After someone registers for an Event in Webex, the next action that they will take is to attend the event. To track attendance on your HubSpot Contact Timeline, follow the steps below.
NOTE: If you want to track registrations via HubSpot form submissions, review this help article.
Step 1: Add an Activity Mapping in your Bedrock portal and rename it "Activity Mapping (Attendance)"
Step 2: Add Required Field Mappings
There are four (4) required fields that must be mapped to create an Attendance activity on the timeline of a contact in HubSpot:
- Attendee Email
- Event ID
- Occurred At dates (this is the time when the person attended the event, not the date of the event, although these should be essentially the same)
- Session Name (this is the name of the event)
Step 3: Add Required Relationship Mappings
You must add a relationship for the Contact records to ensure that the attendance gets added to the right contact in HubSpot.
First click on the Relationships tab at the top of the Activity Mapping and then click on Add Relationship.
Make sure to select Webex > History for the Webex row and then for HubSpot make sure to choose HubSpot > Attendance. Here is what it looks like:
Step 4: Add in recommended field mappings (optional)
Besides the required fields, there are some popular / recommended fields you can add to help further with segmentation within HubSpot. Since these fields from Webex don't have a default field that they can map to over in HubSpot's timeline, you must use one of the five dedicated Custom Fields that we have built into the Connector. Note that you can't customize these names within HubSpot so you just need to remember that "Duration" = Custom Field 1 and so forth.
- Duration: This tells you how long in minutes how long someone attended the event.
- Scheduled Time / Event Date: The official start time of the event (not to be confused with the Occurred At date mapped earlier)
- Session Key: The ID of the Event (not to be confused with the Event ID required field)
Step 5: Setup Smart Lists in HubSpot to track attendance for events
Once you have all of this great attendance data in your HubSpot portal, you will want to segment using the information now stored in the Attendance object within your HubSpot portal. Here is how you can go about setting up these Smart Lists in HubSpot.
Step 1: When building a list in HubSpot, from the list of filters you want to select the "Attendance property" option.
Step 2: Select the fields you want to use for your filters. For example, if you want to track a specific event attendance, select the Event Title field.
Step 3: Add in more field filters as required
Lets say you have a recurring event where the Title is identical each time. In order to track attendance you'll not only need the Event Title as a condition but also the Event Date.