5. Import data from HubSpot to Hubilo

Import registrations from Hubspot to Hubilo:

 

By configuring import mappings in Hubilo, you’ll be able to:

  • Collect webinar and event registrations via Hubspot forms as contacts, and send them as registrations to Hubilo.

  • Sync Hubilo Magic Link (unique login link for each attendee) back to Hubspot by configuring Export mappings.

  • Automatically segregate users within Hubilo as per their registration type (Hubilo Groups such as Speakers, Attendee, Booth Member, etc.).

  • Import Hubspot custom fields to Hubilo.

 

All the import mappings are now available at an event level. This will enable you to create specific mappings for each event.

Notes :

  • Prerequisite: Kindly note that you will get an option to create custom Workflows in Hubspot in Enterprise and Professional plans only. If you are on any of these plans than only you can create Workflows and Import data to Hubilo.

  • Only for import data from Hubspot to Hubilo, the sync button need not be enabled.

 

 

Steps to be followed to Integrate HubSpot with Hubilo for Importing registrations:

Step 1:

Connect your Hubspot account with Hubilo. Kindly refer to this guide.

Step 2:

Once the Hubspot app is connected, Setup to start the configuration of the event Data on the Hubilo Dashboard under Integrations > Connected Apps > Select Integration (Hubspot) > Setup to start the configuration of the event Data on the Hubilo Dashboard -

 

 

Once you click on ‘Setup’, the ‘Configure Event Data’ screen will show up, Select the option ‘Import from Hubilo’ -

The image below are pre-filled fields, in order to create more fields we need to click on ‘Add more fields’ button -

 

 

We can also import Hubspot custom profile fields.

 

Step 3 :

Once the Hubspot is connected, we need to ‘Create a workflow’ on Hubspot that is initiated by an enrolment trigger. Define a trigger that uses your previously created form as a trigger.

Please refer to this link for more information on the enrolment trigger.

Note : Kindly note that you will get an option to create custom Workflows in Hubspot in Enterprise and Professional plans only. If you are on any of these plans than only you can create Workflows and Import data to Hubilo.

Setup the workflow in HubSpot using ‘Send Contacts as Registrations’ and start importing data to Hubilo.

 

Go to Hubspot > Login with your credentials > Select the Automation > Create a Workflow.

  • Hubilo App will be visible in Workflow’s action section for you to use -

image (4).png

 

  • Hubilo action will have Event and Group name properties for configuration. Here Event name is mandatory and Group name is optional. If you do not select any value in Group, all the data to be synced with ‘Default Attendee Group’ in Hubilo. Also, the event list will be populated as per Organizer i.e. you will only see events created under your Hubilo account -

image (5).png

Select the Hubilo event Name and Select the Hubilo group name from the Hubspot dashboard as shown in the image above.

  • Setup a workflow by defining the conditions so that when any new Contact is created/updated then send the data to Hubilo. So define the condition 1st for creation or modification.

  • Then go to Actions and select 'Send Contacts to Hubilo' action
    Then select the event to which you want to send the contacts
    For specific group select the group name (If not selected, everything will be sent as Default Attendee).

  • Then Save the Workflow and come back to Hubilo.
    Now go to event and start setting up the HubSpot app for the event (CTA - Setup)

  • By default FN (First name), LN (Last Name) and Email will be imported, to import anything additional -> click on add more fields.

  • If you don't have any specific field to import then create custom profile field on Hubilo.

 

If no additional field mapping is required, then Publish your workflow in HubSpot and data will start to import.

 

Logs :

You can check the logs from the dashboard for Import and Export for both successful and failed entries.

Kindly go to the Integrations section in the dashboard > Logs > Select Hubspot from the dropdown menu -

 

 

Note : 

Kindly make sure we have created these 3 fields i.e First Name, Last Name and Email id fields as mandatory in your HubSpot form. If any of the data is not present the data wont flow to Hubilo. 

 

Relevant Article :