Connect Livestorm & HubSpot (old)

HubSpot is a CRM platform with all the software, integrations, and resources you need to connect marketing, sales, content management, and customer service.

By connecting Livestorm and HubSpot together you can automatically send attendees/registrants data from Livestorm to your sales pipeline. This is great to make sure that your sales team will follow up on the leads you generate via your events.

Prerequisites And Permissions#

Livestorm Plan#

Our HubSpot integration is available to all Livestorm customers with any plan, including our Free Plan (more details here about the Livestorm Plans).

HubSpot Plan#

If you want to use your own HubSpot forms to handle your Livestorm events' registration, you will need to have an Huspot Professional or Enterprise plan in any of the Marketing Hub, Sales Hub, Service Hub and Operations Hub editions as workflows are not available on the Free and Starter HubSpot plans.

The Basics#

Our HubSpot integration allows you to automatically transfer Livestorm data into your HubSpot account in the form of contacts, companies, deals and contact timeline activities. You can choose to use your Livestorm forms or your HubSpot forms for your events registration, that’s up to you!

Key Objects#

In our integration with HubSpot, we use the following objects:

• Lists to segment contacts based on Livestorm events attributes.

• Companies to immediately create a new company in HubSpot when someone registers, attends or watches the replay of one of your events..

• Deals to immediately create a new deal in HubSpot when someone registers, attends or watches the replay of one of your events.

• Contact Timeline Activities to store the contact's registration and attendance data in relation to your Livestorm events.

Triggers And Actions#

Once set up, the connector can apply four main actions to your HubSpot instance: create a contact, create a company, create a deal and create a timeline activity. For each of these actions you can choose between four triggers:

• Create a new contact when someone:

  • Registered for an event - checking this box will create a new contact every time someone registers for one of your Livestorm events.

  • Attended a live event - checking this box will create a new contact every time someone attends one of your Livestorm events.

  • Watched the recording of an event - checking this box will create a new contact every time someone watches the replay of one of your past Livestorm events.

  • Watched an on-demand event - checking this box will create a new contact every time someone watches one of your on-demand events.

• Create a new company when someone:

  • Registered for an event - checking this box will create a new company every time someone registers for one of your Livestorm events.

  • Attended a live event - checking this box will create a new company every time someone attends one of your Livestorm events.

  • Watched the recording of an event - checking this box will create a new company every time someone watches the replay of one of your past Livestorm events.

  • Watched an on-demand event - checking this box will create a new company every time someone watches one of your on-demand events.

  • ⚠️ The company creation only occurs if a existing company with the same name does not exist already on HubSpot. And the creation is made by Livestorm only if the email address is a non-professional one (gmail, yahoo, ...) and the website URL is empty. Otherwise, the HubSpot native feature is creating company (see the FAQ below for more details).

• Create a new deal when someone:

  • Registered for an event - checking this box will create a new deal every time someone registers for one of your Livestorm events.

  • Attended a live event - checking this box will create a new deal every time someone attends one of your Livestorm events.

  • Watched the recording of an event - checking this box will create a new deal every time someone watches the replay of one of your past Livestorm events.

  • Watched an on-demand event - checking this box will create a new deal every time someone watches one of your on-demand events.

• Create a new contact timeline activity when someone:

  • Registered for an event - checking this box will create a new timeline activity every time someone registers for one of your Livestorm events.

  • Attended a live event - checking this box will create a new timeline activity every time someone attends one of your Livestorm events.

  • Watched the recording of an event - checking this box will create a new timeline activity every time someone watches the replay of one of your past Livestorm events.

  • Watched an on-demand event - checking this box will create a new timeline activity every time someone watches one of your on-demand events.

Contact Timeline Activities#

The Livestorm / HubSpot connector creates the following activities on the contact object's timeline in HubSpot:

• Contact registered for a Livestorm event, including:

  • The name of the Livestorm event.

  • The estimated start date and time of the Livestorm event.

  • The link to the Livestorm event's description page.

  • The date and time when the activity was created on the contact's timeline.

Contact attended a Livestorm event, including:

• The name of the Livestorm event.

• The actual start date and time of the Livestorm event.

• The link to the Livestorm event's description page.

• The attendance rate for this contact during this specific session (in %).

• The number of questions asked by this contact during this specific session.

• The number of polls taken by this contact during this specific session.

• The date and time when the activity was created on the contact's timeline.

Use Your Livestorm Data In HubSpot#

Our integration gives you four filters to create lists and to trigger workflows in your HubSpot instance based on your Livestorm event data. You can read our dedicated article to dig deeper into this topic. Here is a summary of the four filters:

• Livestorm: attendee registered properties

  • This filter allows you to segment your contacts based on their registration activities: per event, registration date / time and session date, first name and last name.

• Livestorm: event ended properties

  • This filter allows you to segment your contacts based on their attendance and engagement activities: per event attended, session date, attendance rate, number of questions asked, number of polls taken, first name and last name.

• Livestorm: watch replay properties

  • This filter allows you to segment your contacts based on their replay watching activities: per event, watching date, first name and last name.

• Livestorm: watch replay on demand properties

  • This filter allows you to segment your contacts based on their on demand replay watching activities: per event, watching date, first name and last name. To learn more about the difference between on demand and live events, read our dedicated article.

Data Flow Summary#

Set Up Your Integration#

Enable The Connector#

If you are ready to set up and enable your HubSpot integration, please open your Livestorm account and follow this step-by-step guide.

Map Your HubSpot Properties In Livestorm#

Our HubSpot integration allows you to map the Contact object properties from your HubSpot instance (standard and custom) with your Livestorm people attributes. To start mapping the fields, follow this step-by-step guide.

Registration Sources#

This integration allows you to use your Livestorm forms and your HubSpot forms to register people to your Livestorm events. Here are the instructions for each use case.

Register People Using Your Own HubSpot Forms#

If you want to use your own HubSpot forms to register people to your events, you will have to follow this step-by-step guide.

Register People Using Your Livestorm Forms#

If you want to use the forms and landing pages provided by Livestorm, you're all set! Please proceed to testing your integration in the next section. 🎉

Test Your Integration#

Before you start using the integration for your Livestorm events, we recommend running a couple of tests to ensure that the connector is working as expected. As with any test, there are a few guidelines to follow:

Troubleshooting Checklist#

If the connector isn't behaving as expected, please run through this checklist to ensure that your test was correctly set up:

• Please always make sure that the HubSpot integration is enabled at your event level, under the “Apps” section of your event’s settings.

• If you don't see the Livestorm insights on your contacts' timeline, click on the "Filter by" menu on top of the timeline and make sure that "Livestorm" is selected in the Integrations category on the right.

Testing Protocol - Register From Livestorm#

Here is a step-by-step guide to test the HubSpot connector when using your Livestorm forms to register people to your events:

1Open your Livestorm account and create a new event with a new session. You can call the event "HubSpot Test Event" for instance.

2Open your Livestorm registration landing page and fill the form with a test email account. Make sure that the email used for the test doesn't belong to an existing team member or registrant in your Livestorm account. Submit the form.

3The connector will search for an existing contact in your HubSpot instance using the provided email address. If an existing contact is found, it will simply update its activity timeline with the registration information as seen on the screenshot below. If there isn't any existing contact with this email in your HubSpot instance, the connector will create a new one and add the registration information on its timeline.

4Wait a couple of minutes and head to your HubSpot account to make sure that the contact has been created and make sure that the contact's timeline has been updated with the registration information from Livestorm:

At the very bottom of the new contact's timeline, you should see the following sentence: "This contact was created from Offline Sources from Integration" along with the date and time of the contact creation.

5Once you've found the contact in your HubSpot instance, start your test event in Livestorm, join the event with the email you used for the registration, make the event run for at least one minute and end the event. Alternatively you can wait for the event to occur if it's a real live event.

6Once the event is over, wait for a few minutes and head to the contact's timeline activities. The connector updates the timeline with the attendance and engagement data for the session that just ended. It should look similar to this:

7Finally check the properties section of your contact in HubSpot to make sure that the custom fields mapped during the setup process have been correctly updated (if any). If that's the case, your connector is ready to use! 🎉

Testing Protocol - Register From HubSpot#

Here is a step-by-step guide to test the HubSpot connector when using your HubSpot forms to register people to your events:

1Open your Livestorm account and create a new event with a new session. You can call the event "HubSpot Test Event" for instance. Copy the session ID following the guidelines from this article.

2Create a new form or choose an existing form in HubSpot. As explained in the setup guide, you can paste the session ID in a hidden field using the "livestorm_session_id" custom property directly in your form, or you can paste it in the associated workflow.

3Open your HubSpot registration landing page and fill the form with a test email account. Make sure that the email used for the test doesn't belong to an existing team member or registrant in your Livestorm account. Submit the form.

4Wait a couple of minutes and head to your Livestorm account in your People tab to check that the contact has been added as a registrant to the corresponding session. Then, head to your HubSpot contacts section and make sure that the contact's timeline has been updated with the registration information from Livestorm:

5Start your test event in Livestorm, join the event with the email you used for the registration, make the event run for at least one minute and end the event. Alternatively you can wait for the event to occur if it's a real live event.

6Once the event is over, wait for a few minutes and head to the contact's timeline activities. The connector updates the timeline with the attendance and engagement data for the session that just ended. It should look similar to this:

7Finally check the properties section of your contact in HubSpot to make sure that the custom fields mapped during the setup process have been correctly updated (if any). If that's the case, your connector is ready to use! 🎉

Frequently Asked Questions#

• How can I disable the integration for a specific event?

  • Go to your event, then "Settings" -> “Apps” and uncheck the box next to “HubSpot”. The data related to this event won’t be synchronized into HubSpot.

• Under which circumstances Livestorm will create a new company on HubSpot?

  • HubSpot as a native capacity to create a new company (detailled company with data enriched) based on the email address (domain) of the contact. See here for more details.

  • In order to prevent duplicate companies on your HubSpot account, Livestorm won't create a new company when HubSpot is creating one already. HubSpot creates a new company if the email address is a professional email addreess (not a gmail.com or yahoo.com) and/or the website URL is known. So, be sure to activate the HubSpot option to have companies created for those cases. For the remaining cases, when the email adress is not a professional one and the website URL is not filled, then Livestorm will create a new company based on the company attribute value.

• How can I use my HubSpot forms to register people for my events?

  • You can use a workflow with the trigger “Form submission” and then add the “Create Livestorm registrant” action, using your Livestorm API key and session ID. This works for one shot events as well as recurring events (multisession). More information in our dedicated article.

• Is the HubSpot integration retroactive?

  • Not at the moment: the connector will only synchronize registration and attendance data occurring after the integration has been enabled. The previous data won’t be synchronized. However you can still do a manual csv export of your past data from your Livestorm account and upload it into HubSpot if needed. More information on how to export your events data in our dedicated article.

• Can I use the Livestorm event data as triggers in my workflows?

  • Absolutely! If you create a blank workflow and select the "When filter criteria option is met" option when setting up the trigger, you will be able to use our four filters to trigger the workflow based on Livestorm events registration and attendance data.

• Does the HubSpot integration support marketing events?

  • Not at the moment, but you can create lists using our four filters, as explained in our dedicated article. We are aiming to support marketing events at some point in the future.

• Where can I see the Livestorm events registration and attendance data in HubSpot?

  • If a contact has registered for or attended one of your Livestorm events, you will find a section showing the registration data in its timeline, including the name and link of the event, the starting date and time of the event and the date and time when the data was added to your contact’s timeline.

  • Once the event is over, you will find another section with the attendance and engagement data for this contact during the session: attendance rate, number of questions asked and number of polls taken. You can also map attendance and engagement fields from your Livestorm analytics dashboard to contact properties in HubSpot to go even further. More information on this in our dedicated article.

  • If you don't see the Livestorm insights on your contacts' timeline, click on the "Filter by" menu on top of the timeline and make sure that "Livestorm" is selected in the Integrations category on the right.

• Can I map my HubSpot contact properties with my Livestorm people attributes?

  • Absolutely: you can map your single line text, single check box, multiple check boxes, dropdown select and radio select HubSpot properties with your Livestorm people attributes. More information in our dedicated article.

• Can I retrieve my event UTM data into HubSpot?

  • Absolutely: you can map your UTM parameters (Source, Medium, Term, Content, Campaign) to your HubSpot contact properties using our contact attributes mapping feature.

  • The mapped properties will automatically be updated with the corresponding UTM data when a person registers to your Livestorm event.

• Can I create lists in HubSpot using my Livestorm event data?

  • Absolutely, we provide four filters through our integration:

    • Livestorm: attendee registered properties.

      • This filter allows you to segment your contacts based on their registration activities: per event, registration date / time and session date, first name and last name.

    • Livestorm: event ended properties.

      • This filter allows you to segment your contacts based on their attendance and engagement activities: per event attended, session date, attendance rate, number of questions asked, number of polls taken, first name and last name.

    • Livestorm: watch replay properties.

      • This filter allows you to segment your contacts based on their replay watching activities: per event, watching date, first name and last name.

    • Livestorm: watch replay on demand properties.

      • This filter allows you to segment your contacts based on their on demand replay watching activities: per event, watching date, first name and last name. To learn more about the difference between on demand and live events, read our dedicated article.

  • Please refer to our dedicated article to learn more about how to use those filters in HubSpot.

• Which HubSpot objects does the connector use?

  • Our integration works with contacts, timeline activities, contact properties, lists and forms (through workflows). More information on this in the The Basics section of this article.

• How can I retrieve a Livestorm session ID in HubSpot?

  • You can simply map the livestorm session ID attribute with the HubSpot contact property of your choice, following the indications in our dedicated article. The session ID will automatically be stored in this property.

• Will the connector create marketing contacts?

  • If you're using your own HubSpot forms for the event registration, then you will have control over the contacts' marketing status. If you use your Livestorm forms for the registration, contacts created by the integration will be non-marketing contacts by default. However you can use a very simple HubSpot workflow to automatically change their status to "marketing":

    • Create a blank workflow.

    • Click on Set up triggers and select the "When filter criteria option is met" option.

    • Select the "Livestorm: attendee registered" filter, then "occurred" and "is known" if you just want to convert all Livestorm registrants as marketing contacts, otherwise you can just play with the filtering options to match your use case: you could filter by event name or event dates and times for instance, or even use the "Livestorm: event ended" filter to only convert contacts who attended one of your events for instance. Click on Save.

• Create an action "Set marketing contact status" and in the field "Marketing contact status" select Set as marketing contact.

• That's it! All your Livestorm registrants will be set as marketing contacts! 🎉