topic Re: Custom Object - Events and Status for Individual Contacts in APIs & Integrations

Custom Object - Events and Status for Individual Contacts

Nicole_n — Fri, 11 Feb 2022 17:51:12 GMT

Hi Community,

We are architecting a custom object called "Event" to cover third party webinars, trade shows, live events etc. Would like this to be able to generate records associated to contacts that include the Event_title, start date, type of event AND an individual records status for that particular event. (registered, attended, session attendee, meeting, etc)
Can I get some input on whether this would be better to do as

One custom object - event

This would mean we would have multiple records for each event

Event1-Registered
Event1-Attended
Event1-Meeting
Event2-Registered
Event2-Attended
Event2-Meeting

(associate to contact record via workflow)

Or 2 Custom objects -

Event_Status

Registered
Attended
Meeting

Event

Event1
Event2
Event3

Associate EventStatus to Event and Contact

Or is there some other solution that someone brilliant has thought of?

Re: Custom Object - Events and Status for Individual Contacts

dennisedson — Fri, 11 Feb 2022 20:09:31 GMT

@karstenkoehler ,@Kevin-C

Either of you smooth operators have thoughts on this lil pickle?

Re: Custom Object - Events and Status for Individual Contacts

LMeert — Mon, 14 Feb 2022 10:24:30 GMT

Hi @Nicole_n,

We're building the very same architecture for our client who organizes physical and digital conferences.
We've opted for 2 custom objects linked together for several reasons :

1/ if you need to sync with a third party system, you can have your event table the same as your third party's and have it automatically created on Hubspot even with no registration associated to it.
(Let's say you create your webinar and then you want to automate an invitation by email from Hubspot using dynamic content, this lets you do it)

2/ having an Event_status object lets you create a pipeline for your custom object to monitor the status of your invitations and helps the organization of follow-ups.

3/ This de-cluters data inside your Hubspot account and makes it easier to read for users
You can include as a secondary display property the status (invited, registered, etc.).

4/ If you include metadata on the event itself (like the cost for example), you can also make reports on the event object itself to provide an quick overview of the profitability per event.

5/ Let's say you want to update an event metadata, if you go for the two objects solution you just have to edit one record whereas if you go with one denormalized event table, you'll have to edit all the records pertaining to that event.

Hope this helps, for us it turned out fine but we'll have to see in the long run !

Ludwig

Re: Custom Object - Events and Status for Individual Contacts

NNestel — Mon, 14 Feb 2022 17:25:37 GMT

Hi Ludwig,

I really like this solution - I wasn't so sure because it seemed like added complexity to have another custom object, that would essentially only have one property. But it does seem that it solves a number of use cases. - thank you for your response

Nicole

Re: Custom Object - Events and Status for Individual Contacts

LMeert — Mon, 14 Feb 2022 17:30:04 GMT

Glad if I could help, I like this solution too 🙂
If it solved your "problem", please consider marking my reply as a solution !

Re: Custom Object - Events and Status for Individual Contacts

Nicole_n — Mon, 14 Feb 2022 18:28:30 GMT

How would you create a calculated property such as "Total number of events registered" on the contact record using this scenario?

Re: Custom Object - Events and Status for Individual Contacts

LMeert — Mon, 14 Feb 2022 19:51:53 GMT

Not in front of my computer right now but I'll leave this here since I had it bookmarked: https://community.hubspot.com/t5/CRM/How-to-create-a-number-of-associated-tickets-property-for/m-p/366849

I don't see why you couldn't applyt he same logic to count the number of event attendance records.

While editing the calculated field, you can also apply conditions, so you can count only records matching a certain criteria.

Re: Custom Object - Events and Status for Individual Contacts

DanFromCF — Wed, 06 Jul 2022 11:38:33 GMT

@Nicole_n Assuming you've implemented this idea by now and have had a few months to try it out - how well has it worked? Any lessons you've learned along the way that you'd share with an organization looking to implement something similar?

Re: Custom Object - Events and Status for Individual Contacts

BrianSkov_WUD — Thu, 02 Feb 2023 16:29:53 GMT

@NNestel what are you experiences?
Did you configure any workflows to aoutmate the creations of Event status objects?
Any other learnings to share?

Thanks

Brian

Re: Custom Object - Events and Status for Individual Contacts

EMarten — Mon, 06 Nov 2023 09:58:00 GMT

Did you hear back? We'd love to see a working function of Events in hubspot, as described in this chat.

Re: Custom Object - Events and Status for Individual Contacts

SHinojosa3 — Thu, 09 Nov 2023 16:00:58 GMT

Hi,

Interested in this solution. Any feedback?