Hubspot - 5. Import data from HubSpot to Virtual Pro

Import registrations from Hubspot to Virtual Pro:

Import registrations from HubSpot to Virtual Pro:

By configuring import mappings in Virtual Pro, you’ll be able to:

• Collect webinar and event registrations via HubSpot forms as contacts, and send them as registrations to Virtual Pro
• Automatically segregate users within Virtual Pro as per their registration type (Virtual Pro Groups such as Speakers, Attendee, Booth Members
• Import HubSpot custom fields to Virtual Pro.

Prerequisites for the import of data to Virtual Pro:

1. You will need to create custom Workflows in Hubspot to automatically send over Contacts to Virtual Pro
2. Custom Workflows are available in the Enterprise and Professional plans
3. The sync button at the event level need not be enabled for the import to flow through

You can set up the default import settings via the following steps. These settings will be applicable across all new events that are created once these settings are saved:

1. First Name, Last Name and Email are the mandatory fields for data to be imported to Virtual Pro and these will be mapped automatically. If any of these fields are not present for a contact in HubSpot, then that contact will not be imported to Virtual Pro.
   
   
2. You can map addition fields in HubSpot to send them over to Virtual Pro by clicking on ‘Add Fields’
   
3. You can choose to send the invite email to registrations who are imported to Virtual Pro by enabling the below toggle:
   
4. Finally, you can click on ‘Save and continue’ and move towards the export functionality
   Note - if you do not press ‘Save and continue’ and press ‘Skip’, then import will not work unless the import is saved at an event level.

Note: the above settings will be applied automatically to all events that are created once these settings have been saved. However, you can edit these mappings for a specific event by navigating to the event level integration settings and clicking on ‘Review Settings’:

Setting up a workflow on HubSpot to ensure flow of data from HubSpot to Virtual Pro:

You will need to ‘Create a workflow’ on Hubspot that is initiated by an Enrollment Trigger. Define a trigger that uses your previously created form as a trigger.

Please refer tothis link for more information on the Enrollment Trigger.

 

Note : Kindly note that you will get an option to create custom Workflows in Hubspot in Enterprise and Professional plans only. If you are on any of these plans then only you can create Workflows and import data to Virtual Pro.

Setup the workflow in HubSpot using ‘Send Contacts as Registrations’ and start importing data to Virtual Pro. 

Go to Hubspot > Login with your credentials > Select the Automation > Create a Workflow.

• Virtual Pro App will be visible in Workflow’s action section for you to use -
  
• Virtual Pro action will have Event and Group name properties for configuration. Here Event name is mandatory and Group name is optional. If you do not select any value in Group, all the data to be synced with ‘Default Attendee Group’ in Virtual Pro. Also, the event list will be populated as per Organizer i.e. you will only see events created under your Virtual Pro account -

Select the Virtual Pro event Name and Select the Virtual Pro group name from the Hubspot dashboard as shown in the image above:

• Setup a workflow by defining the conditions so that when any new Contact is created/updated then send the data to Virtual Pro. So define the condition 1st for creation or modification.
• Then go to Actions and select 'Send Contacts to Virtual Pro action
  Then select the event to which you want to send the contacts
  For specific group select the group name (If not selected, everything will be sent as Default Attendee).
• Then Save the Workflow and come back to Virtual Pro.
  Now go to event and start setting up the HubSpot app for the event (CTA - Setup)
• By default FN (First name), LN (Last Name) and Email will be imported, to import anything additional -> click on add more fields.
• If you don't have any specific field to import then create custom profile field on Virtual Pro.

If no additional field mapping is required, then Publish your workflow in HubSpot and data will start to import.

Logs :

You can check the logs from the dashboard for Import and Export for both successful and failed entries.

Kindly go to the Integrations section in the dashboard > Logs > Select Hubspot from the dropdown menu -