List management for events

[WSeabrook]

Hello all,

Pretty new to Hubspot, and am trying to get my head around managing my contacts with lists etc.

We host regular events for our prospects, and would like to put them into lists so we know which events they have been to. 

Is a static list the way to do this perhaps? 

Also, is there a way to add multiple contacts to each static list, instead of having to go into each contact record and adding them individually?

Thanks!

[himanshurauthan · Accepted solution]

Hello @WSeabrook 

Yes, it can be easily done via HubSpot static lists. All you can do is:
1) Create static lists in HubSpot with names of your events.
2) Next, if you have some development resources then you can make an API call to enroll contacts into the list based on the events in which they have been.

Like if contact A ( email: test@test.com ) has been in event A and event B then you can make an API call at Add existing contacts to a list

Requirements for API call:
1) List ID ( can be seen from list viewing URL in HubSpot)
2) Emails of the existing contacts at HubSpot

In case you get into any issues please write us here.

Thanks.

[MatthewShepherd · Accepted solution]

Hi @WSeabrook 

Are these existing contacts in your Hubspot portal and how are you identifying who has attended an event (do you have a list of event attendees outside of Hubspot somewhere)?

You could create a Hubspot landing page for each event with a registration form (turn cookie tracking off) and enter new contacts that way (yourself or have the contact enter their details). Then create an active list for each event of all contacts that filled out that form on your specific event page. You can also create a Hubspot campaign for your event, associate the landing page and list with the campaign and then you can track how your event influenced contacts and deals.

If you are doing this in bulk for existing contacts there are a few potential approaches:

• Create a custom contact property field (perhaps a multiple checkbox field listing all events) and then create active contact lists that filter based on that custom event field value.
• If you have a list of contacts that attended an event in Excel you could import those contacts and update an event field as mentioned above or just have the import process create a static list for you on import (this is a checkbox option during the import process.)

[Alex_Green]

I was interested in this issue too as we run around 20 events a year and we want to record if someone applied for pass but then didn't register/attend, registered but didn't attend, or attended. And if they attended, what type of attendee were they  i.e. speaker, paid delegate, academia, media etc. 

Of course a contact could attend one event as a speaker and another as a paid delegate, so is it best to record this information as a property or a list? I'm a little confused as how best to report this information so it can be used for future comms.

[PamCotton]

Hello @Alex_Green 

My recommendation would be creating a custom property

 with the portions "i.e. speaker, paid delegate, academia, media " and add as filter to identify your customers.

You can bulk update this property by importing to your CRM .

I hope this helps.

Pam

[Alex_Green]

Hi Pam,

How would that work with multiple events where someone attends as a paid attendee to one event but as a speaker to another?

Thanks

Alex

[PamCotton]

Hi @Alex_Green, as @MatthewShepherd  mentioned you can create a custom property multiple checkbox field listing all events. This way it will be saved under the multiple checkbox all the events attedened.

Kindly,

Pam

[Laurels]

hi,
we have a similar issue. we have many events in a year and we would like to have lists where we can see who attended the event (and "how": was there a meeting? only as an attendee? did they have a stand?). We do not have any resources for an API connection, so we need a more simple solution. Is this anything you can help with?

[kvlschaefer]

Hi @Laurels,

Thank you for reaching out!

@MatthewShepherd offers some good, non-API advice in this thread 🙂

I would recommend checking it out!

If you have any questions after reviewing his advice, feel free to create a new post on the Community so our Community members can brainstorm with you1 

Best,

Kristen

[himanshurauthan · Accepted solution]

Hello @WSeabrook 

Yes, it can be easily done via HubSpot static lists. All you can do is:
1) Create static lists in HubSpot with names of your events.
2) Next, if you have some development resources then you can make an API call to enroll contacts into the list based on the events in which they have been.

Like if contact A ( email: test@test.com ) has been in event A and event B then you can make an API call at Add existing contacts to a list

Requirements for API call:
1) List ID ( can be seen from list viewing URL in HubSpot)
2) Emails of the existing contacts at HubSpot

In case you get into any issues please write us here.

Thanks.

[WSeabrook]

Thanks!

[himanshurauthan]

Hello @WSeabrook ,

Please let us know if you have any queries in any step. We can help you. And if you have found our reply helpful then please mark it as a solution so that it can help us others to find solution.

Thanks