Custom Object - Events and Status for Individual Contacts

[Nicole_n]

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

1. Event1-Registered
2. Event1-Attended
3. Event1-Meeting
4. Event2-Registered
5. Event2-Attended
6. Event2-Meeting

(associate to contact record via workflow) 

Or 2 Custom objects - 

Event_Status

1. Registered 
2. Attended
3. Meeting

Event

1. Event1
2. Event2
3. Event3

Associate EventStatus to Event and Contact

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

[LMeert · Accepted solution]

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

[NNestel · Accepted solution]

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 

[SHinojosa3]

Hi,

Interested in this solution. Any feedback?

[DanFromCF]

@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?

[EMarten]

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

[LMeert · Accepted solution]

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

[NNestel · Accepted solution]

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 

[BrianSkov_WUD]

@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

[LMeert]

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

[Nicole_n]

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

[LMeert · Accepted solution]

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/3...

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.

[dennisedson]

@karstenkoehler ,@Kevin-C 

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