This feature is only available with the following products:
Note: If you are TM Club Premium user, please contact our support team to have this feature enabled.
If you use HubSpot as a Customer Relationship Manager (CRM), you can import an event roster from one of your events or leagues as HubSpot Contact. This empowers you to export an Event Roster from Tournament Management (TM) to HubSpot. Seamlessly connecting the golfers participating in a TM event/league with the corresponding Event in HubSpot.
By establishing this association within HubSpot, you can effectively utilize your event/league rosters to create targeted email marketing campaigns for promoting future events to past participants.
In this article, we will discuss how to export one of your events or leagues into your HubSpot contact list.
Prerequisites:
To utilize this feature, you must first establish a few things:
HubSpot Account: Requires a Standard HubSpot Account with a paid subscription (Enterprise plan or higher) that includes access to the Custom Objects feature. Refer to the HubSpot Knowledge Base for supported products:
GHIN Integration: Activated the GHIN integration in conjunction with your HubSpot account. This ensures:
Golfers created in GHIN are automatically created in HubSpot.
The HubSpot Contact ID is stored on the GHIN record for each golfer.
HubSpot Account Consistency: The same HubSpot account used for the GHIN Integration should be used for the TM Integration to maintain accurate golfer matching.
Create a Custom Object and Set Table Properties in HubSpot:
In HubSpot, define a new Event object type as a Custom Object in HubSpot. In-depth steps can be found in the HubSpot Knowledge Base.
Table name: Event (singular), Events (plural).
Table properties (can be defined during the creation of the Event table or afterwards, details at HubSpot KB | Create and edit properties):
Name (field type: single-line text)
Type: we retrieve in TM the records from HubSpot with Type = “Event” (field type: single-line text).
Season: the name of the season used in TM (field type: single-line text).
Connecting your HubSpot Account:
To connect your HubSpot Account to TM, follow these directions:
From the Customer Center, go to Customer Settings > Integrations.
Click on the HubSpot tab (as shown below).
Click "Connect to HubSpot" and follow the on-screen prompts to authorize the connection between your TM and HubSpot accounts.
Once the HubSpot account is connected, the button previously displaying “Connect to HubSpot” is changed to “Disconnect HubSpot Account”. Additionally, above the button, we display the Account ID of the connected HubSpot Account.
Select the additional following options:
HubSpot Contact ID Field:
No: If you do not capture the HubSpot Contact ID as a custom field, leave this option as "No."
Yes: If you capture the HubSpot Contact ID as a custom field in the TM Master Roster, set this option to "Yes" and select the custom field from the drop down (as shown below).
HubSpot Event Internal Name: If you used a different HubSpot Event name other than what was discussed in the previous section, enter the new Internal Name for the Event table here.
Click "Save" to complete the integration.
Disconnecting your HubSpot Account:
To disconnect your HubSpot account from TM, follow these directions:
From the Customer Center, go to Customer Settings > Integrations.
Click on the HubSpot tab.
Click "Disconnect HubSpot Account."
Exporting Event/League Roster to HubSpot:
This section guides you through the process of exporting your Event/League Roster to your HubSpot account. This action will link your participants to a corresponding Event within your HubSpot CRM, enabling you to leverage HubSpot's marketing, sales, and customer service features. Before exporting your roster, you must establish the following:
Event Records in HubSpot: Create Event records in HubSpot prior to exporting the roster from TM.
Golfers in HubSpot: Golfers must already exist as Contacts in HubSpot.
During the roster export, the system searches for contacts in HubSpot based on a property named ‘GHIN’, ‘GHIN ID’, or ‘GHIN NUMBER’ (case-insensitive).
To export your event/league roster, follow these directions:
Within your event/league, navigate to Golfers > Export Roster to HubSpot.
In the pop-up (as shown below), select your HubSpot Event.
Click "Upload,." The process is started with live updates. Note: If there are golfers that could not be exported, at the end of the process a notification is shown on the loading page, stating: “Exceptions encountered. Refer to log for further details”.
After completion of the upload, you will be taken to the Roster Activity Log page. Reivew the tab "HubSpot Log" to review the upload and any execption encountered (as shown below). The logs can be filtered by player and/or export status (i.e., all, successful, failed).
The result can also be seen in HubSpot by accessing CRM > Contacts. In the Contact -> Events column, or by accessing an individual contact.
