HubSpot CRM Integration

The Hubspot CRM addon allows users to monitor how your target audience communicates with their company websites. In simple words, it helps them track user behavior on their WordPress sites.

Installing the plugin

The installation process is the same for all the addons, offered by WP Event Manager. They can be both installed 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 API keys

To obtain your HubSpot CRM API Key, follow the below mentioned steps:

1. Signup or login into your HubSpot account, https://app.hubspot.com/.

   

2. Create a new account.
3. In your HubSpot account, click on the settings icon settings in the main navigation bar.

   

4. If a key has never been generated for your account, click on Go to private apps.

5. Click on the “Create a private app” button.

   

6. Add name and description as per your requirement.

   

7. Click on the “Scope” option.

   

8. Click on the CMS and CRM options.
9. Enable all the options.

   

10. Now click on the Create app button.

    

11. Click on the continue creating button.

    

12. Now copy your API key and use it for hubspot connection.

    

How to Create List(s) in HubSpot

Here are the steps you need to take to create lists in Hubspot CRM:

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 add.

   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 on the dropdown menu and select the checkboxesplaced at the left side of the values.
   • Text: click on the Add options dropdown menu and enter the text value. If you’re adding multiple options, separate each value with a semicolon (e.g. Boston; Chicago; New York).
   • Numerical: click on 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 on the date calendar field, then in the calendar, select a date. Once you’ve set your criteria, click on the Apply filter. Records that fit this criterion will gather in the table.
7. To test if an existing record meets the filters follow the below mentioned steps:
   • In a contacts list, click on the Actions dropdown menu in the upper right and select Test a contact.
   • In a companies list, click on 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 on Save. Your list may take some time to process. Once the list is finished processing, you can continue editing your list.

To Read More on Active and Static List click here

HubSpot CRM Settings at the 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 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 the list that syncs all the data.

   

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

   

   • 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:

There are mainly two types of Hubspot CRM Sync Type – Auto and Manual

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

  

  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.

  

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



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

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).

  

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

  

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

  

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

  

How To Manually Sync the Data at 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 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 the registered user data from the frontend in their Hubspot CRMblue account.

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

1. Go to the Event dashboard >> HubSpot CRM>>Settings.

   

2. Copy the API key from the Hubspot CRMblue account and paste it into the box asked.
3. Click on save settings.

   

Hubspot CRMblue Settings at the Frontend

1. After the keys are connected, certain settings need to be performed to determine the way the registered user data will be synced.
2. 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.

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

   

• 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 CRMblue Sync Type:

There are mainly two types of Hubspot CRMblue Sync Type – Auto and Manual

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

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

  1. When New Created: As soon as a new user completes registration, the data gets automatically synced to the Hubspot CRMblue 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 organizer manually syncs it.

  

5. 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 CRMblue form.

  

  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 Hubspot CRM form.

  

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

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 CRMblue 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 CRMblue>> Sync Registrations.
2. Select the event, and press filter.

   

3. Tick mark the attendees to be synced.
4. Click on Sync.

   

5. Check HubSpot CRMblue account.
6. All the data will be synced.

Also, the status of the user synced can be seen in the Hubspot CRMblue column.

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. Click on Bulk Action.
4. Click on Sync with Zoho CRM.

   

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

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

based selection in the Audience list type, while setting up Hubspot CRMblue on the event dashboard.

Here are the steps, you need to take the following steps:

1. Go to Event Dashboard >> HubSpot CRMblue>> settings.
2. Click on the Event-based selection in the audience list type.

   

3. Go to the Event dashboard >> Events.
4. Select the event and expand it by clicking on the three lines.
5. In the HubSpot CRMblue 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.

   

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 CRMblue>> Sync registrations.

3. Check HubSpot CRMblue account.
4. All the data will be synced.