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Integrating Your Webinar with HubSpot
Integrating Your Webinar with HubSpot

Learn how to sync your webinars and contacts from your Cvent account to HubSpot.

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Written by Meaghan Laaper
Updated over a week ago

Your webinars generate a lot of valuable data. Connecting your Cvent account with HubSpot allows you to capture key interactions between attendees and webinars, which helps you personalize marketing campaigns and understand the needs of prospects and customers. This article will guide you through the following steps:

Setting Up Your Integration in Cvent

1 Understand the HubSpot integration. The Cvent to HubSpot integration uses OAuth to update your HubSpot account every time a trigger is met in Cvent. To authenticate the integration, you'll need:

  • An active Webinar Pro plan.

  • HubSpot credentials with administrator or app marketplace access.

2 Set up the integration. Log in to your Cvent account. Click the profile icon in the top right, then click Manage Account. The Plan and Billing tab opens by default. Click the Integrations tab to the right. On the HubSpot card, click Set Up.

If you're not already logged in to HubSpot, enter your HubSpot credentials and click Next.

Click the radio button to the left of the Cvent account you want to integrate. You can only integrate one Cvent account with HubSpot.

Choose an account menu with Name Cvent and Details cvent.com

Then click Choose Account.

Review the access requirements and click Connect app.

NOTE: You must complete this step within five minutes or the session will expire. If it does, repeat these steps.

3 Understand how webinars will integrate. New webinars you create will have the HubSpot integration turned on automatically. To sync future activities from webinars you have already created, select your webinar.

From the left-hand navigation, click Integrations. Toggle HubSpot to blue. Now, when anyone registers or attends, or their registration is canceled, the webinar and activities attendees will sync to HubSpot.

Setting Up Your Integration in HubSpot

1 Enable marketing events in HubSpot, if necessary. Cvent webinars will sync to HubSpot as marketing events. Follow these steps to add the marketing events object to your HubSpot account.

NOTE: Do not change Marketing Event fields directly in HubSpot. Instead, update the details in your webinar.

2 Understand the marketing event record. When you modify the webinar's details or cancel the webinar, it will trigger an update in the marketing event in HubSpot. Each webinar you've chosen to integrate will map the following fields into HubSpot as a marketing event:

Webinar Fields

HubSpot Marketing Event Fields

Webinar Name

Name

Start Date, Start Time

Start date

End Date, End Time

End date

Webinar Status (Canceled or Not)

Event Status

Description

Description

Account First name and Last name

Organizer

You can also view the following registration data about your webinar:

  • Number of registrants

  • Number of cancelled registrants

  • Number of attendees

NOTE: Wondering why your registrations look higher in HubSpot than Cvent? HubSpot includes Canceled attendees in the total list of Registered attendees.

3 Understand which attendee actions trigger a sync. When someone registers for your webinar, your registrant attends your presentation, or a registration is canceled, their contact will update in HubSpot and one of the following will occur:

  • Match found - If a Cvent attendee's email address matches a contact record in HubSpot, mapped fields will be updated in HubSpot.

  • Match not found - If a Cvent attendee's email address does not match a contact record in HubSpot, a new contact is created in HubSpot with any mapped fields provided during registration.

Attendee information that you collect during registration will map into HubSpot as contact fields:

Webinar Attendee Fields

HubSpot Contact Fields

Company

Company Name

Email

Email

First Name

First Name

Last Name

Last Name

Job Title

Job Title

Phone Number

Phone Number

Address

Street Address

4 Add lists to sort your attendees. In HubSpot, you can use contacts and their status in Marketing Events to generate lists of contacts who registered or attended a webinar. Follow these instructions to create and manage your lists.

Example lists in hubspot include registered for webinar, canceled registration, and attended a webinar

Managing Your Integration in Cvent

1 Pause the integration from your Cvent account, if necessary. To temporarily stop data from syncing to HubSpot, log in to your Cvent account. Click the profile icon in the top right, then click Manage Account. The Plan and Billing tab opens by default. Click the Integrations tab to the right.

On the HubSpot card, click View Details. In the pop-up modal that appears, click Disable, and data will stop syncing from your Cvent account to HubSpot.

NOTE: Any webinars created or attendee activities that occur when your integration is paused will not sync to HubSpot.

Or, pause the integration for only one webinar. To temporarily stop data from a single webinar from syncing to HubSpot, log in to your Cvent account. Click the Webinars tab at the top of the page. Select your webinar. From the left-hand navigation, click Integrations. Toggle the HubSpot integration to gray, then click Turn off to confirm.

NOTE: Webinar updates or attendee activities that occur when your integration is paused will not sync to HubSpot.

2 Re-enable the integration from your Cvent account, if necessary. If you paused your integration and want to resume syncing from Cvent to HubSpot, click the profile icon in the top right, then click Manage Account. The Plan and Billing tab opens by default. Click the Integrations tab to the right.

On the HubSpot card, click View Details. In the pop-up modal that appears, click Enable, and data will start syncing from your Cvent account to HubSpot.

If you created webinars while your integration was paused, follow the instructions in step 3 to manually sync the webinars to HubSpot.

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