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Hubspot integration - Setup in Bevy

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Integration setup

To enable this integration in the Bevy dashboard, do the following steps:

  1. Log into your Bevy Admin dashboard.
  2. Navigate to the general settings and select the Integrations tab at: /accounts/dashboard/#/admin/settings/general/
  3. Toggle the Connect button into the on position for HubSpot.
  4. Add the HubSpot account you’re importing Bevy data into, and authenticate the integration.
    1. The API Keys are not required, you can leave them empty and hit "Create"
      Screenshot 2024-05-06 144313.png
    2. Authorize the application "Bevy 1.2" to connect using your credentials:
      Screenshot 2024-10-01 at 1.32.04 PM.png
  5. Check the field mappings for attendee data, event data, and user data.
  6. Save the integration. As users take action on the site, you will start seeing incoming data.

To disable the integration, turn off the Connect toggle.

Data Types Setup

This page provides information about setting up the individual data types:

  • Sync Bevy users as contacts
  • Sync Bevy attendees as contacts
  • Sync Bevy events as marketing events

Note: Any mappings between a date field in Bevy and a custom date property in HubSpot (properties created by the HubSpot account manager) must be created using the HubSpot API, and not the HubSpot UI. Mappings between a date field in Bevy and a custom date property in HubSpot not created this way will not work. Learn more at https://developers.hubspot.com/docs/api/faq

Sync Users as Contacts

Every time a user signs up for an account, we trigger an update, and that user's data is sent to HubSpot. Bevy users are synced as contacts from Bevy to HubSpot.
By default, Bevy sends first name, last name, and email address. Additional Bevy user fields can be mapped to contact fields in HubSpot, including the following:

User data UTM Parameters
First Name UTM Campaign
Last Name UTM Content
Email address UTM Medium
User ID UTM Source
Joined date UTM Term
Deleted date  

Sync Attendees as Contacts

Attendees are synced as contacts. We associate them with the marketing events.

Every time a user RSVP to an event, we trigger an update and send that data. When an attendee moves from being registered to check in, we send a status update, so you can track it in real time.

By default, Bevy sends first name, last name, and email address. Additional Bevy attendee fields can be mapped to contact fields in HubSpot, including the following:

Attendee data Event data UTM parameters
First name Event title UTM Campaign
Last name Event chapter ID UTM Content
Email address Event ID UTM Medium
Attendee ID   UTM Source
Check in date   UTM Term
Created date    
Deleted date    
Status    
Ticket title    

Sync Events as Marketing Events

Events are synced as marketing events from Bevy to HubSpot. Draft events are not synced.

Marketing events are generated in HubSpot for every event published in Bevy.

Event data
Title
Short description
ID
Event type
Published by full name
Chapter ID
URL
Start date
End date

UTM Parameters

You'll find the UTM parameters available in the User and Attendees mapping:

The next table explains the meaning of each UTM parameter:

https://demo.bevylabs.com?/utm_source=email&utm_medium=newsletter&utm_campaign=spring_sale&utm_term=running+shoes&utm_content=topbanner

Parameter Purpose Example Mapping name
utm_source (REQUIRED) This indicates the social network, search engine, newsletter name, or other specific source driving the traffic.  utm_source= email UTM Source
utm_medium (REQUIRED) This tracks the type of channel driving the traffic: organic social, paid social, email, and so on utm_medium= newsletter UTM Medium
utm_campaign (REQUIRED) Identifies the name of a specific promotion or campaign that you may be running  utm_campaign= spring_sale UTM Campaign
utm_term Used for paid keyword-based advertisements or key phrases used in Google Ads utm_term= running+shoes UTM Term
utm_content Identifies what specifically was clicked to bring the user to the site, such as a banner ad or a text link. 

utm_content= topbanner

or

utm_content= textlink

 UTM Content

 

When and how the UTM information is stored

The data is stored after the following actions:

  • When a user signs up
  • When a user purchases a ticket

Both pieces of data are accessed separately and do not overwrite each other.

If someone signs up using a link with certain UTM details and then buys a ticket through another link with different UTM details, then both sets of UTM info will be available. They are stored separately for the signup and ticket purchase actions.

Furthermore, If a person clicks on a link with UTM information and doesn't do anything, but later clicks on another link with different UTM info, only the most recent UTM info will be saved.

Notes

  • We send a status for canceled or live events.
  • We do not sync draft events.
  • Hidden events do sync.

Payload Examples

User Payload

{
  "id": 4,
  "first_name": "Tim",
  "last_name": "Tim",
  "role": {
    "id": 1,
    "name": "User",
    "description": "This user has standard permissions on the site.",
    "user_active_status": true
  },
  "email": "carter+timtim@bevy.com",
  "date_joined": "2021-05-05T17:07:23Z",
  "deleted_date": null
}

Attendee Payload

{
  "id": 9,
  "first_name": "Carter",
  "last_name": "Bancroft",
  "email": "carter+superuser@bevy.com",
  "user_id": 2,
  "created_date": "2021-05-22T17:34:48Z",
  "checkin_date": "2021-05-24T16:26:30Z",
  "deleted_date": null,
  "ticket_title": "RSVP",
  "status": "checked-in",
  "surveys": {},
  "event_id": 9
}

Event Payload

{
  "id":10,
  "title":"Conf 5/25",
  "key_persons":[
    
  ],
  "description_short":"huihuihuihui",
  "picture":{
    
  },
  "chapter":{
    "chapter_location":"Central, MI (US)",
    "city":"Central",
    "country":"US",
    "country_name":"United States of America",
    "description":"Lorem ipsum dolor sit amet, consectetur adipiscing elit, sed do eiusmod tempor incididunt ut labore et dolore magna aliqua. Ut enim ad minim veniam, quis nostrud exercitation ullamco laboris nisi ut aliquip ex ea commodo consequat. Duis aute irure dolor in reprehenderit in voluptate velit esse cillum dolore eu fugiat nulla pariatur. Excepteur sint occaecat cupidatat non proident, sunt in culpa qui officia deserunt mollit anim id est laborum.",
    "id":7,
    "chapter_team":[
      {
        "id":1,
        "user":{
          "id":1,
          "first_name":"Barry",
          "last_name":"Allen",
          "avatar":{
            "path":"avatars/barry_allen.jpg",
            "thumbnail_format":"auto",
            "thumbnail_width":400,
            "url":"",
            "thumbnail_url":"",
            "thumbnail_height":400
          },
          "company":"CCPD",
          "email":"barry.allen@trybevy.com"
        },
        "chapter":{
          "chapter_location":"Central, MI (US)",
          "id":7,
          "title":"Central City"
        },
        "is_payment_lead":false,
        "role":{
          "id":1,
          "name":"Lead Organizer",
          "description":"Full chapter permissions (events, settings, payments, team management, sponsors, invoicing, newsletters)",
          "permissions":[...],
          "visible":true
        },
        "title":"Director",
        "visible":true,
        "order":0,
        "created_date":"2017-01-05T21:19:47Z",
        "document_status_data":[]
      },
      {
        "id":2,
        "user":{
          "id":2,
          "first_name":"Carter",
          "last_name":"Bancroft",
          "avatar":{},
          "company":"",
          "email":"carter+superuser@bevy.com"
        },
        "chapter":{
          "chapter_location":"Central, MI (US)",
          "id":7,
          "title":"Central City"
        },
        "is_payment_lead":false,
        "role":{
          "id":1,
          "name":"Lead Organizer",
          "description":"Full chapter permissions (events, settings, payments, team management, sponsors, invoicing, newsletters)",
          "permissions":[
            ...
          ],
          "visible":true
        },
        "title":"Awesome Title",
        "visible":true,
        "order":0,
        "created_date":"2021-04-12T20:22:40Z",
        "document_status_data":[
          
        ]
      }
    ],
    "state":"MI",
    "timezone":"America/Detroit",
    "title":"Central City",
    "relative_url":"/central-city/",
    "url":""
  },
  "start_date":"2021-05-25T09:20:00-04:00",
  "end_date":"2021-05-26T10:20:14-04:00",
  "url":"",
  "status":"Published",
  "created_ts":"2021-05-25T12:16:18.536245-04:00",
  "updated_ts":"2021-05-25T12:21:12.628824-04:00",
  "venue_name":null,
  "venue_address":null,
  "venue_city":null,
  "venue_zip_code":null,
  "event_type_title":"Conference RSVP"
}