">:<"">

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  1. Accept the default settings and click Create. The newly created field Event & Ticket Id appears on the list of the associated fields for contacts.

IsContactUpdatedByZuddl

  1. Inside Manage contact properties, Click Create property.

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  1. On the new property form, select the Object type Contact.

  2. Select Contact information from the Group dropdown.

  3. Enter “IsContactUpdatedByZuddl” in the Label field and click Next.

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  1. Select “Single checkbox” from the Field type dropdown.

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  1. Accept the default settings and click Create. This creates a new property for the Contact object. The new properties appear on the list of properties.

After you have successfully created the properties, you need to add the custom property (Event & Ticket ID) to the contact form to accept the Zuddl-specific data.


Editing the Contact form

To capture Zuddl-specific information for a Contact, you need to add the newly created custom property to the Contact form.


Note: The “IsContactUpdatedByZuddl” is not required for the HubSpot to Zuddl sync.


To add a property to the contact form,

  1. Go to Settings (image.png) > Data Management > Contact.

  2. Click Customize the ‘Create contact’ form.image.png

  3. Search and select the “Event & Ticket Id” checkbox.

  4. Click Save.

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This adds the field to the Contact form.


After you configured the Contact form, you need to enable the integration on Zuddl.


Enabling Integration on Zuddl

Prerequisite

You need to be logged in to your HubSpot account.


Steps

  1. On the Zuddl dashboard, go to the event listing page > Integration.

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  1. On the HubSpot card, click View Integration Details.

  2. Click Enable Integration.

  3. This initiates the HubSpot Authentication process to connect a Hubspot account with Zuddl.On the HubSpot Authentication page, select your account name from the list of previously connected HubSpot accounts.

    1. If you haven’t connected your HubSpot account yet, click on “Add a new Account” at the end of the dropdown to add a new authentication. This initiates the new account authentication process. 

  4. On the Create a new authentication screen, enter a unique authentication name in the Your authentication name field and click Create. An authentication name is used by Hubspot to identify your account.

Note: Skip adding a property to the object.

  1. If you have not logged in to your HubSpot account, you will be prompted to log in.

  1. On the Choose an account screen, select your HubSpot account.

  1. Click Connect App to grant this app access to your account. Zuddl uses tray.io to connect to your HubSpot app.

  1. Once your app is connected, select it from the dropdown, and click on Next. 

  2. On the 'Hubspot contact mapping' screen, map each Zuddl field to its related HubSpot field. This is done so that the data is synced correctly and bidirectionally. 

  3. Map the “EventId:TicketId” field in Zuddl to the recently created text property in HubSpot, “Event & Ticket Id”.

  4. Map the “isContactUpdatedByZuddl” field in Zuddl to the recently created single checkbox property, “IsContactUpdatedByZuddl”.

Note: You can delete the mapping for optional fields such as CountryCompany, and Designation by clicking the delete icon (bin icon) beside the mapping row. If an incorrect field is mapped to a particular Zuddl field, you can re-select the correct HubSpot field from the dropdown.

 Note: You can also click “Add a New mapping” to add (optional) custom fields and map them to related HubSpot fields.Click Next.

  1. On the Workflow URLs screen, copy the “Hubspot to Zuddl Public URL” and save it somewhere as it needs to be added as the Zuddl Webhook in the Hubspot workflow.


After you’ve successfully enabled the integration on Zuddl, you need to create a HubSpot workflow to pass data between HubSpot and Zuddl.


Creating a HubSpot workflow

Creating a workflow enables the HubSpot contact to be synced to Zuddl.


Note: This is an optional step. You can skip this step if you do not wish to push contacts from HubSpot to Zuddl.

  1. On the HubSpot dashboard, go to Automation > Workflows.

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  1. Click Create workflow.

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  1. On the workflow creation screen, click Start from Scratch. Accept the default setting and click Next.

  2. On the workflow edit page, click Set up triggers.

  3. On the Enrollment triggers, under the Trigger tab, select Contact properties as a Filter type.

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  1. Search and select the “Event & Ticket Id” contact property.

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  1. Select the “is known” condition and click Apply filter.

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  1. The created filter condition appears as shown below:
    image.png

  2. Click AND to add another filter condition.

  3. Search and select the “IsContactUpdatedByZuddl” contact property.

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  1. Select the “is none of” condition. In the dropdown menu, select Yes.

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  1. Click Apply filter. The same appears in the filter criteria.

  2. Add another filter condition for the contact property Email in the following manner.

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  1. Select the “is known” condition and click Apply filter.

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  1. The complete filter criteria appears as shown below:
    image.png
    The newly created contact enrollment trigger appears as shown below:
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  2. Click on the contact enrollment trigger > Re-enrollment tab. Re-enrollment allows a contact to be associated to more than one event and ticket id for the workflow to be triggered. For example, if a contact was registered to an event, the same attendee can also be registered to other event.27.png

  3. Select the Allow Contacts who meet the trigger criteria to re-enroll when any one of the following occurs checkbox.

  4. Select the Event & Ticket Id is known checkbox.

  5. Select the Email is known checkbox.

  6. Click on the + to add a webhook trigger. Zuddl webhook listens to all the registrations into Zuddl through Hubspot.  

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  1. Search and select Send a webhook from the Workflow.

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  1. Select the method as POST and in the Webhook URL field, enter the Workflow URL you had saved earlier while connecting your Zuddl account to HubSpot.

  2. Click Save.


On the review workflow page, select “No, only enroll contacts who meet the trigger criteria after turning the workflow on” and click Turn on the workflow. This turns on the newly created workflow which only sends a webhook when all the criteria are met for a contact.

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This successfully creates the Hubspot Workflow, which imports Hubspot registrations into Zuddl.


Testing the Integration

To confirm whether the integration is enabled, you can test the integration for

  • Zuddl to HubSpot flow

  • HubSpot to Zuddl flow


Testing Zuddl to Hubspot flow

To test the flow of information from Zuddl to HubSpot, you need to invite an attendee to an event and check if the attendee details are synced to Hubspot.

  1. On the Zuddl dashboard, go to the events listing page and select the event in which you need to add the attendee.

  2. On the event settings page, go to People > Attendees > Invite Attendee.

  3. In Email, add the attendee’s email address. For example, “zuddltohubspot@test.com

  4. Select a Ticket Type, if available for the event.

  5. Click Start Import and click Yes, Please on the confirmation prompt message.



This successfully adds the attendee to the event, and the name appears on the attendee list.


To check the exact attendee details on HubSpot:

  • On the Hubspot dashboard, go to Contacts from the main menu, the attendee details appears on the contact list.

Note: If the same contact is added to multiple events in Zuddl, the event and ticket id in HubSpot is captured in this format: <”event_id_1”>:<”ticket_id_1”>,<”event_id_2”>:<”ticket_id_2”>.



This indicates that the test is successful and confirms that the integration is enabled.


Testing HubSpot to Zuddl flow

Since the integration allows bidirectional flow of data, you can test the data sync from HubSpot to Zuddl in the same way you did for testing the Zuddl to Hubspot sync.

  1. On the HubSpot app dashboard, click Create contact.

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  1. On the Contact form, enter the EmailFirst nameLast name.

  2. In the Event & Ticket field, copy and paste the event id and ticket id from Zuddl. Input the value in the format: <”event_id”>:”<”ticket_id”>.

    1. To copy the Event Id, copy the alpha-numeric code in an event URL. For example, in an event URL, “https://app.zuddl.com/p/event/12112ba8-5cb3-45fa-8a5d-e9d8aef9ff6e”, the event id is "12112ba8-5cb3-45fa-8a5d-e9d8aef9ff6e”.

    2. To copy the Ticket Id for a contact, go to About Events > Ticket Type > Tickets.

    3. Click the copy button on the desired ticket type from the list, as shown below.image.png

Note: If you wish to add the same contact to another event, you can append the event and ticket id in this format <”event_id_1”>:<”ticket_id_1”>,<”event_id_2”>:<”ticket_id_2”>. If ticket id is not required for an event, input the event id(s) in this format: <”event_id_1”>:””,<”event_id_2”>:””.

  1. Click on Create Contact to add the contact on Hubspot.

  2. The newly created contact appears in the list of contacts on Hubspot.

  3. To check whether the same attendee details are relayed to Zuddl. On the Zuddl dashboard, navigate to People > Attendees.


If the attendee details appear on the list of attendees, the integration is successfully enabled.




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