Integrating HubSpot with RingCentral Events

This guide explains how to install and map the HubSpot app on your Organization account and configure your HubSpot account.

What is HubSpot?

HubSpot is a leading contact relationship management (CRM), marketing, sales, and customer service platform. HubSpot offers a wide range of products and features, including the following main Hubs: Marketing Hub, Sales Hub, Service Hub, Content Hub, and Operations Hub. To learn more about HubSpot pricing, refer to their website.

How does the integration work?

The integration with HubSpot includes the following features:

Push registrations from RingCentral Events to HubSpot (this does not include Magic Links).
Pull registrations from HubSpot to RingCentral Events, and push a magic link back to HubSpot.
Push event statuses (registered/attended) status and engagement score to HubSpot as a "Note" on a contact or custom object.
Push custom registration form answers to HubSpot as a "Note" on a contact or custom object.
Push attendee engagement data to the HubSpot timeline.
Export UTM parameters to HubSpot contact objects.
Export onsite registration activity data to HubSpot custom objects.

Requirements for HubSpot integration

Before installing and mapping HubSpot on your Organization, you will need to create extra fields in your HubSpot account:

Custom contact properties: You will need 2 custom contact properties for storing RingCentral Events ticket integration code and RingCentral Events Magic Link.
Custom objects: If you would like to use custom objects to export/import data (magic links, attendee status, custom form answers) you can do so but this object will need to be created before starting the installation process otherwise you may have to repeat the steps as shown below.

Important: When creating a custom object, make sure to establish a connection between the custom object and the contact object.

Note: All of the fields above should be created as a Single Line Text type.

Installing & mapping HubSpot

To install the HubSpot app on your Organization account:

In your Organization Dashboard, go to the Apps tab.
Click Discover More on App Store.
In the App store, you can find HubSpot under the CRM integrations category.
On the HubSpot page, click Install app.
✔ You will be prompted to confirm your choice. Click Install to continue.
On the HubSport authentication page, click New authentication and follow the steps to sign into and authorize your HubSpot account. Once ready, click Next.
On the HubSport contact mapping page, map HubSpot contact fields to RingCentral Events registration fields. Once ready, click Next.
- First name, last name and email are mapped automatically.
- Ticket integration code: This needs to be mapped to a field in your HubSpot contact that contains RingCentral's ticket 'integration code', as discussed earlier. This code is used to map the HubSpot registration to the correct ticket and event in RingCentral (we'll show you where to find this code in the 'Testing the HubSpot integration' section below).
- Magic link: This needs to be mapped to a field in your HubSpot where you wish RingCentral's magic link to be passed into, as discussed earlier. The magic link is used as an invite link for your registrants if you pull registrations from HubSpot to RingCentral; it is specific to the registrants email, the ticket and the event that they have registered for. If you wish to export the magic link for multiple events for the same please configure the field on a custom object in the next screen rather than on a contact field on the present screen here.
  Note: This is only necessary if you wish to use Magic Links.
[Optional] To export UTM parameters from RingCentral Events, map the HubSpot contact object fields to the parameters.
Note: You will need to map the relevant fields within HubSpot beforehand using Custom Objects.
[Optional] To export registration data from RingCentral Events, select a Custom object and map the HubSpot custom object fields to RingCentral Events fields. Once ready, click Next.
Note: you will need to map the relevant fields in HubSpot beforehand using Custom Objects.

Tip: Each RingCentral field needs to be mapped to a HubSpot field, so that the data can be passed correctly in either direction. You don't need to map any of the fields if you don't want to use them.
- First name: Will hold the first name of the registrant.
- Last name: Will hold the last name of the registrant.
- Email: Will hold the email of the registrant.
- Ticket ID: Will hold the ticket ID of the event they have registered or attended for.
- Magic Link: Will hold the magic link of the registrant (this can be left blank if you would not like for it to be included).
- Attendee Status: Will hold the status of the registrant; if he has Registered or Attended for an event (this can be left blank if you would not like for it to be included).
[Optional] To export custom registration form answers from RingCentral Events, map the HubSpot custom object fields to the RingCentral Events questions. Once ready, click Next.
Note: You will need to map the relevant fields in HubSpot beforehand using Custom Objects.
[Optional] On the Exporting Participants Data to HubSpot page, choose if you want to export participants' Q&A, status, and engagement data to HubSpot. Once ready, click Next.
- Add the Custom registration form questions and answers as notes on the Contact record in HubSpot.
- Add Registration status, Attendee status, and Engagement score as Notes on the Contact record in HubSpot.
- Send attendee's engagement data to the HubSpot timeline.
  Note: For more information on which data points are exported, refer to our guide on Sending attendee engagement data to HubSpot timeline.
[Optional] To create a HubSpot Marketing Event for each of your RingCentral event and add attendee statuses to each of these Marketing Events, select the corresponding checkboxes. Once ready, click Next.
Note: For more information on how to use Marketing Events, refer to our guide on Setting up HubSpot Marketing Events.
[Optional] To export Onsite registration data, map the HubSpot custom object fields to RingCentral Events. Once ready, click Finish.
Note: The fields provided in the dropdown menus are based on the object that is selected on the ‘HubSpot Custom Object Configuration’ screen. Make sure you map the RingCentral fields to the correct options.
- Event Name: This attribute contains the Event Name and it is a required field to configure if you want the event related details.
- Event Check In Time: When the Registrant first checked in to the event.
- Event Check Out Time: When the Registrant checked out of the event, this will be the event end time if theyy did not check out beforehand
- Session Name: The name of the schedule segment that the participant attended. [This is a required field if you would like the Session Related details]
- Session Registration Time: The time the participant registered for the particular scheduled segment
- Session Check In Time: The time the participant checked in to the segment
- Session Check Out Time: The time the participant checked out of the segment
- QR Code Data: The data of the QR code [please choose a large text data type field]
- QR Code Image URL: The URL of the QR code [please choose a large text data type field]

Creating a workflow using custom actions

Once a ticket integration code is known on HubSpot for a Contact, this workflow will generate the RingCentral Magic Link and send it to your Custom Field that you have previously created during the installation process.

Note: This is only necessary if you would like HubSpot to generate the RingCentral Magic Links.

In HubSpot, navigate to Workflows and click Create Workflow.
Choose From scratch and Contact-based workflow with Blank workflow type. Once ready, click Next.
You'll need to set an 'enrollment trigger', i.e. an action that is the trigger for the workflow to be started.
Click Set up triggers. Choose the filter type Contact properties from the list provided, and then search for and select the field that contains the RingCentral 'integration code' as discussed earlier.
Choose to trigger the workflow when the integration code 'is known', then click Apply filter.
Click Save.
Now click the 'x' button and search for the Send Registration data to RingCentral custom action. From the available actions, select this entry and click Save.
Note: If you are not able to see the specified custom action please reinstall the HubSpot app in the organizer dashboard under the Apps tab.
Click Review and publish to activate the workflow.

Supporting Multiple Events

If you want to use the same contact for more than one event or to support multiple events, you will need to follow a few more steps.

Click Edit on the right hand side of the "Re-enrollment" panel.
Select the checkboxes as below, so that every time you update the ticket integration code for different events on the same contact, the workflow is triggered and a magic link is created for them. In turn, the information will be updated back to your contact or custom object, based on the configuration.
Click Save and turn on the workflow.

Testing the HubSpot integration

To test how the RingCentral Events registration is pushed to HubSpot:
1. Register for the event via the event landing page (use an Incognito window to do a test registration with another account when you're already logged into your Organizer account).
2. Navigate to your HubSpot account and view your contacts. Here you should see the registration.
3. If you have selected the option to add "Register and Attendee status" and "Custom registration Q&A" to your Notes in HubSpot mapping, you will see the information added as noted in the Contact entry.
4. If you have configured custom objects and mapped them to the related registration data point, you will see the related records in the Contact entry. Click on the list to view them.
5. For a multi event scenario, if the same person attends another event, we will create another custom object record with the new event details and attach it to the same contact.
6. If you have configured the mapping for onsite data, once the person attends or registers for onsite event, we will create a custom object record with the event details and attach it to the same contact. Thereafter, for each session they attend, we will create a new object record with the session details and attach them to the same contact.
  - With Event and QR details in one record:
  - And Session details in another record:
7. If you have configured the mapping for UTM parameters you will also be able to see the parameters.
With the Custom Action WorkFlow we have set up previously, once the Ticket Integrations Code is known in HubSpot, this will automatically generate a Magic Link for the Contact. The easiest way to test the workflow is by following these steps:
1. Create a new Contact in HubSpot or add a ticket integration code to an existing Contact. The contact must have a first name, last name, email and RingCentral ticket 'integration code' to be pulled into RingCentral correctly.
  Tip: In the RingCentral Events, retrieve the integration code for each ticket by navigating to the Event Dashboard > Registrations > Tickets. Hover over the listing and click the Copy icon to copy URL for each ticket.
  
  Then, copy and paste the alphanumeric code from the ticket URL (after the "=" sign) as your integration code.
2. Add the integration code to the field created in your HubSpot Contact and create the Contact.
3. Navigate to your Event Dashboard > Registrations > Magic Link Invites > Manage Invitations tab. You should see the Contact that you created in the invite list.
4. Then check the magic link field on your Contact in HubSpot to ensure the magic link has been pushed correctly.
5. If you have configured a magic link field on a custom object that is not on a contact, then on the same contact you can see the related custom object records as attached below which holds the magic link information. You can click on the related list to view them.
  Note: If you have set up HubSpot to support multiple events, HubSpot will create a new Custom Object record for each additional event the Contact registers for. If you have mapped the RingCentral Magic Link field under the contact object as well as a custom object the data will only be filled in for the custom object as shown in the screenshot below.