Use a multiple checkbox property to track event attendance

[test202]

Hello, 

We're currently using a multiple checkbox property to track event attendance. I can't seem to find a way to use this to track frequency of attendance. For example, I'd like to be able to see any contact who has attended at least two events via having at least two items checked off within the property value. Is there a workaround for this? 

[JonWestover801]

Hey @test202 

You've had some good replies. Custom properties that you are using is a way to track this. But Custom Objects if you have access to them may be a better way to go. You can track unique attendance per event. 

Are you mainly running company hosted events or sponsoring events? 

[TGordon6]

We have a tech school so I was wanting an easier way to track the
attendance for each individual student during the length of their 20 week
program.

[JonWestover801]

Gotcha. Were you able to get that figured out? 

[TGordon6]

Not completely... I was told since we track the attendance on an excel
sheet with checkboxes, I could sync it someway to HubSpot for notation.
However, I have been a little busy so I haven't quite figured that out yet.

[SBenfield]

Have you looked into creating a custom object for your event attendees? After two years of managing contact properties and workflows for our various events in the same method you referenced, I created a custom object just for event attendees. For each contact, I can now have event attendee records assocaited to the contact as well as the associated company for that contact. This has been so helpful for my use case and simplyfying the process of managing workflows, calculating the number of events attended and contributing to our scoring model.

For each event, I create a workflow which then creates the custom object record with the relevant event details I want saved.

Post event, I delete the workflow.

Hope this helps.

[DianaGomez]

Hi @SBenfield, I hope you are doing well 😊

Thanks for sharing!

Best,

Diana

[karstenkoehler]

Hi @test202,

Not outside of the box, no. If you have a Professional subscription, you could use a workflow with if/then branches and the Increase property value action to identify this number. Let me know if you have access to workflows and I'll happily draft this for you.

(Essentially you would enroll contacts check if property has value 1. If yes, increase custom number property by 1, if not then move on to next branch. In the next branch, if property has value 2, increase custom number property by 1, if not then move on to the next branch etc.

Going forward, you would switch this workflow off and set up separate workflows for new event values, otherwise the workflow would re-count old events.)

Without a Professional subscription, there aren't any feasible native solutions, unfortunately (unless you have a very small number of events).

Best regards

[test202]

Hi there, yes I do have access to workflows. 🙂 

[karstenkoehler]

Hi @test202,

That's great. Are my instructions sufficient then or do you need more detail?

Best regards

[test202]

Yes, I'm not understanding how I would check if at least 2 of any values are selected? I don't need to know the specific ones just that they have at least 2 checked off. 

[karstenkoehler · Accepted solution]

Hi @test202,

You're not creating just one branch, you're creating as many if/then branches as you have checkbox options.

• Enrollment: Event checkbox is known
• Branch 1: If contact has event 1, then increase number by 1. Then proceed to branch 2. If contact does not have event 1, then jump to branch 2.
• Branch 2: Branch 1: If contact has event 2, then increase number by 1. Then proceed to branch 4. If contact does not have event 2, then jump to branch 3.
• Branch 3: If contact has event 3, then increase number by 1. Then proceed to branch 4. If contact does not have event 3, then jump to branch 4.
• Branch 4: If contact has event 4, then increase number by 1. Then proceed to branch 5. If contact does not have event 4, then jump to branch 5.
• ...

For the "jump" you can use the "Go to other action" workflow action.

Keep in mind that this would only work to populate your custom number property historically, one-off. After running this workflow once, you would switch it off. For new events, you would then create a workflow that enrolls contacts when they have the new event value and which increases the custom number property by 1.

If you're considering re-enrollment, that wouldn't work or else the property would recount events.

If you have Operations Hub Professional, this could also be done in a simpler way with custom code.

Best regards!

[TGordon6]

Is it possible for me to track student attendance in HubSpot? We have 3 different classes beginning and would like to moniter how frequently each student attends the prospective lecture.