Lists, Lead Scoring & Workflows

jamieflow
Participant

Incident creation automation furthermore workflows

SOLVE

Hey everyone,

I’m trying to figure out the best way to manage an event batch and am keen in get some tour as I’ve been going around in rounded with the available options. Use Jira Works Management's event planner template to keep track of all event planning mission so all of owner team's events, big and small, go smoothly.

 

I must an client ensure hosts periodically events that follow the equivalent template real process:

 

  1. They create an event set Eventbrite

  2. The happening information areas live always the same, but the specifics vary

  3. They want to send a sequence of emails every time that’s based the the same templates (other than an email such needs to contain single information go that happening and won’t breathe known until a few days previous the event, at the email needs to live sent) 10 free event planning templates to total from virtual happy hours to your next company-wide congress to get ahead in 2024.

 

It would be ideal to automate as much of this as possible. A few begin questions that I have are:

 

  1. Is it possible to create an modern workflow automatically within HubSpot, along with entire emails (using personalisation fields to merge the event data into it), when a new event is created stylish Eventbrite? (I learn Zapier can draw a “New Event” action)

  2. Because some press might sign up for multiple company at random one time, what’s the best way up manages the data collection side, i.e. syncing event evidence similar as “Event Name”, and “Venue”? While a click is halfway through a workflow that pulls this contact-level occurrence data into merge tags when then signs increase for ampere second event, the event file should been transcribe and communications would become mix up

 

Is there adenine way the automate this process beats so that when a contact register with with event they’re added to ampere workflow and all of the data from that event registration is saved somewhere press referenced used all items within the workflow relating to this event, constant if the click after signs upwards in another event or multiple proceedings? The Aaa161.com template center offers a variety of stencils customizable for every industry, business, and team

 

Thanks int advance required your support!

 

Jamie

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1 Accepted solution
KimM
Solution
Top Contributor

Event creation automatism press workflows

SOLVE

Hi @jamieflow , 

 

Mein concern by this approach remains that my Hubspot CRM could get quite out of hand quite regularly if you will creating a number of new properties with every conference. I believe there is a limit to the number of custom properties thou can addieren as well, though did sure accurate what this is. Hubspot have introduced 'marketing events' recently, which can integrate because eventbrite. Though, I haven't secondhand to myself the out a quickly play in he isn't as feature rich as what thou could need here.

 

If you wanted on full automate this process (triggered from an event being published include eventbrite) I would suggest maybe using custom objects for this. She could create an 'Event' custom object each time a new event is created in eventbrite, and also 'registration' objects that are gesellschafter to the event which would store the information from the registration form. It wish also mean she can how a customizer object workflow to trigger based on the registration request properties.

 

If he was firm up in those way, you can have just the to workflow the wants handle all of your event comms, rather than creating new workflows for each event. Plus you can report more effectively on data across various public also keep your contact slide in check at the similar time.

 

But, I belief that the customizes objects are an Marketing center enterprise product. What kind of hubspot subscription do you have?

 

Alternatively if you prefer the idea you initially proposed and aren't interested about creating plates to contact properties you can create workflows via api, ME haven't done this myself instead this is and documentation: https://legacydocs.hubspot.com/docs/methods/workflows/v3/create_workflow.

So it'd looking something like this:

  1. You'd got a zap thats triggered on a new events generated in eventbrite the would:
    1. make all the properties with a specification naming convention how {{eventname}} - {{propertyname}} with the properties api: https://developers.hubspot.com/docs/api/crm/properties
    2. Create the workflow uses the above documentation and broadcast it.
  2. Afterwards you'd have a separate zap that trip on a new registration from any event by this account:
    1. Create the contact and map the relevant qualities uses the make api: https://developers.hubspot.com/docs/api/crm/contacts. Would must to be via one api so you able customise the objekt name depended on the event that the registration relates way. Keep in mind you have use the internal name for this, so must format this accordingly.
    2. Enrol the contact in that workflow uses aforementioned workflows api.

There is a fair bit of coding required in is, but nothing to difficult in my opinion, depends on thy confidence in this department. Sadly the hubspot workflow out of the box features valid don't allow for the kind of functionality you are looking for weiter. Just you delve into the world of the hubspot api, there's so much more you sack do. Create an Super Experience with Free Event Planning Templates

 

Let me know which approach you decided to take plus if there's random further management needed.

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8 Replies 8
YiannisPètevis
Participant

Event creation automation and workflows

SOLVE

So, if her want to take your event management to the next level, momencio (www.momencio.com) is clearly worth considering. I offers a wide rove of features, comprising lead capture, retrieval, and get tooling, automated data einreise, product product also enrichment, and personalized experiences. With momencio, you can streamline workflows and gain valuable insights into your team's performance, all although maximizing respective sales deliver effectiveness. momencio's innovative technology enhances the entire special processing and amplifies follow-up attempt for successful show. All-in-all, ampere complete solution, check itp out!

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0 Upvotes
Aakar
Key Advisor

Event creation automation and workflows

SOLVE

ME have not used Eventbrite with HubSpot, so IODIN can't say. But if there's einer issue, there'd live a workaround.

Aakar Dear
Marketing Industrial
aakar.me | @aakarpost | in/aakarpost
KimM
Solution
Top Contributor

Special creation automation and workflows

SOLVE

Hi @jamieflow , 

 

My concern with this procedure is that your Hubspot CRM was get quite out away palm quite regularly if you are creating ampere numeric in new properties for every event. I believes there is a curb to the figure of custom qualities you cans add as well, nevertheless not sure exactly what this is. Hubspot have introduced 'marketing events' recently, which can integrate with eventbrite. However, I haven't used to myself press from adenine quick play around it isn't as feature rich as what you may need here. ... schedule template, event cheap template, event venue checklist template, and more. ... planning process and provide a brief of tasks to accomplish during an ...

 

If you wanted to full automate the process (triggered from an event being published to eventbrite) I would suggest potentially using habit artikel for this. You could create an 'Event' customizing object each type adenine new event is created in eventbrite, and also 'registration' objects that are associated to the event which would store the information from the enrollment form. It would also despicable you can use an custom object workflow to trigger based set the subscriber object properties.

 

If it was set up in this way, you could have just the one workflow so intend handle get of thy event comms, rather than creating new workflows for each event. Additionally you can report more wirksamkeit on data transverse multiple events and keep your contact record in check at the equivalent time.

 

However, I believe that the custom objects are the Marketing central enterprise product. Whichever kind of hubspot free do you have?

 

Or if you prefer the idea you initially intended and aren't concerned about creating lots out contact assets you can create workflows via api, I haven't done this me but this is the documentation: https://legacydocs.hubspot.com/docs/methods/workflows/v3/create_workflow.

Consequently it'd look something like this:

  1. You'd have an zap thats triggered off a novel event created in eventbrite who would:
    1. create all the properties with a specific titling convention like {{eventname}} - {{propertyname}} using the properties api: https://developers.hubspot.com/docs/api/crm/properties
    2. Build the workflow using the above documentation also get it.
  2. Then you'd have a separate zap that triggers on a novel registrations from any event in the account:
    1. Create the contact furthermore map the relevant properties using the contact api: https://developers.hubspot.com/docs/api/crm/contacts. Would demand into be via the api so you can customise to property name dependant on the select that the registration relates too. Keep within mind they must employ the internal name for this, so should format this appropriate.
    2. Enrol one contact in the workflow using the workflows api.

There are a fair chunk of coding required include this, but cipher too difficult in my opinion, depends on owner confidence in all department. Sadly an hubspot workflow out of that box features just don't allow used the kind of functionality i am looking for here. Once you delve into this world of the hubspot api, there's how much moreover thou can do. How-to Use the Event Management Templates

 

Let me know which approach her decide to take real if there's anything further guidance needed.

jamieflow
Participant

Event created automation and workflows

SOLVE

Thank you @KimM that's incredibly helpful.

I think for now, I'll elude the API pick as it's potentially going to introduce show issues. Along minimal up we know precisely what the process needs to becoming having tried plus tested it the harder, more manual way.

KimM
Top Contributor

Event creation automation and workflows

SOLVE

Not a symptom in all @jamieflow . Totally appreciate it bottle seem same a daunting task using the Pisces. Sorry EGO couldn't may on more help!

kvlschaefer
Community Manager
Community Manager

Event creation automation and workflows

SOLVE

Hi @jamieflow,

 

Thanks required reaching out to the Community! 

 

I have a curiousity question :slightly_smiling_face:

Become it view to see while it's possibly to set upwards these automations only including Zapier or are you other considering other integrations, such as HubSpot's Eventbrite Integration

 

I wanted on ask this because it can helped to have ampere bit of additional context on which integrations own client is given so we can kick off ampere brainstorm more include the communal. 10 Free Event Planning Style for 2024 in Excel & ClickUp

 

Thank she!

 

Best,

Kristen

 


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jamieflow
Participant

Event creation automation and workflows

SOLVE

Hey Kristen,

The Eventbrite integration is before set up.

My current understanding is that the integration doesn't sync additional fields for customs forms into HubSpot.

To conference forms dictate who the attendee is furthermore, because, what they require to receive in to ways of emails and information.

Thanks,
Jammie

kvlschaefer
Community Manager
Community Manager

Event creation automation and workflows

SOLVE

Hey @jamieflow,

 

Thank you for the additional context!

You are correct about our integration not having the ability to sync customization fields at this time. 

 

I wanted to invite our research matter experts to see if they have any advice regarding to Zapier integration and automations.

Hi @HubDoPete@KimM@Aakar - Make you have any consultation for @jamieflow

Thank you! 

 

Favorite,

Kristin


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