topic Re: Automated Email Campaigns for Conference Attendees in Lead Capture Tools

Automated Email Campaigns for Conference Attendees

brycekunkel — Thu, 09 Feb 2023 22:09:05 GMT

Hi there,

I'm fairly new to Hubspot but I'm very familiar with the concept of a CRM and relational databases. In my previous CRM (Slate, designed for Higher Education) I could create events and register records for said event, then use automation to drive communication using the data about the event. For example:

We're so excited to see you at {{event-title}} on coming up on {{event-date}}, {{preferred}}! Please let us know if you have any questions about your registration.

However, I'm not seemingly able to accomplish anything similar to this in Hubspot. I tried using Marketing Events, but I can manually register a record for one.

Trying to avoid having to create and copy the same automation over and over again.

Re: Automated Email Campaigns for Conference Attendees

karstenkoehler — Fri, 10 Feb 2023 06:01:13 GMT

Hi @brycekunkel,

This should be achievable with custom code and programmable email, out of the box, however, your observation is correct. By default you would clone a workflow and its emails for each event, spelling out the event title and date within the email.

If you're only planning on sending a confirmation email (no further reminder or follow-up emails), you could create a custom property that stores the event title and a workflow / email could pick up this custom property value through a personalization token: https://knowledge.hubspot.com/website-pages/personalize-your-content

In other words, you select from a dropdown the event name, a workflow is triggered by that and an email includes a token for what you selected.

However, this only works if your event promotion periods never overlap or if you only send an email immediately – as the value could get overwritten with the next registration and and all emails referring to it would then pick up the new value.

In short, you either need to work with a developer or create a workflow for each event. Personally, I'm going with the second option almost all of the times. Cloning assets in HubSpot is easy and fast.

Hope that clarifies things!

Re: Automated Email Campaigns for Conference Attendees

brycekunkel — Fri, 10 Feb 2023 17:01:33 GMT

Thanks, @karstenkoehler. Our Hubspot is already extremely messy and cloning assets just makes it more so. But I guess it's the only way forward without a built-in events module. The only other thing I was thinking about doing was creating events as a Custom Object and adding the conference data (like name, date, etc) as properties on those objects.

Re: Automated Email Campaigns for Conference Attendees

karstenkoehler — Fri, 10 Feb 2023 20:34:13 GMT

Hi @brycekunkel,

Sure, that's definitely an option. If you have the resources to explore this, it's definitely an option.

If not, then a good naming convention should solve the issue of preventing a workflow mess going forward.

Best regards!

Re: Automated Email Campaigns for Conference Attendees

brycekunkel — Mon, 13 Feb 2023 14:36:51 GMT

Unfortunatley, it looks like neither of these solutions will work for me. While building a workflow based on a "start date" property of an "events" custom object, I noticed this bit of text in the Workflow editor: "This email will be sent to all contacts associated with the enrolled deals. It will only be sent to up to 100 associated contacts". Since we will need to send this message to well over 100 contacts, I assume I'll have to manually create and send each email.