Managing your Livestorm Data in HubSpot

If you've already set up your HubSpot integration, this article covers how to find and manage your registrants and attendees data in HubSpot using Marketing Event or timeline events from the activity!

For a complete overview of our HubSpot integration and how it works, check out our dedicated article.

Data Management in HubSpot#

After setting up your integration with Livestorm and HubSpot, the registrant & attendee contact records will be added to a Marketing Event in your HubSpot (be sure to have the option enabled in your settings). Also, a new contact is created or existing ones are updated.

In this article, you'll learn about where to find the registrants or attendees in HubSpot, and see other information about what activities the attendee has done, such as viewing a replay.

1) Use the Marketing Events#

For each new Livestorm session created, a marketing event will be created in HubSpot. Then, the Marketing Event will show the associated attendee contact records.

Marketing Events Standard Layout#

By default, HubSpot provides you an interface to see the registrants and the attendees of a Marketing Event. Just follow those simple steps to access it:

1 Go to CRM > Contacts, Click the drop-down from Contacts.

2 Select Marketing Events.

3 Look for the Marketing Event that contains your event name and session date.

4 You can see from this list the total number of registrations and the attendees.

5 Click on the Marketing Event by clicking the name, then click the number:

• Under "Registrations" to see the registrants emails details.

• Under "Attendees" to see the attendees emails details (if your session is over).

You can click the email address to open their contact record.

Associate an Active Segment (List) to the Marketing Event#

Additionally, you can associate your Marketing Event to an Active List that updates automatically so each new registrant is added to the list. You can create multiple Segments (Lists) with different filters, depending on what you want to show in the list (e.g. show all no-show only, show only the cancellations, ...).

To create an active list based on your Marketing Event:

1. Go to the Segments (Lists) section in HubSpot (in CRM).

2. Choose Create a segment of Contacts and +Add filter, select Marketing events as the filter category.

3. Then use the option that corresponds to your use case:

Create a list of registrants#

• Select Registered for marketing event as filter category and keep "has completed" only.

• Then click +Add filter under the first filter created, select event name, choose is equal to any of, and select your event name.

• Click on Save list.

Create a list of attendees#

• Select Attended marketing event as filter category and keep "has completed" only.

• Click +Add filter under the first filter created, select event name, choose is equal to any of, and type in your event name and hit enter.

• Click on Save list.

Create a list of no-shows#

• Create the two previous lists.

• And create now a new list by combining membership to the first list of registrants and non-membership to the list of attendees.

• Click on Save list.

2) Leverage timeline events on the contact#

You can also directly use the timeline events posted on the contact record activity to filter your contacts database with the webinars data. This approach allows you to segment more finely your contacts since timeline events posted by Livestorm contain more granular data about attendees than Marketing Events.

Create list of registrants#

1. Go to the Segments (Lists) section in HubSpot, click Create segment, and select Create a segment of Contacts.

2. Press Next and +Add filter, search for Livestorm Webinars as filter category.

3. Select the "Livestorm Webinars: People Registered" .

4. Select "event link", choose "is equal to any of" and copy-paste the event link you can see on the contact activity in the values.

5. If you want to filter by a specific session for this event, add another filter and select "session id" and copy-paste the session id from a contact activity or from your Livestorm dashboard. You also choose to filter on the "session date".

Create list of attendees#

1. Go to the Segments (Lists) section in HubSpot, click Create segment, and select Create a segment of Contacts.

2. Press Next and +Add filter, search for Livestorm Webinars as filter category.

3. Select the "Livestorm Webinars: People Attended Live".

4. Select "event link", choose "is equal to any of" and copy-paste the event link you can see on the contact activity in the values.

5. If you want to filter by a specific session for this event, add another filter and select "session id" and copy-paste the session id from a contact activity or from your Livestorm dashboard. You also choose to filter on the session date.

Create list of contacts who watched a replay#

1. Go to the Segments (Lists) section in HubSpot, click Create segment, and select Create a segment of Contacts.

2. Press Next and +Add filter, search for Livestorm Webinars as filter category.

3. Select the "Livestorm Webinars: People Watched Recording".

4. Select "event link", choose "is equal to any of" and copy-paste the event link you can see on the contact activity in the values.

5. If you want to filter by a specific session for this event, add another filter and select "session id" and copy-paste the session id from a contact activity or from your Livestorm dashboard. You also choose to filter on the session date.

Create list of contacts who watched an on-demand event#

• Repeat the steps of the previous part and use the event "Livestorm Webinars: People Watched On-demand Event".

Create list of contacts who attended >90% of the event#

1. Go to the Segments (Lists) section in HubSpot, click Create segment, and select Create a segment of Contacts.

2. Press Next and +Add filter, search for Livestorm Webinars as filter category.

3. Select the "Livestorm Webinars: People Attended Live".

4. Select "event link" or directly "session id" (to filter by a specific session for this event), choose "is equal to any of" and copy-paste the event link you can see on the contact activity in the values.

5. Add a new filter and select the property "attendance rate" value with the filter greater than 90.

Create list of contacts who attended the session & asked questions#

1. Go to the Segments (Lists) section in HubSpot, click Create segment, and select Create a segment of Contacts.

2. Press Next and +Add filter, search for Livestorm Webinars as filter category.

3. Select the "Livestorm Webinars: People Attended Live".

4. Select "event link", choose "is equal to any of" and copy-paste the event link you can see on the contact activity in the values.

5. If you want to filter by a specific session for this event, add another filter and select "session id" and copy-paste the session id from a contact activity or from your Livestorm dashboard. You also choose to filter on the session date.

6. Add a new filter and select the property"number of questions asked by the attendee" with the filter greater than 1.

Frequently Asked Questions#

• What should if do if I observe missing contacts in my list?

If you see discrepancies between the data on your Livestorm dashboard and the list on HubSpot, be sure to:

1) Check that the timeline events is present on the contact activity (otherwise the Segment/List won't include the contact).

2) Review your filters in the Segment (List), a simple space, wrong id or incorrect filter operator can block HubSpot to generate the correct data.

• Can I use my Segments (Lists) to create a dashboard?

You can't directly use timeline events from Contacts into a dashboard, but you can use the Contact properties to create dashboards, check here for more details.