Setup instructions for installing the ON24 HubSpot App
Table of Contents
- Introduction
- Before You Begin
- Installation
- Contact Record
- Activities
- List View
- Additional Benefits for HubSpot Enterprise Customers
Introduction
The HubSpot App creates new Contacts in HubSpot and keeps your database updated with the latest activities and registrant data from your ON24 programs and events.
Before You Begin
- Before installing the ON24 HubSpot App, please ensure you understand How It Works.
- Ensure an integration license is included in your contract.
- Provision a token and name it "HubSpot App."
Installation
Installing the ON24 HubSpot App is quick and easy because field mapping is not required. Once installed, the relevant fields will be automatically created and updated.
- Log into HubSpot, go to the HubSpot Marketplace, and install the ON24 App.
- Select your HubSpot account.
- Click Connect app to agree to the objects that the app will interact with.
- An ON24 page will indicate the functionality of the current version of the app. Click Next to proceed to the next step.
- Input your Client ID, Token Key, and Token Secret. Press the Authenticate button. The service will verify that you have the appropriate permissions on the ON24 side to retrieve data.
- After adding your credentials, click Activate. A "Success" message will appear. This will enable the service to install the appropriate Contact properties and trigger the integration service to start running every 30 min moving forward looking for registrant and attendee activity in your ON24 account.
- The first run upon activation will pull in the last 30 days of activity. If you install the app across multiple instances of HubSpot using the same ON24 API credentials (shown above), new installs will not backfill the last 30 days. Instead, the additional new installs will only receive new activity moving forward.
Contact Record
The HubSpot App will use email address to determine if the Contact record already exists.
If Contact Record Doesn't Exist
If the Contact record doesn't already exist, then the HubSpot App will create a new Contact record that will include 11 standard HubSpot fields and 5 new ON24 fields.
Here are the standard Contact fields used when creating a new Contact:
- First Name
- Last Name
- Company
- Job Title
- Phone
- Address
- City
- State*
- Zip
- Country *
*Note: ON24 will only pass over State and Country values that match HubSpot's acceptable values.
Here are the new ON24 fields created by the App. These fields will get updated for new and existing Contacts:
- ON24 Prospect Engagement Profile URL
- ON24 last registered event
- ON24 last registered event campaign code
- ON24 last attended event
- ON24 last attended event campaign code
If Contact Record Already Exist
If the Contact record already exists, then the HubSpot App will not update the 11 standard HubSpot fields mentioned above in order to not override vetted data by our customers' Sales Teams. However, it will update the applicable 5 "ON24" fields to ensure the latest registrant and attendee data is passed.
Viewing the Contact Record
- Go to a contact record (Left side menu > CRM > Contacts)
- Below is a print-screen of some of the standard Contact fields, as well as the "ON24" fields towards the bottom.
Activities
- The event details can be displayed under Activities. To enable Activities, click on the tabs and then "Filter activity." Under the "Integrations" section, select "ON24."
- As a result, the event details will be displayed.
-
Here are the Activities field definitions.
Field | Registration Data | Attendee Data | Description |
Event Title | X | X | Title of the event. |
Event Id | X | X | ON24 unique event identifier. |
Registration Time | X | X | Time of registration |
Event Type | X | X | Event type from Elite UI (e.g. "Live PC Mic") |
Event Time | X | Published date and time of the event | |
Activity Time | X | Date and time of the last live or last archive activity. This applies to ON24 attendee activities. | |
Engagement Score | X | This is a number between 0 and 10.0 measuring how engaged a user was based on activity during the event | |
Attendance Type | X | Live or On-demand | |
Duration | X | Duration of event |
List View
This section was created to help you get started with viewing the registrant and attendee data by eventid. For additional layers of filtering, please contact HubSpot Support, as they are the experts in their platform.
How to View Registrants for Eventid 1234567
- Left side menu > CRM > Lists
- Press the "Create List" button at the top right side of the screen.
- Select "Contact-based." Select the Active or Static list based on your business needs. For a simple test, select Static.
- Press the "+Add filter" button.
- In the Step 2: Select a filter category" field, type "ON24." Under the "Integration filters" section, click on ON24.
- Select "ON24: ON24 Registration properties."
- Select "Event ID" and then adjust the filter accordingly.
- For additional filtering, adjust the List to apply the other Activities Fields.
Additional Benefits for HubSpot Enterprise Customers
HubSpot Enterprise customers receive the added benefit of receiving 85 additional fields because they have access to the "ON24" custom object.
Available Fields
The ON24 Custom Object is installed with all the properties listed below. Note: Custom Objects are only available for HubSpot Enterprise customers.
Field | Reg | Att |
Description |
Audience URL | X | X | Audience URL |
Client ID | X | X | ID of client account |
Custom field 1 | X | X | This is reserved for custom fields in the registration page. Please note that the field designated as a specific custom field must remain uniform throughout the webinars, templates, E-Hub and Target, or the data captured for that specific field in Scribe will differ. (Ex. Custom field 1 on the Registration page will always correlate to std1, and will display in this field in Salesforce). Go to an event in Webcast Elite. In the Registration page, press the "Add Fields" button. Press the "Add Custom Fields" button. Rename it and press Save. Hover over the field name. Notice the field name will display, which starts with "std." Up to 10 custom fields per ON24 Event/Webinar are allowed. |
Custom field 10 | X | X | Custom Field #10 - See the definition for std1. |
Custom field 2 | X | X | Custom Field #2 - See the definition for std1. |
Custom field 3 | X | X | Custom Field #3 - See the definition for std1. |
Custom field 4 | X | X | Custom Field #4 - See the definition for std1. |
Custom field 5 | X | X | Custom Field #5 - See the definition for std1. |
Custom field 6 | X | X | Custom Field #6 - See the definition for std1. |
Custom field 7 | X | X | Custom Field #7 - See the definition for std1. |
Custom field 8 | X | X | Custom Field #8 - See the definition for std1. |
Custom field 9 | X | X | Custom Field #9 - See the definition for std1. |
Event ID | X | X | ON24 unique event identifier. |
Event time | X | X | Start time of event. |
Event title | X | X | Title of the event. |
Event type | X | X | Event type from Elite UI (e.g. "Live PC Mic") |
Event user ID | X | X | Unique user identifier auto-generated by ON24 |
External event user code | X | X | External ID provided by the customer (typically the contact id) |
Marketing email | X | X | Boolean value (True/False) which will determine whether the registrant opts in to receive additional marketing emails. Default value is false. |
Prospect Engagement Profile URL | X | X | The Prospect Engagement Profile URL for the attendee. |
Registrant campaign code | X | X | Campaign Code field on the Overview pages of Elite and EHub |
Registrant partnerref | X | X | To track the origin of the registrant/attendee. If you use multiple registration pages for the same webcast, you can include a Partner Referral code in the audience URL to track the individual sources. For example, you may promote an event through an email campaign or post it in Facebook. As a result, the registration URL may appear as below. However, the partnerref code value would be "email" or "facebook." ***NOTE: partnerref WILL work with links shortened into bit.ly links. The audience url with the partnerref can be shortened into bit.ly links. Do not append the partnerref to an existing bit.ly link. ○ https://event.on24.com/wcc/r/eventid/xxxx?partnerref=email ○ https://event.on24.com/wcc/r/eventid/xxxx?partnerref=facebook. The value for the field would be "email" or "facebook." The value is in the registrant record, whereas the attendancepartnerref is in the attendee record. The partnerref field is not updatable once the record is created. |
Registrant source campaign code | X | X | Campaign Code captured if registrant originated from eHub |
Registrant time | X | X | Time of registration |
Source event ID | X | X | Unique identifier used to determine if the source was Webcast Elite, Engagement Hub, Go Live, or Target. Say a registrant went into Engagement Hub and clicked on videos and content. The sourceeventid would reflect eHub. If someone registered for an Elite event, then the value would reflect the eventid. |
Status | X | X | Registered, Attended, Attended On-demand |
Tags | X | X | This tag lists the custom tags related to the event. |
Answered polls | X | The number of polls the user responded to. | |
Answered surveys | X | The number of surveys the user responded to. | |
Archive viewed | X | Number of times the attendee launched the event console during the archive/on-demand period of the event. | |
Asked questions | X | Number of questions the user asked | |
Attendance partnerref | X | See the partnerref definition. The only difference is this value is in the attendee record, whereas partnerref is in the registrant record. | |
Attendee campaign code | X | Campaign Code field on the Overview pages of Elite and EHub | |
Attendee source campaign code | X | The "Source" refers to where the registrant/attendee came from. So if they came from the EHub the source campaign code will be the value in the EHub campaign code. If the source is Elite then the source campaign code will be the same as the webcast campaign code. | |
Breakout room activity | X | stores the names, id, role and minutes of the breakout rooms a person attends from a webinar. | |
Call to actions date 1 | X | Date and time user clicked on CTA widget 1. See the definition for ctaclicks1. | |
Call to actions date 2 | X | Date and time user clicked on CTA widget 2.See the definition for ctaclicks1. | |
Call to actions date 3 | X | Date and time user clicked on CTA widget 3. See the definition for ctaclicks1. | |
Call to actions name 1 | X | Display name of the CTA widget 1. See the definition for ctaclicks1. | |
Call to actions name 2 | X | Display name of the CTA widget 2. See the definition for ctaclicks1. | |
Call to actions name 3 | X | Display name of the CTA widget 3. See the definition for ctaclicks1. | |
Certification credit | X | NR (no credits configured) or hours specified in Credit for Completion in certification widget | |
Certification time stamp | X | Date and time user successfully passed certification widget | |
Certification widget result | X | C= Certified, PC: Partially certified, NC: Not certified | |
Contact us widget name | X | "Contact us" widget name | |
Contact us widget submitted timestamp | X | "Contact us" widget submitted time stamp | |
Cumulative archive minutes | X | Number of minutes the user attended the archived/on-demand portion of this event. Multiple console launches are aggregated into a single number. | |
Cumulative live minutes | X | Number of minutes the user attended the live portion of this event. Multiple console launches are aggregated into a single number. | |
Demo conversions widget name | X | Demo conversions widget name | |
Demo conversions widget submitted timestamp | X | Demo conversions widget submitted timestamp | |
First archive activity | X | Date and time attendee first opened the event console during the archived/on-demand event | |
First live activity | X | Date and time attendee first opened the event console during the live event | |
Free trial widget name | X | Free trial widget name | |
Free trial widget submitted timestamp | X | Free trial widget submitted timestamp | |
Get pricing widget action | X | Get pricing widget action | |
Get pricing widget name | X | Get pricing widget name | |
Get pricing widget submitted timestamp | X | Get pricing widget submitted timestamp | |
Last archive activity | X | Date and time attendee last opened the event console during the archived/on-demand event | |
Location visits | X | Only applicable to VC, and this is the is a list of all the locations which includes name, code, id, sponsor name, # of visits, and durations. | |
Meeting conversions widget name | X | Meeting conversions widget name | |
Meeting conversions widget submitted timestamp | X | Meeting conversions widget submitted timestamp | |
Poll answer 1 | X | User-submitted answer to the poll. | |
Poll answer 2 | X | User-submitted answer to the poll. | |
Poll answer 3 | X | User-submitted answer to the poll. | |
Poll answer 4 | X | User-submitted answer to the poll. | |
Poll answer 5 | X | User-submitted answer to the poll. | |
Poll question 1 | X | Client-determined poll question asked to the audience. | |
Poll question 2 | X | Client-determined poll question asked to the audience. | |
Poll question 3 | X | Client-determined poll question asked to the audience. | |
Poll question 4 | X | Client-determined poll question asked to the audience. | |
Poll question 5 | X | Client-determined poll question asked to the audience. | |
Question and answers | X | This tag lists the questions asked by the user and answers from presenters. | |
Resources | X | Name of resources viewed in the Resource Widget. | |
Survey answer 1 | X | User-submitted answer to the survey question. | |
Survey answer 2 | X | User-submitted answer to the survey question. | |
Survey answer 3 | X | User-submitted answer to the survey question. | |
Survey answer 4 | X | User-submitted answer to the survey question. | |
Survey answer 5 | X | User-submitted answer to the survey question. | |
Survey question 1 | X | Client-determined survey question asked to the audience. | |
Survey question 2 | X | Client-determined survey question asked to the audience. | |
Survey question 3 | X | Client-determined survey question asked to the audience. | |
Survey question 4 | X | Client-determined survey question asked to the audience. | |
Survey question 5 | X | Client-determined survey question asked to the audience. | |
Test widget result | X | Values are P = Passed and F = Failed | |
Total resources viewed | X | total number or resources viewed from the Resource Widget |
To View the Data in the Custom Object
- Go to the Contact record.
- Go to the side bar towards the right of the Activities tab. Look for the ON24 section.
- Mouse over the relevant eventid. Select Preview.
- A pop-up window will display with the fields.
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