Goldcast Event activities to HubSpot Contact Timeline Activities

Contents

• Overview
• Connecting a Goldcast Org to HubSpot
• Connecting Your HubSpot Account in Goldcast
• Viewing Timeline Activity Settings for a Goldcast Event
  • On-Demand Timeline Activities in HubSpot
• Viewing Marketing Objects Event Data in HubSpot

Overview

The HubSpot integration syncs your Goldcast Event Registrants to your HubSpot contacts. This will allow you to send emails, schedule meetings, and track registrant activity through your HubSpot account.

Prerequisites

The following prerequisites must be satisfied before you can begin the HubSpot integration process.

Goldcast

Event Organizer access to Goldcast Studio

HubSpot

In order to integrate HubSpot with your Goldcast Studio, your HubSpot account will need to have Super Admin permissions. Platform integrations can only be authorized by Super Admins in HubSpot. 

Connecting a Goldcast Org to HubSpot

• Before beginning the HubSpot integration process, we recommend logging into your Goldcast Studio as well as  HubSpot account to avoid having to do so later in the setup process.
• Goldcast uses OAuth 2.0 authentication to connect to HubSpot and doesn't use any API keys.

Installing the HubSpot Integration

1. From the Goldcast Marketplace page, click the Learn More link on the HubSpot tile.
   
   
2. Once you have been redirected, select the Install This App button.
   

You will be redirected to the Integrations page for your Goldcast Org. An Install  "HubSpot" popup will appear.

3. Click the Install button to complete this process.

Connecting Your HubSpot Account in Goldcast

1. To begin, select the New Authentication button on the screen.
2. A popup will appear. Assign a name to your integration using the provided field and click the Create button to continue.
3. You will be redirected to an Authentication screen where you will be asked to provide access to information in your HubSpot account. Select the account you would like to add and approve any requests to connect it to your Goldcast org.
4. If the account connection is successful, a green Authentication successfully created message will appear. Select the Finish button to complete this process.
   
   
5. After clicking on Finish, you will land on the HubSpot connection settings page.
   
   

 

Event Users and HubSpot Contact Profiles

Registrations in Goldcast can take up to five minutes to import into your HubSpot Contacts. If you do not see your new registrants in your contacts list, check back in a few minutes.

After you've connected your HubSpot account to an event in Goldcast, all users registered for the event will automatically have a Contact Profile created for them in HubSpot.

Once a user has been registered, they will begin having Timeline Activities associated with their Contact Profile. 

 

Viewing Timeline Activities for a Goldcast Event

Individual Timeline Activities can be enabled and disabled for an event. You can choose what activity trigger data is sent to HubSpot. By default, all timelines activities are enabled.

Timeline activities track user engagement and interaction with your event such as attendance; time spent at the event; and participation in polls, Q&A sessions, and discussion groups. Once the HubSpot integration has been enabled, you can select the Timeline Activities that you wish to sync back to the user's HubSpot Contact Profiles.

All Timeline activities offered by Goldcast are enabled to true by default for a newly created event. Timeline activity settings are specific to an event and can be updated per event.

 To view and update these settings, follow the below steps:

1. Select the Event

Log in to Goldcast Studio with your credentials. Click the hamburger icon on the top left, and select the Events tab to get a list of all your events.

From the Events page, choose the event you want to set up the HubSpot integration for. You will be redirected to the Event Dashboard page.

2. Access Integrations

Click on the Integrations option from the left panel. Alternatively, you can click on the Configure option in the Integrations available section within the Event dashboard.

3. Navigate to HubSpot

You will be redirected to the Integrations page, listing all active integration connections for your Goldcast Studio. Locate and click on the HubSpot integration.

4. Update HubSpot Settings for your event

A drawer appears on the right side of the screen, displaying the setting options. Enable/Disable the toggles depending on which timeline activities you wish to sync back to the users’ HubSpot contact profile for this event.

To view custom Timeline activities toggle settings, please ensure that HubSpot settings are enabled for the event.

5. Connect and Save

Once you have made your selections for the custom activities toggles, click on Save in the HubSpot settings drawer to save your settings. Clicking on Cancel will discard your unsaved changes and close the drawer. 

Once enabled, we can see the Timelines Activities syncing back to the users’ HubSpot Contact Profile created. You can see an example below of a Registered activity trigger being sent to HubSpot as Timeline Activity.

 

 

 

Goldcast Activity Triggers

Below is a list of all timeline activity triggers currently available in Goldcast.

 

On-Demand Timeline Activities in HubSpot

We sync four types of User Engagement Activities for On-Demand events, distinguished by the Engagement Type property in the Timeline Activity. These activities include:

• Attended 
• Attended Session 
• Event CTA
• Resource Downloaded

For these activities, Engagement Type can have two different values i.e. Live and On-Demand. You don't need explicitly enable these activities in your Events HubSpot Settings as these are automatically.

You can utilize the Engagement Type property to filter and automate actions in HubSpot workflows, lists, and other automations. Below is an example of how the Engagement Type appears in Contact Timeline Activities.

Event Attendance for a user with Engagement Type : On-Demand

The other mentioned activities above like Attended Session,etc. in the On-Demand mode of your event will include a corresponding property as well. You can utilize this property in your workflow and automation filters, as demonstrated in the example below.

Please ensure that you use the exact spelling of the values in your HubSpot Workflow trigger conditions to achieve the most accurate results when filtering. 

Viewing Marketing Objects Event Data in HubSpot

After you have enabled your HubSpot integration for an event, you will be able to view information about your events from the Marketing Events page of your HubSpot Account.

1. From the Contacts page, select the Contacts dropdown and select Marketing events from the list.
2. Once you have been redirected, a list of your events will display. Select the name of an event to view additional information about it.

For each event created or updated after HubSpot Integration was enabled in your Goldcast Studio org, there will be a corresponding Marketing Event created in HubSpot.

Event Details

 

Event Activity

 

View All Properties

Select the View all properties link from the Actions dropdown menu to view a comprehensive list of all event properties tracked in the Marketing Events page.

 

View Property History

To review the change history for your event properties, select the View property history link from the Actions dropdown menu.