Send Registration from Zuddl to HubSpot

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Prerequisite

Ensure you toggle on the “Registration confirmation” email from the Communication menu for attendees. Without this enablement, registrants will not receive any event invitation.

Learn how to set up email communication for your event.

Learn how to set up email communication for your webinar

Sending registrants - event-level settings

An event-level integration is required to pass all event-specific user data captured by Zuddl to HubSpot.

Inside the event/webinar settings, go to Integrations from the side navigation.
On the HubSpot card, click the Customize link on the Export card.

If default values were configured for a field and were changed (by attendees or purchasers) in Zuddl after the integration has captured the registration, the integration does not update the values in HubSpot.

Activity mapping

Activity mapping involves enabling

Status fields
Engagement activities

Select status fields

Select the required statuses for which you want to receive notifications. The attendee statuses are described in the table below:

Status	Description
Registered	When the registrant is successfully registered. Defaults to on. Without approval: When registration is completed With approval step: When the registration is approved and payment is complete.
Attended	When the registrant enters on the event start time and engages in the event. Defaults to on.
Attended (Both)	When a registrant joins your event at the event start time. Use this to mark attendance for both virtual and in-person.
Attended (Virtual)	When a registrant joins your event at the event start time. Use this for marking attendance for virtual events only.
Attended (In-person)	When a registrant joins your event at the event start time. Use this for marking attendance for in-person events only
Invited	When a user is invited from the invite list. When the invite email is sent.
Invite declined	When an invitee declines the event invitation. When the invitee declines the event invite.
Registration attempted	When a user accepts the invitation to register
Registration abandoned	When a registration was attempted but not completed in the given time (with or without the approval process)
Waitlisted	When a registration approval request is submitted by the registrant
Registration approved but not registered	When the organizer has approved the registration request but the registrant did not complete the payment.
Denied	When the registration is rejected by the organizer
Assigned but not registered	When the ticket is assigned to a user but the user did not complete the registration. Used with the unassigned feature.
Entered	When an attendee joins the event after the check-in start time. Once the event has started, this status changes to 'Attended'
No show	When the registrant has not joined your Zuddl event even after the event start time.
Attendee Email Removed/Updated	When the organizer removes the registrant

Click Save & next.

Select custom activities (optional step)

Select the custom activities you want the integration to pass to HubSpot.

Refer to this doc to learn how to pass event activities from Zuddl to HubSpot

Custom contact field mapping

Any new registrant in Zuddl is added as a contact in HubSpot (if not already in HubSpot). Under the Custom fields tab, you can map any custom registration fields to suitable contact fields in HubSpot.

Once you've used the sync option, this option does not show up again.

Select a custom field in the Zuddl registration fields dropdown.
If you have added any hidden fields in your registration form, it also appears in the list of Zuddl fields to map.
Choose a suitable contact field from the Contact fields dropdown.
You can control the sync action for each field by choosing a Field update policy.
To map more fields, click the + Add field button and follow the abovementioned steps. The integration allows passing the following registration fields as activities apart from the standard fields:
- Ticket type: For a ticketed event, the ticket type appears in the registration activity in Hubspot Contact.
- UTM Parameters: Urchin Tracking Module data (UTM Source, UTM Medium, UTM Campaign, UTM Term, UTM Content, and UTM Id)
- Ip data (Ip City and Ip Country): Ip details
- Attendee Type: This field is helpful for onsite events to distinguish between virtual and in-person attendance.
The disabled field mappings are the org-level field mapped and shown here for reference.
Click Save to save the integration settings for exporting registrant data.

Mapping disclaimers

You can also map any disclaimers that you've added on your registration form to an appropriate Contact field as shown below.

Only disclaimers with checkbox enabled can be mapped. The field shows a boolean value ('True' or 'False') that corresponds to "accepted" or "rejected".

Map lead capture fields

For In-person and hybrid events, you can map the fields you have created for the lead capture app under the Lead capture fields. The Zuddl lead capture app is used for in-person and hybrid events for capture leads details.Learn more about the lead capture app.

When you first set up your event-level integration, you can't switch to the Lead capture fields tab without saving the Registration fields mapping.

Under the Lead capture fields tab, map the fields that you have configured for your lead capture app. Learn how to add fields to the lead capture app.
1. Under the Lead capture fields dropdown, select the required Zuddl field to map.
  If you have added any hidden fields in your registration flow, you can select them.
2. Similarly, choose a suitable HubSpot Contact fields.
3. Select a Field update policy.
4. Click Save. Similarly, add more fields as required using +Add field button.
5. On the confirmation prompt, click Confirm. This saves the mapping, creates a marketing event in HubSpot with all event details, and passes all event data collected so far.

You can also click the Go to lead capture fields link to go to the Lead capture fields settings under Lead capture app menu. Learn how to add fields to the lead capture app.

You can also click on the booth name to directly go to the booth settings under Venue Setup.

Data sync

You can sync the time attendees spend on activities in your Zuddl event. Syncing the first time will sync all-time data. To do so, click the Sync button at the top, next to the integration toggle.

Ensure you use this option once you have mapped all relevant fields. Once you've used the sync option, it does not appear again.

Ensure that both Zuddl and HubSpot object fields have compatible data types. You will lose the registration and activity data if you map fields with incorrect data types.

As shown below, the integration status changes to Active on the Export section once you turn on the integration.

The integration also manages duplicate emails (contacts/ leads) in HubSpot, prioritizing leads/contacts with the latest ‘last activity.'

Viewing Registrants on HubSpot

On your HubSpot account, go to Contacts > Contacts. Click on the view changer dropdown and select Marketing events.

In the screenshot below, a new event, "Acme Global Meet," has been added to the list of Marketing events.

To view the event-level details, click on the event/webinar name. On the right side menu, the event/webinar details, such as the event/webinar name, organization name (Organizer), start and end time (HubSpot account timezone), number of registered users, and other details, get populated as shown in the screenshot below.

Optional:

Send Activities from Zuddl to HubSpot

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