Overview

HubSpot is the primary tool used by Via for creating event registrations. HubSpot is a very broad and intricate software, but this job aid will only focus on the use of HubSpot for managing events. It will specifically address event registrations, signup forms, payments, and automated emails.

Goals and Objectives

The goal of this document is to provide a basic overview of HubSpot's features, outline the process of creating an event, creating an event registration form, creating a workflow, setting up pricing, and managing contact transfers. Upon completion, users should be able to log in to HubSpot, navigate the interface, and complete the event setup process with all of its parts.

Creating an Event

Navigate to the Events view by clicking on Contacts (side menu bar), then Events.
Click the Create Event button.
Fill in the following
1. Event Name
  1. Note: The name you choose will need to be the exact same for the event, registration form, and workflow.
2. Event Type
  1. If you are making a Bootcamp make sure to include the Pathwright Cohort Link
    Follow the steps Here to get that ID
  2. Bootcamp Start/End Time should look like this –
    Monday, March 25th, 2024 8:30 AM - 5:30 PM; Tuesday March 26th, 2024 7:30 AM - 4:30 PM
3. Event Start Date
4. Event End Date
5. Owner

Note: If the Event Type you need is not listed, or if the name is incorrect, reach out to the Tech Team.

Note: If the Event ID does not show up on the newly created event, wait 30 seconds to a minute and then refresh the page. It should appear.

Registration Forms

Cloning an Existing Form

In HubSpot, go to the Commerce Side tab, and choose Payment Links
Search for the word “Template” and find the one that best applies:
Hover over the payment link and click the Actions dropdown > click Clone
Update the name of the new payment link to the same name as the Event you just created
Update the payment amount (if necessary)
Click Create in the top right corner
Reopen the payment link
Copy the payment link ID
1. (the number in the URL that is not 21736375)

Creating a New Form From Scratch

If there is no appropriate template to clone please Contact Tech to assist you in making a new form

Use automations with forms

Workflows

In HubSpot (in another tab), click Workflows in the navigation menu
Search for Template and pick the one you need
Hover over the workflow and click Clone
Update the name of the new workflow to be the name of your event and hit Clone:
Edit Triggers
Click the first box: Event Registration enrollment trigger to update the workflow trigger
In the panel that opened on the left you will have a few boxes.
ADD the new info first, and THEN delete the previous info
In Group 1:
1. Event Temp - Payment Source ID
  1. Payment Link ID of the Payment Link you just created
2. Click the box that lists the Payment Source ID
  1. That will open it up to the right
  2. You will see the Payment Link ID(s)
3. Click in the empty space next to the Payment Link ID
4. Paste in the new Payment Link ID
  1. Note: If collecting spouse registrations, paste both individual and spouse Payment Link ID’s here, separately
  2. Note: for fully free events, use the event ID in place of the payment link ID here
5. ONLY THEN Click the “x” next to the old one(s)
6. Click Close Editor in the top right.
7. Save. (top right of the “enrollment triggers” box)
8. Update event ID
  1. Go to step 1 of the workflow
  2. Change the number being set there to the Event ID of the new event you created earlier

Invoicing

For more information on invoicing see: HubSpot Invoicing

Free Registrations

These instructions lay out how to create free registrations for events. These are normally used for event staff, event scholarships, or simply unpaid events. To set up a free registration form, navigate to an existing template and clone it, then:

Find the field Deal Payment Source ID on the newly cloned form
- This field can be found at the bottom of every valid template, and every form cloned from a template. If you do not see this field then reach out to Tech
Set the default value to the payment link ID for your paid registration
- Note: for fully free forms, use the event ID in place of the payment link ID, both in the form as stated above, and in the workflow trigger

If there is no relevant template:

Reach out to support@vianations.org with what you need so that we can make a template for you

See: Example Form

When you’re finished editing your form, click Update in the top-right and then click Publish.
Click the Embed code tab, scroll down, and copy the code in the quotation marks after “formId:”.
1. Paste this in your notes somewhere. You’ll need it to link this new HubSpot registration form to your Butter event page.
2. Note: You don’t need to copy the code each time you publish the form; only the first time.

Couple Registrations

Clone your registration payment link and label it as being for spouse registrations
Add the following fields to your spouse payment link registration form:
- Confirm spouse attending
- Spouse email
- Spouse phone
- Spouse first name
- Spouse last name
This will make the spouse get their own contact and registration for the event
It is recommended that you update the price on this payment link to be for a couple instead of individual

Group Registrations

To create a group registration process for your event:

Work with MarCom to create an interest and invoicing process
Create the template group registration form
1. Clone the normal event registration form and update the name
  1. Navigate to the template using the link above
  2. Under Actions click Clone Form
  3. Update the new form name and click Clone
    Use the naming convention of [Team] - [Event] Group Registration Form - Template
  4. Add the property Organization Website to the form if it is not on there already, and make it hidden
Clone the template form
1. Clone the template you made above and update the name
  1. Navigate to the template using the link above
  2. Under Actions click Clone Form
  3. Update the new form name and click Clone
    Use the naming convention of [Team] - [Event] Group Registration Form - [Organization Name]
  4. Update the default value for the property Organization Website to that of the respective Organization
Clone the Workflow
1. Navigate to the template using the link above
2. Under File click Clone
3. Update the new Workflow name and click Clone
  1. Use the naming convention of [Team] - [Event] Group Registration Workflow - [Organization Name]
4. To update the trigger to use the new form you just cloned, click Change form and select the newly cloned form
5. Update the branch filters on workflow step 2 to have the correct number (this should be how many registrations this Organization paid for)
6. Update the Send Internal Marketing Email workflow steps (numbered as steps 3 and 6) to have the correct email address (this should be whoever the main point of contact for this Organization’s group registrations is)
7. Update the Send Internal Email Notification Workflow step (step number 4) to send to whoever on your team should receive that notification
8. Update the Go To Workflow step (Numbered as step 5) to send to your event’s normal registration workflow
  1. This will bypass any enrollment triggers set up on that workflow
Make sure that there is a HubSpot contact for the email address mentioned in step 3.f above, that the contact is a Marketing Contact, and that they are subscribed to the your team’s Updates email subscription type
1. Search for their email in HubSpot
  1. Navigate to the contacts view
  2. In the search bar, enter the email address
2. If there is a contact for that email:
  1. Go to the contact’s page
  2. On the left side panel scroll down until you see the Communication Subscriptions section
  3. Click View subscriptions
  4. Look for the subscription labeled Via Students Updates and look at the status
  5. If the status says Not Specified or Unsubscribed mouse over it and click Subscribe
  6. For the legal basis, select Legitimate interest - Other
  7. For the explanation put: Point of contact for event group registration
3. If there is not a contact for that email:
  1. In the top right corner, click Create Contact
  2. Enter the contact’s name and email
  3. At the bottom, for the legal basis, select Legitimate interest - Other
  4. Check the box to set them as a marketing contact
  5. Click Create
  6. On the left side panel scroll down until you see the Communication Subscriptions section
  7. Click View subscriptions
  8. Look for the subscription labeled Via Students Updates
  9. mouse over it and click Subscribe
  10. For the legal basis, select Legitimate interest - Other
  11. For the explanation put: Point of contact for event group registration

Discount Codes

To view current discount codes
1. Navigate to setting > Data Management: Objects > Payment Links > Discount Codes
2. Link to Discount Codes
To create new discount codes
1. Navigate to setting > Data Management: Objects > Payment Links > Discount Codes
2. Click the Create discount code button in top right corner
3. Input the internal name of the discount code
4. Set the Discount code type (Fixed amount / Percentage)
5. Set the Currency
6. Set the Value
7. Input the code that customers will use to get the discount.
8. Set the Code Status
9. Select Save at the bottom of the create discount code page

Refund Payments / Bootcamp Rebate

Bootcamp rebates are done through refunding a payment. To refund a payment see: HubSpot Payments

Association Labels

<coming soon>

Registered

Attended

Completed

Transferred

Cancellations

Mark contact as Canceled

In HubSpot, navigate to the event that they are registered for
In the right hand column find the Event Registrations section
Put your mouse over their registration, click More, and choose Edit association labels
Update the association label to Canceled and click Update

Transfers

<coming soon>

View Event Participants

The following sections describe how you can view participants of an event and the data they provided during registration.

Registration Reports

A custom report can be created to view all the registration information. This includes the information stored in the Events and Event Registration custom objects. Once created, this report can be added to your Dashboard for easy access.

For more information see HubSpot Reports.

Event Views

All event records have a Event Registrations card that can show information of contacts associated with the event. The columns within the card are determined for all Events Objects.

Event Views can also be used to check association labels (registered, attended, etc.)

To view the Event view:

Navigate to CRM > Events
Search for Desired Event
Click the desired event to open the Event View.

In the Overview area in the middle of the event view, scroll down to find the Contacts card that displays the information of associated contacts.

View a Contact’s event participation history

On contact view, check right side panel and look for Event Registrations
This will show the most recent events attended
There is also a link to Show associated event registrations that will take you to a filtered view for all event registrations that contact is associated with

Search for Legacy CiviCRM Events

All of the events in CiviCRM were imported to HubSpot so that the data would match events currently being created in HubSpot. To search for past events:

Go to HubSpot, in the CRM menu item choose Events
Here you can search for the event name or use Advanced filters to show all events of a certain type
1. To do this, click on Advanced filters, set the filter to Event type > is any of > and then choose the event type you are looking for
2. You can further narrow this search by adding in a location or start date

You can also look up contacts who participated in a specific event type (e.g., all contacts who were part of a Via Bootcamp)

Go to HubSpot, in the CRM menu item choose Lists
Click Create List
Name your list and choose Active List
Set the Filters as follows
1. Associated Records > Events > Event Properties > Event Type > is any of > Via Bootcamp

Event Types

When creating an event, select the appropriate event type from the drop down. If the desired event type does not exist, use the open text property. Event types are used for record keeping to quantify and filter how many of what type of events we have.

Reference

If the Legitimate interest CAPTCHA option is too presumptive in your cultural context, you’re welcome to select one of the other dropdown options.

HubSpot Team Contact Signup

Track Via Small Group Studies

HubSpot Forms

HubSpot Workflows

HubSpot Getting Started

HubSpot Events