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Hubspot integration -Connect Bevy to Hubspot

  • Updated

Connect Bevy to HubSpot from Settings → Integrations so community data syncs one-way into HubSpot: members and event attendees as contacts, and events as marketing events. A community admin turns Connect on, completes the setup wizard (HubSpot sign-in and field mapping), then verifies sync.

Bevy pushes selected community records one-way into HubSpot through the HubSpot API. Changes you make in HubSpot do not write back to Bevy. After a create or update in Bevy, HubSpot usually shows the change within about five minutes. That timing is fixed.

In Bevy In HubSpot
Users (members) Contacts
Event attendees Contacts, associated with the marketing event
Events Marketing events

Note: Draft events are not synced. Hidden events do sync. Bevy also sends status for canceled or live events, and attendee status updates such as registered to checked in.

Who can connect

Bevy turns on the HubSpot card for your community. If you do not see HubSpot under Settings → Integrations, contact your Customer Success Manager or Bevy Support.

After the card is available, a community admin connects HubSpot from that page.

Before you connect

  • Use a HubSpot login that can read and write contacts and marketing events. HubSpot will ask you to authorize Bevy for those objects (and may request extra scopes if your HubSpot account uses custom relationships).
  • Decide whether you will test in a HubSpot sandbox first. If you do, you will reconnect the same Bevy card to your production HubSpot account before go-live.

Connect HubSpot

  1. Sign in to the Bevy admin dashboard as a community admin.
  2. Go to Settings → Integrations (/accounts/dashboard/#/admin/settings/integrations/).
  3. Find the HubSpot card and turn Connect on. A setup wizard opens in a popup window.
  4. In the wizard, sign in to the HubSpot account that should receive Bevy data and authorize Bevy. If the HubSpot auth step shows optional API key fields, leave them empty and continue — OAuth is enough.
  5. Still in the wizard, review and set field mappings for users, attendees, and events (see Map fields below).
  6. Finish the wizard and close the popup. Bevy enables the connection. The Connect toggle stays on.

As people create accounts, register for events, and publish events on your site, Bevy begins syncing those records one-way into HubSpot.

Map fields

Field mapping happens inside the same setup wizard that opens when you turn Connect on. After you are connected, open the wizard again with the edit control on the HubSpot card to change mappings or re-check them.

By default, Bevy can send first name, last name, and email for users and attendees. Use the wizard to map additional Bevy fields to HubSpot properties.

Sync object Fields you can map (examples)
Users → contacts First name, last name, email, user ID, joined date, deleted date, UTM fields
Attendees → contacts First name, last name, email, attendee ID, status (registered / checked-in / deleted), check-in and created dates, ticket title, event title / ID / chapter ID, UTM fields, plus global pre-order and post-order form fields
Events → marketing events Title, short description, URL, start and end dates. Some marketing-event fields (for example ID, event type, chapter ID, and publisher) are sent automatically

Synced contact values land in HubSpot contact properties. Default HubSpot fields stay in their usual groups. Custom mapped Bevy fields appear in a dedicated contact-property group so related community data is easier to find on a contact.

Only fields created at the global level in Bevy can be mapped for attendees. Put questions on the global pre-order or post-order form if you need them in the attendees mapping step. Fields that exist only on a single event’s form are not available to map.

Some marketing-event values are sent automatically when Bevy creates the marketing event (for example event type, organizer, description, event source, event status, start and end dates, and cancellation status). You do not map every marketing-event field by hand.

Tip: HubSpot property types can vary by HubSpot plan. If a mapping type looks unexpected, confirm the property type with your HubSpot team.

UTM parameters

UTM Source, Medium, Campaign, Term, and Content are available on the user and attendee mapping steps. Bevy stores UTM data when someone signs up and when someone purchases a ticket. Those two actions keep separate UTM values and do not overwrite each other. If someone clicks a UTM link and takes no action, then later clicks a different UTM link before signing up or buying, only the most recent unused UTM set is kept for that next action.

How contacts are matched

Bevy matches HubSpot contacts by email address. If a contact with that email already exists, Bevy updates it with the latest values from Bevy. Newer first or last name values from an attendee form can overwrite earlier values on the same contact.

Events that already exist in Bevy

Events created before you connect do not automatically appear as marketing events the moment Connect turns on. Save an edit on the event to backfill it into HubSpot. Until that marketing event exists, attendees for that event can still sync as contacts, but they are not associated with the marketing event yet.

Test the connection

  1. Finish Connect and field mapping in the wizard.
  2. In Bevy, create a test user or registration (and a published test event if you need a marketing event).
  3. In HubSpot, confirm the contact and — when expected — the marketing event and association. Prefer a HubSpot sandbox for the first pass.
  4. If you tested in a sandbox, use edit on the HubSpot card to reopen the wizard and authenticate your production HubSpot account before go-live.

Change mapping or disconnect

  • Change mapping or HubSpot account: On the HubSpot card, select edit to reopen the setup wizard.
  • Disconnect: Turn Connect off and confirm. Syncing stops until you connect again.

Not included

  • Bevy email activity does not sync into HubSpot.
  • There is no HubSpot field that shows whether a contact is a member of a specific Bevy chapter.
  • You cannot change the sync timing from the roughly five-minute cadence.