Sending attendee engagement data to HubSpot timeline

The RingCentral Events and HubSpot integration offers the capability to export attendee engagement data to the HubSpot timeline, providing valuable insights on participant behavior during events. Here's how to enable and utilize this feature, as well as the specific engagement data points that will be synced to HubSpot.

Enabling attendee engagement data export

While mapping the HubSpot app to your RingCentral Organization account, on the Exporting Participants Data to HubSpot page, you can enable or disable the option Send attendee's engagement data to the HubSpot timeline. For detailed steps, refer to our guide on Integrating HubSpot with RingCentral Events (Business and Events plans).

Attendee engagement data points

Here’s a breakdown of the attendee engagement data that can be synced to the HubSpot timeline:

1. Attended event:

   • Description: Whether the attendee participated in the event (online or in person).
   • Data format: AttendedEventTokens = { eventName: string }
   • When emitted: Real-time during the event.

2. Attended virtual area:

   • Description: Tracks attendance in virtual event areas, excluding Replay.
   • Data format: AttendedVirtualSessionAreaTokens = { eventName: string, eventArea: string, eventAreaName: string, activityTime: number }
   • When emitted: Real-time during the event.

3. Time spent in event area:

   • Description: Total time spent in virtual event areas (multiple entries if multiple sessions are attended).
   • Data format: TimeSpentInSessionAreaTokens = { eventName: string, eventArea: string, eventAreaName: string, minutesSpent: number }
   • When emitted: Daily or at the event’s end.

4. Attended onsite area:

   • Description: Check-in information for attendees who physically attended an event.
   • Data format: AttendedOnsiteSessionAreaTokens = { eventName: string, eventArea: string, eventAreaName: string, attendedAt: number, qrCodeData: string, qrCodeImageUrl: string }
   • When emitted: Real-time during the event.

5. Clicked CTA:

   • Description: When a call-to-action (CTA) is clicked during a session or expo.
   • Data format: ClickedCtaTokens = { eventName: string, eventArea: string, eventAreaName: string, ctaTitle: string, clickedAt: number, bannerUrl: string, bannerTitle: string }
   • When emitted: Real-time during the event.

6. Chat message sent:

   • Description: Messages sent in chat (not 1:1 messages).
   • Data format: ChatMessageSentTokens = { eventName: string, eventArea: string, eventAreaName: string, messageLevel: 'top' | 'reply', messageText: string, parentMessageText?: string, sentAt: number }
   • When emitted: Real-time during the event.

7. Asked a question:

   • Description: When an attendee asks a question.
   • Data format: AskedQuestionTokens = { eventName: string, eventArea: string, eventAreaName: string, question: string, askedAt: number }
   • When emitted: Real-time during the event.

8. Voted in a poll:

   • Description: Poll participation during the event.
   • Data format: VotedInPollTokens = { eventName: string, eventArea: string, eventAreaName: string, question: string, answer: string, votedAt: number }
   • When emitted: Real-time during the event.

9. Lead scan (Onsite):

   • Description: When a vendor scans an attendee's badge at an in-person event.
   • Data format: LeadScannedTokens = { eventName: string, eventArea: string, eventAreaName: string, vendor: string, scannedAt: number }
   • When emitted: Real-time during the event.

10. Booked a Meeting:

    • Description: When an attendee books a 1:1 meeting during the event.
    • Data format: MeetingBookedTokens = { eventName: string, eventArea: string, eventAreaName: string, meetingTitle: string, startTime: number, endTime: number }
    • When emitted: Real-time during the event.

11. Clicked URL:

    • Description: URL clicked in an Expo Booth.
    • Data format: ClickedUrlTokens = { eventName: string, eventArea: string, eventAreaName: string, url: string, clickedAt: number }
    • When emitted: Real-time during the event.

The metadata definitions include:

• eventName: the name of the event.
• eventArea: the area of the Event, possible values are:
  • Reception
  • Stage
  • Session
  • Expo
  • Networking
  • Backstage
  • Replay
  • Event.
• eventAreaName: the name of the Session/Stage/Booth, or Unknown if not specified.

HubSpot timeline and usage

These data points will appear on the HubSpot Contact’s Timeline, allowing you to analyze participant engagement. HubSpot's List Segmentation feature can then be used to target specific leads based on the attendees' interactions during the event.

For example, if a contact attended a specific session or clicked a CTA, this interaction would appear on their HubSpot timeline, allowing sales or marketing teams to follow up strategically.

Example signal on the Contact Timeline:

Here are steps on how to create a list segmented based on attendee engagement data in HubSpot:

1. Navigate to CRM > Lists.
   
   
   
2. In the upper right, click Create list.
3. In the left panel, select Contact-based to create a list of contacts. In the right panel, enter the list's details:
   • List name: the internal name of the list (required).
   • Description: a description of what the list contains (optional).
   • What kind of list are you creating: select Active list (active lists automatically update their members based on their criteria).
     
     
     
4. In the upper right, click Next.
5. To set the criteria for the contacts you want to segment, click + Add filter. 
6. On the list of filter categories, under Integration filters, select RingCentral Events.
   ✔ You will see the list of engagement events exported from RingCentral Events.
   
   
   
7. Select an engagement event. For example, Voted In Poll.
   
   
   
8. Select further filters, such as Event Name, Poll Question, and Poll Answer. This means you will create a list of people who answered "Yes" to the question “Are you interested in this product?” in the Demo Webinar event.
   
   
   
9. Once you added all filters, in the upper right, click Save list.
   Tip: To learn more about creating and managing lists, refer to the HubSpot Knowledge Base.