I’d like to update my list 4 ways:
- Manually add people to it, who we’d like to attend (our sales team can contact these people to try and persuade them to attend)
- Have people add themselves into the list by way of filling in a form - they would be updated in the list as “Attendance Requested”
- Have people update/add themselves on the day if they just turn up - they would be shown as “Attendance Confirmed”
- Be able to manually update people in the list afterwards with whether they attended or not
I look forward to hearing from you!
- see Using HubSpot to track conferences, events, etc.
If you opt to use HubSpot instead of an event management platform, you’ll need to build out each of the following separately.
- Event Invitations (and follow-up nurture)
- Even Registrations (and follow-up reminders)
- Event Attendance (and follow-up thank you)
Thanks @MFrankJohnson - so I’ll need to build 3 seperate lists for all of the below?
- Event Invitations (and follow-up nurture)
- Even Registrations (and follow-up reminders)
- Event Attendance (and follow-up thank you)
Can I not have one list that I can tag/update specific people depending on whether they’ve accepted invite/registered/attended/not attended and then use workflows of the back of that to send follow up emails based on seperate lists?
Thanks for your help!
>>“Can I not have one list that I can tag/update specific people depending on whether they’ve accepted invite/registered/attended/not attended and then use workflows of the back of that to send follow up emails based on seperate lists?”
Sort of. Your Event Invitations ‘list’ IS your main list.
- Those who accept are auto-added to the Event Registrations list.
- Those who attend need to be added to the Event Attendance list. This requires some sort of ‘check-in’ / ‘sign-in’ process.
- Those who are on the Event Invitations list AND NOT on the Event Attendance list are those who DID NOT ATTEND -- but were INVITED.
- Those who are on the Event Registrations list AND NOT on the Event Attendance list are those who DID NOT ATTEND -- but were REGISTERED. We typically handle these contacts differently because they’ve shown a minimal level of engagement.
We’ve built a few of these in HubSpot and they’re a fair amount of work -- which is why we typically recommend using a proper event management integration -- e.g., EventBrite, Zoom Webinars, GoToWebinar, etc.
Some important takeaways we’ve learned …
- Most of what you build cannot be reused because the assets are typically date/time sensitive and must be maintained in HubSpot for proper tracking -- e.g., campaigns, lists, emails, workflows, etc..
- Tracking conversion touch points (via HubSpot or GA) can be cumbersome if not well planned for before the build.
- Testing every step rigorously before implementation cannot be over emphasized.
Thanks very helpful thanks @MFrankJohnson!
>>“- Those who accept are auto-added to the Event Registrations list.”
Can I add people who accept over the phone manually to this list, as well as people who click a button/accept an email invitation?
>>“- Those who attend need to be added to the Event Attendance list. This requires some sort of ‘check-in’ / ‘sign-in’ process.”
How would you recommend doing this? On a HubSpot form that populates a list or?
Thanks for your help!
>>“Can I add people who accept over the phone manually to this list …?”
Totally depends on your need, your HubSpot integrations, and how you setup Contact properties for your event. [In our B2B world, we REQUIRE email addresses for all contacts.]
Some use cases permit contacts in the CRM without email addresses -- e.g., just names and phone numbers. Your core requirements for data entry into HubSpot will dictate your ability to accept phone registrations.
>>“How would you recommend doing [‘check-in’ / ‘sign-in’]?”
Check-in can be very labor intensive, so would need lots more details around the use case before making a recommendation.
>>“On a HubSpot form that populates a list or?”
Sure. HubSpot forms are one way of handling check-in. Just remember to turn off cookie tracking for the form (aka: kiosk mode), so form completions will NOT overwrite existing CRM data.
- see Create Forms - Always create contact for new email address
A few other options for event check-in might include one or more of the following:
- Business Card Scanning
- QR Code Scanning
- Proximity Detection
- Manual Entry (by event receptionists)
Again, depends on your use case and the size of your event.
That’s very helpful, thanks for your assistance @MFrankJohnson!