BagEvent Help

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HubSpot ​

Connect your HubSpot account and BagEvent keeps it up to date: people who register become HubSpot contacts, and each event can appear in HubSpot as a marketing event that shows who registered, who attended and who cancelled. You set it up once on the Apps tab of the Integrations page in the organizer app.

What you need

  • The Business plan or above. If your plan lapses, syncing pauses and resumes when the plan is active again.
  • A HubSpot account where you are allowed to install apps.
  • Access to all events in your BagEvent organization. A team member who is limited to selected events cannot open the HubSpot connection.

Connect HubSpot ​

  1. In the organizer app, open Settings → Integrations in the left menu. It opens on the Apps tab.
  2. On the HubSpot card, choose Connect HubSpot.
  3. HubSpot asks which account to use and lists the permissions BagEvent needs. Approve all of them.
  4. You come back to the Apps tab, and the card shows Connected to followed by your HubSpot account.

If you close HubSpot's screen or decline, nothing is connected and you can start again whenever you like.

One HubSpot account can be connected to one BagEvent organization at a time.

What is synced ​

From the moment you connect, new activity in BagEvent is sent to HubSpot.

Contacts ​

Each attendee is matched to a HubSpot contact by email address. If there is no contact with that email, one is created. Email, name, phone, company and job title are always sent.

A contact is sent once the registration is confirmed: paid, free, or approved. Nothing is sent while an order is unpaid or a registration is waiting for approval. After that, changes are sent too, including a cancellation.

BagEvent properties on the contact ​

BagEvent adds a property group named BagEvent to your HubSpot contacts. Each property's name starts with "BagEvent: ".

PropertyWhat it holds
Last eventThe event the person most recently registered for
Last event dateWhen that event takes place
Last ticketThe ticket they hold for it
Last registered atWhen they last registered
Last checked in atWhen they were last checked in
Events registeredHow many of your events they have registered for
Events attendedHow many of your events they have attended
Last order amountThe amount of their most recent order
Last order currencyThe currency of that order
Registration sourceWhere the registration came from
Opted out of organizer emailsWhether they opted out of your BagEvent emails

Marketing events ​

Each BagEvent event appears in HubSpot as a marketing event, and each contact is recorded there as registered, attended or cancelled. You can turn this part off in the settings.

What is not synced ​

  • Nothing comes back from HubSpot. Changes you make to a contact in HubSpot do not change the attendee in BagEvent.
  • HubSpot's marketing subscription status is never changed. If someone opts out of your BagEvent emails, BagEvent marks that on the contact with its own property, Opted out of organizer emails. What you do with it in HubSpot is up to you.

Settings ​

On the HubSpot card, choose Settings.

  • Sync to HubSpot. Turn this off to pause syncing without disconnecting. The card shows Syncing is paused until you turn it back on.
  • Which events. All events includes events you create later. Selected events only sends just the events you pick.
  • Also record registrations and attendance as HubSpot marketing events. Leave this on to get a marketing event in HubSpot for each BagEvent event.
  • When an attendee's data is erased in BagEvent. See Erasing an attendee's data.
  • Extra fields. See below.

Choose Save when you are done.

Extra fields ​

The fields under Always synced are sent for every attendee. To send an answer from your registration form as well:

  1. Under Extra fields, choose + Add field.
  2. Pick the registration field on the left and the HubSpot contact property it should fill on the right.
  3. Choose Save.

Each HubSpot property can be used once, and you can add up to 50 extra fields. If HubSpot cannot accept a field for the property you picked, saving shows a message that names the property. Pick a different one or remove the row.

Sync existing attendees ​

Only new activity syncs automatically. People who registered before you connected are not sent until you ask.

  1. Open Settings on the HubSpot card.
  2. Under Sync existing attendees, choose Sync existing attendees.
  3. Check the events named in the confirmation. They are the events chosen under Which events. Then choose Sync these attendees.

BagEvent shows how many were queued. One run queues up to 5,000 attendees. If you have more, BagEvent tells you so. Run it again when those have finished.

People who had already cancelled are not included.

The sync log ​

Choose Sync log on the HubSpot card to see everything BagEvent has sent or is about to send, newest first. The tabs filter the list:

TabShows
WaitingQueued, or being sent right now
FailedCould not be sent, with the reason
DoneSent to HubSpot
SkippedNothing needed to be sent

Skipped is not an error. It means there was nothing to send, for example because syncing was turned off, the event is not one you chose to sync, the attendee has no email address or was erased, the event is not published, or marketing events are turned off.

Retries ​

When something cannot be sent, BagEvent tries again by itself after 1 minute, 5 minutes, 30 minutes, 2 hours and 12 hours. If it still fails, it is marked Failed and the card shows how many could not be synced. Open the log from that link, fix the cause, and choose Retry on the row.

A record that HubSpot rejects outright, for example an invalid email address, fails straight away without the automatic retries.

Erasing an attendee's data ​

When an attendee's data is erased in BagEvent, the setting decides what happens to their HubSpot contact:

  • Leave the contact in HubSpot (the default). Nothing changes in HubSpot. Remove the contact there yourself if you need to.
  • Delete the contact in HubSpot too. The contact is deleted from your HubSpot account as well, but only if that person has no other registrations with you. This cannot be undone.

Disconnect ​

On the HubSpot card, choose Disconnect and confirm. BagEvent stops sending anything to HubSpot. Contacts and marketing events that were already synced stay in HubSpot. The sync log in BagEvent is cleared. You can connect again at any time.

Good to know ​

  • Changing an attendee's email creates a second contact. Contacts are matched by email, so the new address becomes a new contact in HubSpot. Merge the two in HubSpot.
  • Undoing a check-in corrects the contact, not the marketing event. The contact's BagEvent properties are corrected within a minute or so: "Events attended" goes down, and "Last checked in at" shows their latest remaining check-in or is cleared. The HubSpot marketing event keeps showing them as attended, because HubSpot does not let an attendance be taken back.
  • "Sync existing attendees" does not include people who had already cancelled.
  • A large first sync can take several minutes. Watch the Waiting tab of the sync log to see it progress.
  • Disconnecting clears the sync log in BagEvent. Everything already in HubSpot stays.

Troubleshooting ​

The card says "Needs reconnecting". HubSpot has stopped accepting the connection, usually because the app was uninstalled in HubSpot or access was revoked. Choose Reconnect and approve the permissions again. Activity that happens in the meantime waits and is sent after you reconnect.

A contact failed because of an invalid email. HubSpot refuses email addresses it considers invalid. Correct the attendee's email in BagEvent, then open the sync log, find the row under Failed and choose Retry.

"This HubSpot account is already connected to another BagEvent organization." Disconnect it in the other organization first, or connect a different HubSpot account.

Nothing has synced. Check that Sync to HubSpot is on in the settings and that the event is included under Which events. Look at the Skipped tab of the sync log for anything that was left out. Remember that an unpaid or unapproved registration is not sent yet, and that attendees who registered before you connected need Sync existing attendees.