Register People Using Your HubSpot Forms

In this article, we'll show you how to connect your HubSpot registration form to a Livestorm event and, optionally, get all the information needed for your emailing campaign directly in HubSpot.

For the complete overview of our integration with HubSpot, feel free to read our dedicated article.

The following procedures are only for the first time you set up an interconnection between your HubSpot registration form and your Livestorm event. Then, you will just need to duplicate your workflow, and change the HubSpot registration form and the session you are connecting.

Create a HubSpot Registration Form for a Livestorm Event - Single Session

1

Add the following custom properties to your contacts:

• Go into your Contacts, then click on Actions and then click on Edit Properties.
• Click on Create property then fill in the fields with the following data:
  • Object Type: Contact
  • Group: Contact information
  • Label: Livestorm Session ID
• Click on Next then in Field type select "Single-line text" and click on Next again.
• Under Property visibility, make sure that you have selected "Show in forms, pop-up forms, and bots" then click on Create.

2

Create a new Blank Workflow, and set the completion of your form as the trigger:

• In Workflows > Create Workflow.


• Choose the Blank workflow option.
• Click on Set up triggers, then click on When an event occurs and under "Form", click on Form submission.


• Click on Form Name, select the form that you want to use for the registration from the dropdown menu and click on Apply Filters, then click on Save.

3

Add an action Create Livestorm Registrant, paste the ID of the session you want to connect to in "Livestorm Session Id" and paste your Livestorm API key in "Livestorm API Key".

Make sure to paste the SESSION id and not the event id. 👌

The API token must be created with the " Write" scope in the "Events" permissions category (full read and write access).

4

If your workflow looks similar to this, then you're ready to activate it in the top right corner. 🎉

5

For your next integrations, you can just clone this workflow and:

• Change the trigger by changing the form and/or the page in the first step of the workflow.
• Change the session ID in the second step.

Additional Information

• To get data from your Livestorm events back to HubSpot, check out our dedicated article.
• Alternatively, you can use a hidden field in your forms to input the "livestorm_session_id", this way you can use one single workflow for your events:
  • In Marketing > Lead Capture > Forms, open your form and click on Edit form to edit it.
  • Under Existing properties, search for "Livestorm Session ID" and move it to the right hand side to add this custom property as a field in your form.
  • Click on the field and select the Make this field hidden option. Scroll down to the Default Value field and paste your session ID directly in the text box.
  • Update the Livestorm Session ID field of your "Create a Livestorm Registrant action in your workflow with the dynamic value: click on Contact token, set the Type field value to "Contact" and select "Livestorm Session ID" from the dropdown select menu in Select Token.
  • If your workflow looks similar to this, then you're ready to activate it in the top right corner.🎉

Create a HubSpot Registration Form for a Livestorm Event - Recurring Events

If you want to use a HubSpot form to register to a recurring Livestorm event, or an event with several sessions, the process is very similar, except for a few differences:

1

Instead of using the Livestorm Session ID single-line text property in the registration form, you should create a new dropdown select property called "Event Session" or "Choose your session" or something similar, as long as it is explicit since it will be displayed to the user this time.

2

Assign the labels for this field, which should be the date and time options for your different event sessions, and on the right under Internal Values add the session ID corresponding to each date and time. Then make sure it is allowed on forms and pop ups just like before and click on Create.

3

Create a new form for your recurring event and add this property as a field, making sure that you are seeing the labels and internal values when you click on it.

4

Create a new workflow or clone an existing workflow. For the trigger, use the form submission and make sure to select the right form with the multi session property in it. As for the action, you have two options:

• Use the "Create a Livestorm Registrant" action using the dynamic contact token "Livestorm Session ID" as for single session events. However in that case, since the session ID is stored on the "Choose your session" dropdown select property, we need to add a "Copy property value" action first, in which the field "Property or value to copy from" has the value "Choose your session", the target object is a contact and the field "Property to copy "Choose your session" to" has the value "Livestorm Session ID". This will copy the value stored in "Choose your session" to "Livestorm Session ID" which is used when the registrant is created. This way the contact will be automatically registered to the session they chose, and you only have to make changes within your form!
• Alternatively, you can use branches in your workflow, for instance if you would like to follow up with specific actions depending on the session that was selected by the user. In this case, set up your form submission trigger as usual, and then add a "branch" action:
  • Select the "Based on single property value" option, then select "Choose your session" or your multi session property if you named it differently. Also make sure to check the "Create a separate branch for each value in this property" option.
  • Click on next, branches are automatically proposed based on the different dates and times set in the labels of your field. If you're happy with them, click on Save.
  • Your workflow is automatically separated into different branches based on the session selected by the vistor of your form. Now you can simply create the "Create a Livestorm registrant" action with the API key and the session ID after each branch, and you're all set. You can now create specific actions for each session after the registration!

Send Your Event Emails Directly From HubSpot

If you want to be able to send your events related emails directly from HubSpot, you can do so very easily by adding a "Send an email" action into your workflow. However you may want to include the event access link in the registration confirmation email and the reminder emails before the event, and the replay link in your follow-up email after the event is over. You can use our people attribute mapping feature to do this. Here is how:

1

Create a new custom contact property in your HubSpot instance and name it "Livestorm Connection Link" or something similar that makes sense to you. The object type is "Contact", the group is "Contact information" and the field type is "Single-line text".

2

Go to the "Apps" section of your Livestorm account, click on the HubSpot card and under the automation rules for the "Create a new contact when someone..." action, click on Map contact attributes option.

3

You now see a list of all your HubSpot contact properties, ordered alphabetically. Scroll down until you see the "Livestorm Connection Link" property, click on Select value then Select a Livestorm value and in the list click on the Connection link attribute.

4

Click Save on the top right of the window. That's it, every time someone registers to a Livestorm session, their event access link will be updated in this contact property and you can re-use it in your workflow as you wish.

5

You can now add a "Send email" action in your workflow, and include the custom property directly in the email body by clicking on the Personalize option on top of the email editor. You can use this property in emails:

• Before the event date - for registration confirmation and reminder emails: the property will include the room access link for the registrant to join the event when it's live.
• After the event has ended - to send follow-up emails: the link stored will automatically redirect to the event replay once the event is over.

Livestorm Tip 👉 If you want to map some of your HubSpot form properties into Livestorm, please reach out to our support team to learn more about our custom code solution (requires Operations Hub Professional or Enterprise).