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.
Prerequisites
Provision a Token
In your ON24 account, open the Integrations dashboard from Platform Tools and click on API Tokens and click Provision a New API Access Token. Make note of the Token Key and Token Secret.
How the HubSpot App Works
Click here to see flow charts of how the HubSpot app works and how data will be passed.
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 click on the Install app button.
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 ON24 API credentials from when you provisioned the HubSpot token in the API Dashboard. Afterwards, click Authenticate. 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.
Standard HubSpot Fields
- 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. For example, the ON24 standard Country field includes "Congo, Democratic Republic of," whereas HubSpot has "Congo."
ON24 Fields
- 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 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.
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.
The event details will be displayed.
Activities Field Definitions
| Field | Description | Registration Data | Attendee Data |
|---|---|---|---|
| Event Title | Title of the event | X | X |
| Event Id | ON24 unique event identifier | X | X |
| Registration Time | Time of registration | X | X |
| Event Type | Event type set in the event's Overview page | X | X |
| Event Time | Start date and time of the event | X | |
| Activity Time | Date and time of the last live or last archive activity. This applies to ON24 attendee timeline event | X | |
| Engagement Score | This is a number between 0 and 10.0 measuring how engaged a user was based on activity during the event | X | |
| Attendance Type | Attended Live or On-demand | X | |
| Duration | Duration of event | X |
List Views
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
From the side menu choose CRM, then Lists
Press Create List and 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 Select a filter category field, type ON24.
Under the Integration filters section, click on ON24.
Select ON24: ON24 Registration properties.
Select Event ID and adjust the filter accordingly. For additional filtering, adjust the List to apply the other Timeline Event fields.
HubSpot Enterprise Customers
HubSpot Enterprise customers have access to ON24 custom objects, providing the added benefit of 85 additional fields, such as survey and poll questions/answers, user questions, conversion tool data, etc.
Go to Data Management > Integrations.
On the left-hand side under Data Management, click on the Objects dropdown, then click Custom Objects.
Click Customize the ‘Create ON24’ form
On the left-hand side of the ON24 form scroll all the way down to the bottom where it says ASSOCIATE ON24 WITH then click Contacts.
Moving forward, when a new record is created, the ON24 custom object will be associated to the contact record. Hover over the event block and click Preview to view the custom object.
Select the Contact that you wish to view.
Locate the ON24 dropdown on the right side of the Contact Page.
Click on the ON24 Event ID.
The ON24 Custom Object data will be in the left-hand column.
To view all ON24 events for a contact, click View associated ON24.
The list of all ON24 events for this Contact will be presented.
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