Tracking and reporting on events and attendance

[dtavenues]

This has been asked in a variety of ways, but I wanted to start a new thread since marketing events and custom objects have been rolled out to see if there are any new thoughts. 

We are a school with multiple campuses and run many information events throughout the year. We need to be able to track registrations for each event and then mark attendance. We need to be able to see lists of contacts in each attendance status per event and crucially we want to be able to create a report that can for example show how many of our inquiries (Contacts) that completed an application (Deal) have attended an event broken out by Event Type (property).

We are willing to look at custom development, so the thought was to create an "Event" object and then an "Attendance" object. For each event create 3 attendances (Registered, Attended, Cancelled). The contacts get associated with the attendance objects and the attendances get associated with the Contacts. That gets us some of the way there, but the reporting I mentioned above is still not possible.

Curious to see if there are any thoughts on how to achieve this.

[JJohnson382]

I built a custom object for events that i can associate contacts, deals, and companies to and with different association lables showcase the different levels of engagment. This allows me to then leverage different calculation fileds to instantly show the number of registrants, attendees, deals created, roi, right from the event record and i can do cross object reporting on it against any associated record types. 

[SZinken]

This sounds amazing, but it looks like I need sales enterprise to get this feature.  Bummer.

[JMayhew6]

We actually did wind up create a custom object for events. Your association labels is a great idea for tracking engagement. I'm curious how you have approached associating deals with events. Here are our current concerns: 

We don't want to leave associating a deal with an event to where it is completely manual: relying on a sales rep to remember to tag a deal to an event, or an event to a deal, seems like it could be easily forgotten and overlooked, and we don't want to leave that much room for human error. 

So, one thing we have considered is creating workflows: If a deal is created between the start date and the end date of an event record, and the a contact or a companu is associated with that event, then the deal becomes associated with the event as well. 

However, it would often be the case that deals aren't created until after an event is complete, even though the event deserves credit for the opportunity. We could create a workflow so that the "most recent event" a contact attended gets associated with a deal, but if its 5 months out from the event, then the event probably does not deserve the credit. We could also create a time frame such as "up until 2 weeks after the event, associate all deals for event attendees with this event." 

I'd be curious to hear what systems you have set up to make sure that deals are tied to events. And thanks very much for sharing your approach!  

[JJohnson382]

I was unable to find a way to utilize workflows to create associations in hubspot (this feature might be availble in the operations hub). Becuase of that it has actually been manual for us as well. We are in the process of moving our BDR and Sales teams to Salesforce and our plan to simplify the association process is to utilize flows to assign automatically when able and then also adding a look up field to the opportunity in SF that would create an association as well.

The custom objects are able to sync and the associations sync as well. I know this might not be super helpful but its the only solution we were able to identify!

[JMayhew6]

This actually completely tracks with our long-term strategy and intention. Unfortunately, we want to implement a new, cleaner event tracking method before 2023, and we felt like with less than a month of runway, we really simply did not have the time to architect this out. 😕

[BrianSkov_WUD]

We are about to upgrade to Enterprise, so I will definitely be checking that out. 

Thanks.

[MeganMacKeigan]

We need regular attendance tracking as well!

[tcultech]

We desperately need this, too, and it would be a major win if it were an option with the Pro tier where we don't have custom objects.

Sidenote: wouldn't it be cool if there were a Hub called Events Hub which would handle everything you need to do to sell tickets, register people, and track attendance for all your conferences and events? And it was fully functional for Pro tier with extra bells for Enterprise? Game. Changed. 🙂 

[JFerraraVandis]

To be honest, I would be happy if they just got it to what I am use to in Saleforce.com from the early 2000’s.
A campaign view of all of my campaign stats by type of campaign. So it bothers me that Hubspot didn’t consider an event to be part of campaigns.
The fact that I can’t even manually edit what they built so far for events (in the contacts tab) is equally frustrating. I can’t manually track stats here.
And on a contact record – clear reporting of every event/campaign that they engaged with and level of participation.

So far behind.

[JFerraraVandis]

The fact that this is still not available in Hubspot is frustrating

[DEmery4]

+1 also interested in how to do this

[KWhelan]

+1 on wanting this

[KMac]

Has this been introduced yet? It would be good to have a formal record of those that attendended events/ webinars rather than those that just registered.

[SPokrywa]

@PamCotton has there been a solution to this issue?

[JPockrandt]

I am also looking for a solution to this exact question for tracking event attendance and impact for events hosted and attended by our team (we are a nonprofit). 

[KOShaughnessy]

Same - Non-profit looking to tracking attendance at our regularly recurring support group meetings. 🙂

[BrianSkov_WUD]

We are taking part in webinars and get the lists of regitered contacts and actual attendees - not all registrants attends. 

How do we best track our events to see which contacts registers/attends and how much value that generates for our business?

@PamCotton did the experts not have any input at all?

 @Josh, @lynton, @Phil_Vallender?

Are there any new features in HubSpot that can be used for tracking events and attendance?

[dtavenues]

@PamCotton Seems like there is significant interest. Any further insights or ideas?

[Daniel_13]

+1 this would be very helpful

[KimRogers]

Would also love to know a solution for this 

[mvdbree]

+1 Would love to see reporting on marketing events as well.