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.
May 29, 20242:12 PM - edited Jun 3, 202410:02 AM
Member
Tracking and reporting on events and attendance
SOLVE
Hey there!
I know it's been a hot minute since this was asked, but I'm with the team over at hapily and we actually offer a HubSpot app that solves this exact problem and turns HS into a full fledged event management system called event•hapily!
Event Registrations & Attendance:
Using the hapily events object, you create an event, including multiple sessions (which can be automated), and a unique landing page is generated.
Using the “Register for session” function will create a registrant object, which tells the “story” of a contact and what they attend, when they attended, how they registered, and more. Utilize these in person check-in modules to have the association label updated to notate that the contact has actually attended the event.
Deals & Association Workflow:
We have a Deal Attribution Workflow Action as well! A deal is enrolled when it has an associated contact. The action then looks at the contact’s history with events, and you can choose whether to associate it with their first event, the most recent event, or all events.
Impose limits to attribution by a number of days, and target different labels such as “Registered”, “Attended” or ‘Event Lead”. You can see these metrics and info back on the event record!
I have a recording from my pal Max that walks through the above information in a more visual sense linked below. If you have any questions or would like to chat further, feel free to reach out or schedule a demo!
+1 The inability to track event attendance and registration (including revenue from registrations) is a significant drawback. I hope this gets fixed on priority.
May 29, 20242:12 PM - edited Jun 3, 202410:02 AM
Member
Tracking and reporting on events and attendance
SOLVE
Hey there!
I know it's been a hot minute since this was asked, but I'm with the team over at hapily and we actually offer a HubSpot app that solves this exact problem and turns HS into a full fledged event management system called event•hapily!
Event Registrations & Attendance:
Using the hapily events object, you create an event, including multiple sessions (which can be automated), and a unique landing page is generated.
Using the “Register for session” function will create a registrant object, which tells the “story” of a contact and what they attend, when they attended, how they registered, and more. Utilize these in person check-in modules to have the association label updated to notate that the contact has actually attended the event.
Deals & Association Workflow:
We have a Deal Attribution Workflow Action as well! A deal is enrolled when it has an associated contact. The action then looks at the contact’s history with events, and you can choose whether to associate it with their first event, the most recent event, or all events.
Impose limits to attribution by a number of days, and target different labels such as “Registered”, “Attended” or ‘Event Lead”. You can see these metrics and info back on the event record!
I have a recording from my pal Max that walks through the above information in a more visual sense linked below. If you have any questions or would like to chat further, feel free to reach out or schedule a demo!
Any updates on this? We would love the ability to record our in-person events against campaigns. It would also be great if we could manually associate a deal with a campaign - we often have deals that we know are 100% related to a campaign (e.g. donations that come through as part of a specific fundraising event) that for whatever reason are being incorrectly assigned. Any suggestions or updates would be much appreciated
This is an area that is very important to us. HS Product Managers and Analysts please take note.
- Events/trade shows are a major investment, especially if you attend many per year. It can be a critical part of sales and marketing's focus. - I haven't seen a great method of tracking these so far. We've tried many of the suggestions in this forum, custom fields with multi-select, custom objects. - A solution needs to be built to work within the full customer journey and marketing reporting as web pages, ads, and other channels are. Trade show attendance is a key channel. As far as I know, even with Marketing enterprise hub, we cannot view custom objects in attribution modeling the way we can asset types, channels, and other key types of marketing. How can we adequately judge the ROI and impact from among many different marketing touchpionts, if trade shows are not included with the digital touch points? We need to know if someone talked to us at a trade show, at multiple trade shows, which ones, did they attend the special dinner at this one or that. Each of these requires a marketing expense, so we need to see how it contributed to deals and revenue, along with the other attribution touchpoints.
I agree with you. Unfortunately it seems this has been asked for now for years. We are pretty much asking for the basics, but development time is being spent in other areas, like AI... which don't get me wrong is cool stuff, but they are leaving other important needs behind.
Managing attendance and tracking event registrations in a school with multiple campuses can be a complex task. To achieve your goals, creating custom objects like "Event" and "Attendance" is a good start. It allows you to associate contacts with attendance records and provides a way to categorize attendance statuses.
Now, to address your reporting needs, including tracking inquiries that completed applications and attended events by Event Type, you might want to consider leveraging Flowace's attendance tracking capabilities. Flowace can help automate the attendance tracking process within your school's preferred platform, such as Microsoft Teams, and can be customized to match your specific event types and categories.
By integrating Flowace with your custom object structure, you can capture attendance data efficiently and then use Flowace's reporting features to generate the insights you need. This approach not only streamlines attendance management but also provides a solid foundation for reporting and analytics.
Remember, while custom development is an option, exploring existing tools like Flowace can save time and resources, allowing you to focus on enhancing your event tracking and reporting processes.
We are also looking for ways to mark this in Hubspot.
Something analagous to Activities would be great, as this would allow Contact attendance to be viewed against related Companies. Even the ability to create custom Properties against Activities would be an improvement, as this would allow us to create "Conference breakout sessions" (for example) as a multi-select, and the Activity date could be used to segment to the year of the conference.
The available configurations around Activities and Meetings where custom "Types" can be set doesn't work for us, as to allow for any sort of granularity the list of types would become enormous over time.
We have considered Static Lists, but don't think that this will work due to not having the ability to segment Companies based on the Lists that Contacts are in.
We are planning a workaround based on Contact and Company Properties as the least bad version of things that comes to mind, but we can already sense that this will result in us generateing a very untidy and ever-growing list of Properties, or additional values for those Properties.
I have maybe a similar problem that I am trying to solve. I don't necessarily need detailed reporting regarding events at this point, but I do want some way of recording year-over-year event attendance that is less slopped than creating a new property value each and every time an annual event occurs. This results in our having 1000s of events, when really this is just around 100 events that are regularly attended year over year. But, we still need a way to filter based on year attended. Any advice would be greatly appreciated.
If it's a specific event with a yearly occurrence, you could set up a single multi-select property like "X event attendance" and then have the years (or other frequency) as options. That way you could filter on that specific event, and per occurrence.
I was considering something similar, only making a single annual checkbox property that contains every event we have that year. 2022 Events: Annual Meeting, Security Conference, etc.
Then you can just duplicate 1 field every year and import registration csv files and tag people with the event they attended. You can also update the property with a new event if something comes up that you hadn't planned on. Not very elegant, but seems like it will work and keep the number of custom properties needed to track to a minimum.
This may turn into a data problem, but for now, I'll try it and see if it works well enough.