How To Setup HubSpot Forms to Create Webex Registrations
Most HubSpot customers prefer to use the Landing Pages and Forms generated by HubSpot to capture leads and customer conversions since you obtain a lot of valuable analytics in this conversion process. So it makes sense that when you are hosting webinars it would be best to capture the registrations through these forms.
In order to do this with Bedrock, follow the steps below to setup your mappings to sync registrations to your Webex account from HubSpot form submissions.
Step 1: Create a HubSpot form for the webinar
Make sure to take note of the Form Name as you will need this later in the setup process.
Step 2: Add the 'attendeeCreate' object to Contact Mapping
In the Contact Mapping, add in the Email Address mapping the AttendeeCreate object like this:
Step 3: Add a Default Value for Join Status (optional)
By default, the Bedrock integration will add Attendees to an Event in Webex as Approved. If, however, you prefer to set each registrant as Pending, add the Join Status field and put in a Default Value of 'REGISTER'. Here is what this looks like:
Step 4: Add Recent Conversion HubSpot Field to Mapping
You just need to add this field on its own in the mapping and no field in Webex needs to be mapped here. This is what it looks like:
Step 5: Add Your Event Workflows
Once your mappings are setup, you are ready to add in your Workflow rules for each Event you are wanting to sync registrations over from HubSpot. Simply create a new Workflow. We recommend calling it the same name as the webinar event in Webex to keep things consistent. For the rule, you want to select the following:
- Connector: HubSot
- Object: Contact
- Field: Recent Conversion
- Condition: Contains
- Value: "NAME OF WEBINAR" (Note: grab the name of the HubSpot Form from step 1 above and enter it here)
Check the 'Sync' box and then where it says "ciscowebex: register attendee" you want to add in the Session ID, which is also known as the Event Number in the Webex Event information screen:
Make sure there are no spaces in the Session ID when you enter it into the Bedrock Workflow.
Once you have the Workflow setup, hit save to create.
Step 6. Remove Registration Mapping (if necessary)
If you are an existing customer that had been tracking Registrations from Webex to HubSpot and you had a Registration Mapping in place, once you have this new setup in place you can go ahead and remove this mapping from your Bedrock configuration.