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HubSpot CRM Integration

Installation

You can install the HubSpot CRM Plugin using 2 different ways:

  1. Automatic Installation: You can install a plugin from the backend of your WordPress. Click Here to see how you can do an automatic installation.
  2. Manual Installation: You can install the plugin manually using SFTP or FTP tool as well. Click Here to see how you can do a manual installation.

Obtaining HubSpot CRM API keys

To obtain your HubSpot CRM API Key, follow these steps:

  1. Signup or login into your HubSpot account, https://app.hubspot.com/.
  2. WP Event Manager HubSpot CRM Plugin

  3. Create a new account.
  4. In your HubSpot account, click the settings icon settings in the main navigation bar.
  5. WP Event Manager HubSpot CRM Plugin

  6. In the left sidebar menu, navigate to Integrations > API key.
    • If a key has never been generated for your account, click Create key.
    • WP Event Manager HubSpot CRM Plugin

    • If you’ve already generated an API key, click Show to display your key.
    • WP Event Manager HubSpot CRM Plugin

  7. With the key displayed, click Copy to copy the key.

How to Create List(s) in HubSpot

  1. In your HubSpot account, navigate to Contacts > Lists.
  2. In the upper right, click Create List.
  3. In the left panel, select Contact-based to create a list of contacts, or Company-based to create a list of companies.
  4. In the right panel, enter a name for the list and select if you want an Active list or a Static list.
  5. In the upper right, click Next.
  6. In the left panel, set the criteria for the contacts or companies you want to segment.

    Learn the list of criteria available to you and how they work. You can select up to 250 filters per list.

    1. Select a filter type.

    2. Scroll or type to search, then select the property or activity to filter by.

    3. Select an option, then set your criteria based on the field type:

    • Dropdown select or checkbox: click the dropdown menu and select the checkboxes to the left of the values.
    • Text: click the Add options dropdown menu and type to enter a text value. If you’re adding multiple options, separate each value with a semicolon (e.g. Boston; Chicago; New York).
    • Numerical: click the field and type to enter a number value. If you’re adding multiple options, separate each value with a semicolon (e.g. 10; 25; 30). This applies to Number, Score, and Calculation properties.
    • Date picker: click the date calendar field, then in the calendar, select a date. Once you’ve set your criteria, click the Apply filter. Records that fit this criterion will populate in the table.
  7. To test if an existing record meets the filters:
    • In a contacts list, click the Actions dropdown menu in the upper right and select Test a contact.
    • In a companies list, click Test filters in the left panel. Click the Search dropdown menu and select the record you want to test.
  8. In the upper right, click Save. Your list may take some time to process. Once the list has finished processing, you can continue editing your list.

To Read More on Active and Static List please refer here

HubSpot CRM Settings at Admin Panel

  1. After the keys are connected, certain settings need to be performed in order to enable the functioning of HubSpot CRM.
  2. Audience List Type selection:

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

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

    WP Event Manager HubSpot CRM Plugin

  3. Select ‘Create Module Record’ or ‘Create/Update Module Record’:

    WP Event Manager HubSpot CRM Plugin

    • Create Module Record: On the form submitted, it will add a record.
    • Create/Update Module Record: If the form submitted email address matches with the existing record, it will update the record. If the form submitted email address does not match with the existing record, it will add a record.
  4. Select HubSpot CRM Sync Type:
    • Auto- When you select the Auto-sync type, the data gets synced automatically.

      WP Event Manager HubSpot CRM Plugin

      When you select auto sync type, we offer you to further 2 options:

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

      WP Event Manager HubSpot CRM Plugin

      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.

      WP Event Manager HubSpot CRM Plugin

    • Manual- When you select the Manual sync type, the data gets synced only after the Admin manually syncs the data.
    • WP Event Manager HubSpot CRM Plugin

    Note: Only after the Admin tick the checkbox to Enable registration sync with HubSpot CRM, then the data get synced.

    WP Event Manager HubSpot CRM Plugin

  5. Field Mapping with HubSpot CRM
    • 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).

      WP Event Manager HubSpot CRM Plugin

      The right-hand side fields are associated fields in the HubSpot CRM form.

      WP Event Manager HubSpot CRM Plugin

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

      WP Event Manager HubSpot CRM Plugin

    • Guest List

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

      WP Event Manager HubSpot CRM Plugin

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

      WP Event Manager HubSpot CRM Plugin

    How To Manually Sync the Data at Admin panel

    In order to manually sync the data, the author has to select a manual in the Sync type when setting up the HubSpot CRM Plugin.

    Manually Sync Registration Data

    1. Go to WP admin >> event registrations >> All registrations
    2. Select the events/ and checkmark the audience to be synced. (the registrations received for the event)
    3. Click on Bulk Action.
    4. Click on Sync with HubSpot CRM.
    5. Check HubSpot CRM account.
    6. All the data will be synced.

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

    Integrating API keys at Frontend for Organizers

    The organizers can sync their user’s data from the frontend in their HubSpot CRM account.

    1. Go to the Event dashboard >> HubSpot CRM>>Settings.
    2. WP Event Manager HubSpot CRM Plugin

    3. Copy the API key from the HubSpot CRM account and paste it into the box asked.
    4. Click on save settings.
    5. WP Event Manager HubSpot CRM Plugin

    HubSpot CRM Settings at Frontend

    1. After the keys are connected, certain settings have to be done in terms of how the data should be synced.
    2. Audience List Type selection:

      Here the organizer gets an opportunity to select upon the list of contacts(audience list that has already been created in your HubSpot CRM account) or do a syncing type based on Events.

      WP Event Manager HubSpot CRM Plugin

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

    3. Select ‘Create Module Record’ or ‘Create/Update Module Record’:
    4. WP Event Manager HubSpot CRM Plugin

      • Create Module Record: On the form submitted, it will add a record.
      • Create/Update Module Record: If the form submitted email address matches with the existing record, it will update the record. If the form submitted email address does not match with the existing record, it will add a record.
    5. Select HubSpot CRM Sync Type:
      • Auto- When you select the Auto-sync type, the data gets synced automatically.

        When you select auto sync type, we offer you further 2 options:

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

        WP Event Manager HubSpot CRM Plugin

        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.

        WP Event Manager HubSpot CRM Plugin

      • Manual- When you select the Manual sync type, the data gets synced only after the Organizer manually syncs the data.
      • WP Event Manager HubSpot CRM Plugin

    6. Select Custom Fields to be synced
    • 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 associated fields in the HubSpot CRM form.

      WP Event Manager HubSpot CRM Plugin

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

    • Guest List

      If you have a Guest List Addon, You can map the guest list fields as well. The Left-hand fields show you all the fields you generate from the Guestlist form fields. The right-hand side fields are associated fields in the Zoho CRM form.

      WP Event Manager HubSpot CRM Plugin

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

    How To Manually Sync the Data at Frontend

    In order to manually sync the data, the author has to select the manual in the Sync type when setting up the HubSpot CRM Plugin in the event dashboard.

    Manually Sync Registration Data

    1. Go toEvent Dashboard >> HubSpot CRM>> Sync Registrations
    2. Select the event, and click on the filter.
    3. WP Event Manager HubSpot CRM Plugin

    4. Tick mark the attendees to be synced.
    5. Click on Sync.
    6. WP Event Manager HubSpot CRM Plugin

    7. Check HubSpot CRM account.
    8. All the data will be synced.

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

    Manually Sync Guest Data

    1. Go toWP admin >> Guest >> All guest
    2. Select the events/ and checkmark the audience to be synced. (the registrations received for the event)
    3. WP Event Manager HubSpot CRM Plugin

    4. Click on Bulk Action.
    5. Click on Sync with Zoho CRM.
    6. WP Event Manager HubSpot CRM Plugin

    7. Check the Zoho CRM account.
    8. All the data will be synced, either in leads or contacts.

    How To Sync Data on the basis of Event from frontend?

    In order to sync the data on the basis of the events, the author has to select Event-based selection in the Audience list type, while setting up the HubSpot CRM on the event dashboard.

    1. Go to Event Dashboard >> HubSpot CRM>> settings.
    2. Click on the Event-based selection in the audience list type.
    3. WP Event Manager HubSpot CRM Plugin

    4. Go to the Event dashboard >> Events.
    5. Select the event and expand it by clicking on the three lines.
    6. In the HubSpot CRM section, select the list that you want these event registrations to be synced in.

    Note: By default, the sync for all the 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.
    3. WP Event Manager HubSpot CRM Plugin

    Now depending upon 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 Cron job, and if the settings are manual, you need to manually sync the attendees from the Event dashboard>> HubSpot CRM>> Sync registrations.

    1. Check HubSpot CRM account.
    2. All the data will be synced.
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