HubSpot Integration - Import Registrant Data

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

Integration

This integration syncs contact details from HubSpot to Zuddl to add new registration.

Note: If you are looking for the instructions for Zuddl to HubSpot data flow, you can refer this article.

Note: The integration does not currently support syncing updates made to a contact in HubSpot. For example, if a contact property has been updated in HubSpot the corresponding attendee (that is already synced) to Zuddl would not be updated.

Note: In this flow - HubSpot to Zuddl flow, older contacts in the list also get synced into Zuddl.

Steps

The integration involves the following steps:

1. Install the app

2. Setup a HubSpot workflow using webhook

3. Test the flow

Note: If you’ve used the Zuddl to HubSpot data flow, you must’ve completed the first step, installing the app and can continue with the subsequent steps.

Warning: Before you enable the event-level integration, ensure that the “Event invitation” email for attendees has been toggled on from the Communication menu. Without this enablement, registrants will not receive any event invitation.  

Learn how to set up email communication for your event.

Install the app

To install the app

1. On the Zuddl go to common dashboard > Integration > HubSpot.

2. On the HubSpot card, click View details.

3. Inside the Hubspot integration page, click Install app. This initiates the HubSpot Authentication process on Zuddl.

4. On the HubSpot Authentication page, click on “Add a new Account” at the end of the dropdown to add a new authentication. This initiates the new account authentication process.

   1. If you have already connected your HubSpot account select your account name from the list of previously connected HubSpot accounts and click Next.
      
      

5. On the create a new authentication page, enter Your authentication name.
   
   

6. On the tray authentication screen, select the HubSpot account you wish to connect with Zuddl.
   

7. On the account permission consent page, click the Connect app button.
   
   This authenticates your HubSpot account on Zuddl and redirects you back to the Zuddl flow.

8. Click the Next button to proceed to data-mapping step.

9. On the Zuddl - HubSpot data mapping page, map a HubSpot Contact field with a corresponding Zuddl registration form field. The mandatory fields are already mapped. The “First Name”, “Last Name”, and “Email” are default fields and cannot be deleted. You can also map the optional fields and click Add a new mapping to add more Zuddl fields to map.

10. Select/Deselect the Create new Contacts checkbox. By selecting this checkbox, you can allow the integration to create a new contact whenever a registration happens for a Zuddl event.
    
     Note: If the registered user details are already present in your HubSpot account, the integration does not add the user.
    
    

11. On the HubSpot to Zuddl Registration Webhook screen, copy the Hubspot > Zuddl registration public URL. This webhook URL is used to pull the data from HubSpot to Zuddl.
    
    
    

12. Click Finish. This installs and authenticates the HubSpot app on Zuddl.

Create a HubSpot workflow

A workflow is important to automatically sync the HubSpot contact to Zuddl.

Warning: Before you enable the event-level integration, ensure that the “Event invitation” email for attendees has been toggled on from the Communication menu. Without this enablement, registrants will not receive any event invitation.

Learn how to set up email communication for your event.

Steps

1. On the HubSpot dashboard, go to Workflows.

2. Click Create workflow.

3. On the workflow creation screen, click From scratch. You must create a contact-based workflow.Learn how to create a workflow.

4. Select the Contact-based and then select Blank workflow radio button, under the How do you want this workflow to start?

5. Click Next.
    

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

7. On the Enrollment triggers, under the Trigger tab, select a Filter type. This can be any filter type using Learn more about enrollment triggers.

8. Click Save.

9. Click the + button on the left workflow preview and select the Send a webhook action. This adds to the flow chart on the left. Under Create action, do the following:

   1. In the Method dropdown, select POST.

   2. In the Webhook URL, enter the URL copied while installing the HubSpot app on Zuddl.

      • You need to append the eventId to the URL. You can find the eventId in the Zuddl event URL, for example, “setup.zuddl.io/event/<youreventId>/event-integration”.
        
        After you’ve copied the eventId, add it to the Webhook URL as shown below:
        “https://<your-alphanumeric-webhook-url>.trayapp.io?eventId=<your-alphanumeric-eventId>”.
        
        An example webhook URL with event Id is shown below:
        “https://21b88ed1-f905-45b3-962c-5207b9b89b4e.trayapp.io?eventId=29436a45-3ff2-48af-97e5-66d1e5610030”
        
        For ticketed Id
        If the event is a ticketed event, just like event Id, you must append the ticket Id to the complete URL as well. You can find your ticket Id for each ticket type inside the Tickets function in Zuddl. Copy the Ticket Id and paste it into the webhook URL. An example webhook URL looks with event and ticketId looks like this: “https://21b88ed1-f905-45b3-962c-5207b9b89b4e.trayapp.io?eventId=29436a45-3ff2-48af-97e5-66d1e5610030&ticketId=a42cba4f-7551-463e-a6e5-0f828ea31b04”.
        
        Note: You must create a separate list and a separate workflow for each ticket type.  
        
        
        

   3. Ignore the remaining fields and click Save. This completes the workflow, you need to now click on Review and publish.

10. On the Review before you turn on page, under These contacts already meet the trigger criteria. Do you want to enroll them when this workflow turns on?  select either of the following options

    1. Yes enroll existing contacts who meet the trigger criteria as of now - select this option if you wish to sync existing contacts

    2. No, only enroll contacts who meet the trigger criteria after turning the workflow on - select this option if you wish to sync only new contacts and not the existing ones

11. Click the Turn on button at the top right corner. This turns on the workflow and could take about 2-3 minutes for the contacts in the list to appear as Attendees in Zuddl.
    
    Note: The organizers would not be shown in the attendee list.

Once you turn on the workflow, the contact in the list gets synced to Zuddl and starts appear inside People > Attendees.

Note: You can reuse the workflow for a new event by editing webhook URL with the new event URL and ticket Id.