topic Invited participants for a marketing event in Tips, Tricks & Best Practices

Invited participants for a marketing event

Jaynums — Fri, 08 May 2026 15:44:58 GMT

Hi,

We woud like to create a list/ segment of contacts we would like to invite to one of our events - these are not open sign-up events, but specific targeted events for our clients.

Trying to find the best way to do this and so far we are creating a static segment, then adding/ removing contacts from that, but I cannot see how to add this as an 'invited' list to a marketing event and then track them through registered/accepted and attended. Can anyone advise please?

Also then we would like to look at the most user friendly approach to add new contacts to a marketing event, do we have to create a workflow to add them into the correct segment? Is there anyway we can show 'active' (in the future) marketing events in the contacts page and allow users to manually add a contact to a marketing event from there?

Thanks,

Jayne

Re: Invited participants for a marketing event

karstenkoehler — Fri, 08 May 2026 16:01:14 GMT

Hi @Jaynums,

I would approach the invitation process and registration separately.

Invitation happens through a marketing email send to your invitee list, directing contacts to a landing page where they submit a form to register.

A workflow then picks up contacts who submit the form and adds them as registered to your marketing event record.

As far as I know there is no direct option to add a contact to an event from the contact index page. There is however the option to enroll individual contacts into workflows - so you could simply enroll them into the workflow that sets them as registered for the event.

Best regards

Re: Invited participants for a marketing event

Jaynums — Fri, 08 May 2026 16:30:23 GMT

I mean I can do that but it seems odd to me as the invitation is very much part of the event process and we would obviously like to report on invited to registered to attended as that is how the flow works. It sounds like from what you are saying Hubspot doesn't see the invite as part of the event process, so we can workaround this but to me that seems like a miss as its a pretty fundamental part of the process. I guess I was trying to see if I was missing something as it seems like such a weird one not to have, but obviously not.

Re: Invited participants for a marketing event

STierney — Fri, 08 May 2026 16:46:57 GMT

Hey @Jaynums,

Thanks for posting in the Community!

@karstenkoehler's setup is the most efficient means to achieve this setup. For any shortcomings of these products, I'd recommend providing feedback directly in our Ideas Forum. This would allow other users with the same needs to upvote your idea, expand on it, and present the need directly to our Product team.

I hope this helps!

Shane, Senior Community Moderator