Set Up the HubSpot Integration

Livestorm HubSpot integration will link your Livestorm workspace with your HubSpot account. For the complete overview of our integration with HubSpot with the functional behavior, feel free to read our dedicated article. This article only focus on the installation process.

Configure your HubSpot Account#

Select a user with the right permissions#

To install the Livestorm App, your user must have either on HubSpot:

• the App Marketplace Access permission

• or be a Super Admin on the account.

Check the HubSpot documentation for more information. Be sure to have all the valid permissions before moving to the next part.

Connect & Configure the Livestorm HubSpot Integration#

Connect#

Once you have a valid HubSpot user, let's see how to install the integration on Livestorm!

1Go to the App Marketplace on your Livestorm workspace.

2Find the HubSpot v3 card and click on the button Enable for all team members.

3Allow the Livestorm App to access to your HubSpot account and check the success notification at the bottom left of the screen.

4 And voilà! Your integration with HubSpot is ready to use! You have three general settings you can configure:

• The integration is activated for any new events by default, so you won’t have to enable it for each event. But you can change this settings if we you want by switching off the toggle.

• You can fully customize how the data are synchronized to your Contacts properties with our fields mapping feature - check our dedicated article to learn more and become an expert of fields mapping!

• Also, you can manage your registrations from an HubSpot form if you need to. In order to do that create first an API token and follow this dedicated guide.

Adjust the Configuration Rules#

You can define different rules to finely configure which data you want on HubSpot:

• Timeline Events, a timeline event can be pushed to the contact activity tab for the following trigger: a people registered, a people attended live, a people did not attended a session, a people watched the recording of a live event, a people watched an on-demand event. See our dedicated article for more details. All the timeline events are enabled by default.

• Marketing Events, you can have a Marketing Event automatically created when a new Livestorm session is created. This option is enabled by default.

• Contacts, each new unknown registrant (unknown email address) on your HubSpot will create a new Contact. This option is enabled by default.

• Companies, each new unknown company (if Company used in your registration page fields) will create a new Company on HubSpot (only if this is a non-professional email address for the contact, otherwise HubSpot will deduce the Company from the email domain automatically). This option is enabled by default.

Disconnect HubSpot integration#

If you need to disconnect the HubSpot integration from your workspace:

1Go to the App Marketplace on your Livestorm workspace.

2Find the HubSpot v3 card and click on Disable for all team members.

3Confirm the disconnection.

4 All set! Your HubSpot account is now disconnected from your Livestorm workspace.

Test Your Integration#

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

Troubleshooting Checklist#

If the integration 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#

When using your Livestorm forms to register people to your events:

1Create a new Livestorm event with a new session. You can call the event "HubSpot Test Event" for instance.

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

3The integration 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. If there isn't any existing contact with this email address in your HubSpot account, it will create a new one and add the registration timeline event on its activity tab.

4Wait a couple of minutes and check make sure that the contact's timeline has been updated with the registration information from Livestorm (and a new contact created if applicable).

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 integration 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 integration is ready to use! 🎉

Testing Protocol - Register From HubSpot#

Here is a step-by-step guide to test the HubSpot integration 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 workspace. Submit the HubSpot form.

4Wait a couple of minutes and head to your Livestorm's session to check that contact has been added as a registrant in the People tab. 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 integration updates the timeline with the attendance and engagement data for the session that just ended.

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