New leads generated for your AEvent timelines can be sent via API to your HubSpot account at the time of registration.
Then, through AEvent, you can initiate timeline actions, triggering the right message for the right audience at the right time, with your email sequences fully customized and dynamic, unlocking full evergreen automation potential.
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Timeline Actions:
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Adding your HubSpot Account to AEvent
In order to add your HubSpot Integration, you will need to first navigate to Integrations within AEvent, click Add Integration, and then search / select HubSpot.
Then name your integration as you see fit, and click 'Add.'
When you click on 'Add,' a pop-up from HubSpot will appear. Please login to your HubSpot account.
Once logged in, if you have sub-accounts, you will need to choose the one you with to work with.
Then click on grant access.
Once your HubSpot account has been successfully added, you will be see it's Connected state, and you are able to click on 'Test'.
A successful connection will yield a positive test result. Congratulations, your HubSpot account is now successfully connected to AEvent!
Configuring your HubSpot Integration within a Timeline
In order to utilize your HubSpot Integration within AEvent, you need to activate it within the timeline you are working with. To do this, open the timeline you are working with.
Then select Integrations, set your HubSpot Integration as Active, then click on the cogwheel to define your settings
Within the Integration Settings, we can select either a Campaign, Workflow, or Tag to add the registrants to (when they register).
We HIGHLY RECOMMEND clicking on Custom Fields (Personalization) - Show, and setting up some custom personalization fields.
These are values that include not only email and name (Join Link, Replay Link, Day of Webinar, Day of Week, Time, UTM Tracking Parameters, etc.) and are sent along with the new subscriber information to HubSpot.
We've made the creation of these fields easy, and by clicking the 'Create System Fields button', AEvent will automatically create within HubSpot the needed Custom Fields, while selecting those values within AEvent.
You can also use the Create Single Field to create a single Custom Field within HubSpot. OR you can manually create fields / use pre-created fields. If you manually create a new field within your HubSpot integration, you will need to click on Refresh for it to appear here.
Once you create your custom fields, you can click out of the pane, as the initial setup of your HubSpot integration within THIS AEvent timeline is now complete!
Creating a Timeline Action to Add Contact to (or Remove) from a List
Setting up a timeline action to Add or Remove From a HubSpot List is easy.
Within the timeline builder, start by creating an action and selecting the date and time that you wish the action to occur. Select the audience you are targeting, then select your HubSpot Integration, and Add to Campaign (OR, Pause, OR Remove From).
If you have created the automation since your last integration refresh, you may need to refresh your integration before finding the newly created automation. (you can do this within Integration ➜ HubSpot Settings.
Once you've selected the HubSpot Campaign that you wish to Add To, Pause, Or Remove From, just click on Create.
Your HubSpot Campaign Action has now been created, and you can view it on your timeline. At the date/time you selected, the subscribers matching the audience you selected will now be added to this campaign.
Creating a Timeline Action to Start a Workflow (or Remove From Workflow)
In this example, we will add a registrant to a workflow 1 day after the event at 8:00 AM EST. The steps to Remove a registrant from a workflow are essentially the same as outlined below.
First, Within the timeline builder, start by creating an action and selecting the date and time that you wish the action to occur. Select the audience you are targeting, then select your HubSpot Integration and Start Workflow.
After clicking on Create, your action will be created and viewable on your timeline.
When this action occurs, it will now add all registrants that match the Non-Attendee Audience will be added to the AEvent Non-Attendee Workflow. Had I wanted to remove a registrant from a workflow, I would have just selected 'Remove from Workflow'
Creating a Timeline Action to Delete a Subscriber
If you wish for an automation action to occur that will delete a certain audience at a certain time from your HubSpot account, these are the steps.
Within the timeline builder, start by creating an action and selecting the date and time that you wish the action to occur. Select the audience you are targeting, then select your HubSpot Integration, and Delete Subscriber.
After clicking on Create, your action will be created and viewable on your timeline.
When this action occurs, it will delete all subscribers matching the audience selection from your HubSpot Account. DO NOTE: This does not remove the registrants from your AEvent account.
Using AEvent Custom Fields as Personalization values inside your Emails
When registrant information is sent to HubSpot on registration, any custom fields that you have set up will be sent along as 'Personalized Content' or 'Personalization Tags.' You can use these dynamic tags to not only populate the normal stuff like First Name, but you can use Join URL, Replay URL, Day of Webinar, Time of Webinar, ETC.
Below, we are in the HubSpot email editor, and here, using the Personalize Option, we can search out all of the fields that are being sent at the time of Registration.
Once I select one of these values, it will be available for use within the email editor. (In the example below, we've selected both the First Name as well as the registrant's Dynamic Join Link.
And that's it! You can pass any value into AEvent on registration, all the way into HubSpot, and then use that value in your email sequences!
Setting Up Date Field To The "Midnight" Format
In this example, we will add a custom field using the HubSpot integration in the timeline settings.
(Hubspot prefers a special date code vs a standard epoch date code)
First, within HubSpot, click the gear icon and go to Properties:
Click on Create Property:
In this example, I'll use Contact Information as a group and Label it as "Midnight Format":
In the next step, select Date Picker as the Field Type:
Back on AEvent, go to your timeline and HubSpot integration settings. You might have to click the refresh icon. Under the Property that you created, you can select a custom field and select the "Midnight" format:
Sending a successful test will give you a property that looks like this:
How to reconnect your HubSpot Integration
If you are encountering issues with your HubSpot integration, it is possible that the API key issued from HubSpot has been reset or changed. If you click 'Test' and it is NOT successful, the first step we recommend is reconnecting your integration.
By clicking Re-Connect, you will be prompted to log in to your HubSpot account.
Once logged in, if you have sub-accounts, you will need to choose the one you wish to work with.
Then click on grant access.
Once reauthorized, your integration will show as Connected, and you will be able to click on 'Test'.
A successful connection will yield a positive test result. Congratulations, your HubSpot account is now successfully Re-connected to AEvent!
How to remove your HubSpot Integration from AEvent
If you want to remove your HubSpot integration from AEvent, you need to navigate to Integrations, locate your HubSpot integration, and click on the trashcan icon.
You then will be prompted to confirm deletion.
(NOTE: Removing this integration will immediately affect its use with any timelines that it is active in.)
If you are experiencing issues with this integration but do not desire to REMOVE it, we recommend reconnecting it instead. This will allow it's configuration to
continue as set within your timelines.
Once you confirm removal, the integration within AEvent no longer exists.