HubSpot CRM Integration

HubSpot CRM Integration

The HubSpot CRM plugin helps users track and manage attendee data and automate email marketing for events.

Installing the Plugin                                                                        

The installation process is the same for all the add-ons offered by WP Event Manager. They can be installed both automatically and manually.

  1. Automatic Installation: You can install the plugin from the backend of your WordPress. Click here to see how you can install the plugin automatically.

  2. Manual Installation: You can also install the plugin manually using SFTP or FTP tools. Click here to see how you can install the plugin manually.

Obtaining HubSpot CRM Service Keys                                             

To obtain your HubSpot CRM service key, follow the steps below:

  1. Sign up or log in to your HubSpot account at https://app.hubspot.com/.

  1. In your HubSpot account, click on the Settings icon in the main navigation bar.

  1. Click on Legacy Apps.

  1. Click on Create a service key.


Note: Depending on your HubSpot account, you may find Service Keys under Settings > Integrations > Service Keys or Development > Keys > Service Keys.

  1. On the Service Keys page, click on Create service key.

  1. Add a name as per your requirement and click on Add new scope.

  1. Under CRM, enable the required scopes:

    • crm.objects.contacts, Read and Write

    • crm.lists, Read and Write

    • crm.objects.owners.read

  1. Click on Update to apply the selected scopes.

  1. Click on Create.

  1. In the confirmation window, click on Create again.

  1. Copy your service key and use it for the HubSpot connection.

  1. Paste the copied service key into the key field in HubSpot CRM Settings and click on Save Setting.

How to Create Segments in HubSpot                                           

  1. Go to the HubSpot CRM dashboard.

  2. Click on More under CRM and select Segments. To show this section in the navigation, pin Segments.

  1. Click on Create segment and select Manually.

  1. Select Contacts and click on Next.

  1. Change the segment name to the name you want to show in the segment list.

Note: Use a different name for each segment.

  1. Click on Next to open the review screen.

  2. Click on Save and process segment.

HubSpot CRM Settings in the Admin Panel                                     

After the keys are connected, certain settings need to be performed in order to enable the functioning of HubSpot CRM.

Audience List Type Selection  

Here, the admin gets an opportunity to select the list of contacts (audience list that has already been created in your HubSpot CRM account).

There are mainly two types of audience lists: one is an event-based list, and another is the list that syncs all the data.

Select Contact Owner  

Select the contact owner name from the Select Contact Owner dropdown.

Select Create Module Record or Create/Update Module Record  

  • Create Module Record: When the form is submitted, it will add a record.

  • Create/Update Module Record: If the submitted email address matches an existing record, it will update the record. If the submitted email address does not match an existing record, it will add a record.

Select HubSpot CRM Sync Type  

There are mainly two types of HubSpot CRM sync types: Auto and Manual.

Auto  

When you select the Auto sync type, the data gets synced automatically.

When you select the Auto sync type, you get 2 further options:

  1. When New Created: As soon as a new user is registered, it is automatically synced to the HubSpot CRM list.

  2. Cron Job: When you select Cron Job, you get an option to sync the data when the cron job is run: 5 Min, Daily, Weekly, Monthly, or Yearly.

Manual  

When you select the Manual sync type, the data gets synced only after the admin manually syncs the data.

Note: Registration data is synced only after the admin selects the Enable registration sync with HubSpot CRM checkbox.

This type can be either on the basis of events or one list that syncs all the data.

Field Mapping with HubSpot CRM                                              

Organizer List  

The left-hand fields show you all the fields you generate from the organizer list form fields. The right-hand side fields are related to the HubSpot CRM form.

Registration Fields  

The left-hand fields show you all the fields you generate from the registration form fields: WP Admin >> Event Registrations >> Registration Forms >> Form Fields.

The right-hand side fields are related to the HubSpot CRM form.

Please associate the correct attributes that you want to sync from Registration form fields to HubSpot CRM form fields.

Guest List  

The left-hand fields show you all the fields you generate from the Guest List form fields. The right-hand side fields are related to the HubSpot CRM form.

Please associate the correct attributes that you want to sync from Guest List form fields to HubSpot CRM form fields.

Contact Organizer List  

The left-hand fields show you all the fields you generate from the Contact Organizer form fields. The right-hand side fields are related to the HubSpot CRM form.

How to Manually Sync the Data at the Admin Panel                 

In order to manually sync the data, the user has to select the Manual option in the sync type while setting up the HubSpot CRM plugin.

Manually Syncing the Registration Data  

Here are the steps you need to take to manually sync the registration data:

  1. Go to WP Admin >> Event Registrations >> All Registrations.

  2. Select the event and check the registrations to be synced.

  3. Click on Bulk Action.

  4. Click on Sync with HubSpot CRM.

  5. Check the HubSpot CRM account.

  6. The selected registration data will be synced.

Also, the status of the synced user can be seen in the HubSpot CRM column as subscribed, just before the user status on the same dashboard.

Integrating Service Keys at the Frontend for Organizers               

The organizers can sync the registered user data from the frontend to their HubSpot CRM account.

Here are the steps you need to take to integrate service keys at the frontend:

  1. Go to Event Dashboard >> HubSpot CRM >> Settings.

  1. Copy the service key from the HubSpot CRM account and paste it into the key field.

  2. Click on Save Settings.

HubSpot CRM Settings at the Frontend                                 

After the keys are connected, certain settings need to be performed to determine the way the registered user data will be synced.

Audience List Type Selection  

Here, the organizer gets an opportunity to select the list of contacts (audience list that has already been created in your HubSpot CRM account).

There are mainly two types of audience lists: one is an event-based list, and another is the list that syncs all the data.

Select Contact Owner  

Select the contact owner name from the Select Contact Owner dropdown.

Select Create Module Record or Create/Update Module Record  

  • Create Module Record: When the form is submitted, it will add a record.

  • Create/Update Module Record: If the submitted email address matches an existing record, it will update the record. If the submitted email address does not match an existing record, it will add a record.

Select HubSpot CRM Sync Type  

There are mainly two types of HubSpot CRM sync types: Auto and Manual.

Auto  

When you select the Auto sync type, the data gets synced automatically.

When you select the Auto sync type, you get 2 further options:

  1. When New Created: As soon as a new user completes registration, the data gets automatically synced to the HubSpot CRM list.

  1. Cron Job: When you select Cron Job, you get an option to sync the data when the cron job is run: 5 Min, Daily, Weekly, Monthly, or Yearly.

Manual  

When you select the Manual sync type, the data gets synced only after the organizer manually syncs it.

Select Custom Fields Type                                                            
  

Registration Fields  

The left-hand fields show you all the fields you generate from the registration form fields: WP Admin >> Event Registrations >> Registration Forms >> Form Fields.

The right-hand side fields are related to the HubSpot CRM form.

Please associate the correct attributes that you want to sync from Registration form fields to HubSpot CRM form fields.

Guest List  

If you have the Guest List add-on, you can map the guest list fields as well. The left-hand fields show you all the fields you generate from the Guest List form fields. The right-hand side fields are associated fields in the HubSpot CRM form.

Please associate the correct attributes that you want to sync from Guest List form fields to HubSpot CRM form fields.

Contact Organizer  

The left-hand fields show you all the fields you generate from the Contact Organizer form fields. The right-hand side fields are associated fields in the HubSpot CRM form.

Organizer  

The left-hand fields show you all the fields you generate from the Organizer form fields. The right-hand side fields are associated fields in the HubSpot CRM form.

How to Manually Sync the Data at the Frontend                
  

In order to manually sync the data, a user has to select the Manual option in the sync type while setting up the HubSpot CRM plugin in the event dashboard.

Manually Sync Registration Data  

Here are the steps you need to take to manually sync the registration data:

  1. Go to Event Dashboard >> HubSpot CRM >> Sync Registrations.

  2. Select the event and press Filter.

  1. Tick the attendees to be synced.

  2. Click on Sync.

  1. Check the HubSpot CRM account.

  2. The selected registration data will be synced.

Also, the status of the synced user can be seen in the HubSpot CRM column.

Manually Sync Guest Data  

  1. Go to Event Dashboard >> HubSpot CRM >> Sync Guests.

  2. Select the event, and press Filter.

  1. Tick the guests to be synced.

  2. Click on Sync.

  1. Check the HubSpot CRM account.

  2. The selected guest data will be synced to HubSpot CRM contacts.

How to Sync Data based on Event from the Frontend               
  

To sync data on the basis of events, select Event-based selection in the audience list type while setting up HubSpot CRM on the event dashboard.

Here are the steps you need to take:

  1. Go to Event Dashboard >> HubSpot CRM >> Settings.

  2. Click on Event-based selection in the audience list type.

  1. Go to Event Dashboard >> Events.

  2. Select the event and expand it by clicking on the three lines.

  3. In the HubSpot CRM section, select the list that you want these event registrations to be synced to.


Note: By default, the sync for all events will be disabled; hence, the organizer needs to select the audience list for particular events from this section.

  1. Similarly, select the list for all the events individually.

  2. Now, these lists are saved for particular events.

  1. Depending on your sync type, Auto or Manual, the lists will be synced. In case it’s Auto, the registrations will be synced automatically either when the user is registered or on the basis of a cron job. If the settings are Manual, you need to manually sync the attendees from Event Dashboard >> HubSpot CRM >> Sync Registrations.

  2. Check the HubSpot CRM account.

  3. The registration data will be synced.

See your synced data in the HubSpot CRM dashboard under Contacts.