Import Registrant Data from HubSpot to Zuddl

Previous step: Field mapping

Now that you have prepared your Zuddl account to receive registrant details from HubSpot, you must establish a workflow that pushes contact details from HubSpot to Zuddl. A workflow is important to sync the HubSpot contact to Zuddl automatically.
Note: In this flow - HubSpot to Zuddl flow, any existing contacts in the HubSpot list also get synced into Zuddl.
There are two ways of establishing a workflow from HubSpot to Zuddl based on your HubSpot plan.
  • Connecting a Zuddl app
  • Using webhook - if available for your HubSpot plan
Note: The integration does not currently support syncing updates made to a contact in HubSpot. For example, if a contact property has been updated in HubSpot, the corresponding attendee (that is already synced) to Zuddl would not be updated.


Warning: Before you enable the event-level integration, ensure that the “Event invitation” email for attendees has been toggled on from the Communication menu. Without this enablement, registrants will not receive any event invitation.  


Connecting to Zuddl App

A HubSpot workflow can be set up by connecting to the Zuddl App, which is easily available in HubSpot. The app lets you pass contact fields to Zuddl in order to create registrations.

Allowed fields

You can pass only the following standard fields through the app in HubSpot:
  • First name
  • Last name
  • Job Title
  • Company
  • Email
  • Country
These are standard Zuddl fields that you must have already mapped during the installation step .
Note: In this workflow setup approach, mapping fields in Zuddl other than the allowed fields is not required, as the Zuddl app will not pass them.

  1. On the HubSpot dashboard, go to Workflows.


  2. Click Create workflow.


  3. On the workflow creation screen, click From scratch. You must create a contact-based workflow. Learn how to create a workflow.
  4. Select the Contact-based and then choose how to start the workflow under the How do you want this workflow to start? For example, select Blank workflow option.
  5. Click Next.


  6. On the workflow edit page, click the Set up triggers button and select the “When filter criteria is met” trigger. This option lets you filter contacts within a particular list.


  7. In the Add a filter, select List membership Hub and select the desired list from the options. For example, “Acme list”.


  8. Add desired filters and click Save to save your filter criteria.


  9. Now, to set up the Zuddl app, on the workflow edit page, click the + button.


  10. A left-side pane shows options under “Choose an action.” Under “Choose an action” on the left-side pane, click Connect app button under Connected apps section.


  11. Search for the Zuddl app using the search bar. It appears after you have installed the HubSpot app on Zuddl. The Zuddl app shows up with the Create Registration action.


  12. Under Select the fields to be passed in Zuddl to create registrations section, enter the following:
    • Event Id in Zuddl: This denotes the Zuddl event in which registration needs to be passed. Copy the event Id from your Zuddl dashboard URL and paste it here.
    • Webhook Url from Zuddl: Copy the public URL from the HubSpot installation step and paste it here.
    • Ticket Id in Zuddl: Enter the ticket Id if you wish to pass registrations to a specific ticket. Only for ticketed events. Learn how to create a ticket.


      Note: The allowed standard fields are shown under Properties always included with the action. Country/Region, First name, Job title, Company name, Email, and Last name.

  13. Select the fields in the Properties always included with the action field.

    Note: Ensure that these fields are mapped at org-level in Zuddl.

  14. Click the Save button on top.


    This saves the configuration for the connected app.


  15. Now your workflow is ready, click Review and publish.
  16. Click Turn on. This will enable the workflow and start passing registrations to Zuddl.

Using Webhooks

If your HubSpot plan allows you to set up webhooks, you can opt for this option. This option allows you to pass additional standard and custom fields. This requires you to make some event-level settings in your Zuddl event dashboard.

Event-level settings

If you’ve added fields in your HubSpot form in addition to the fields you had already mapped during installation, these must be mapped to the appropriate Zuddl fields.
Prerequisite: If suitable Zuddl fields do not exist for a particular HubSpot form field, you must add new fields to your Zuddl registration form. Learn how to create new registration fields.

To map HubSpot fields with Zuddl,

  1. Inside the Zuddl dashboard, go to the connected event/webinar then inside event/webinar setup, go to Integrations.
  2. On the HubSpot card, click Customize on the Import section to configure the event-level settings. The Import section shows a Disabled status before turning on the integration.


  3. Any new Contact in HubSpot is synced as a new registrant for your Zuddl event/webinar. Under the Custom fields tab, map any custom Contact fields in your HubSpot instance to suitable Zuddl registration fields in Zuddl.

    Prerequisite: A Zuddl registration form with all the required fields needs to be created to map the fields.
    1. Select a custom field in the Zuddl registration fields dropdown.
    2. Choose a suitable HubSpot Contact field from the Contact fields drop down that needs to be passed to Zuddl.


  4. Click +Add field to add map more fields in the same way.
  5. Click Save.

After mapping the fields, you must setup a webhook-based workflow from HubSpot to Zuddl

Setting up Webhooks on HubSpot

If you are on a HubSpot plan that allows setting up webhooks, you can utilize this method for creating a workflow.
  1. Steps 1 - 5 are the same as the previous section “Connecting to Zuddl App”.
  2. On the workflow edit page, click Set up triggers.


  3. On the Enrollment triggers, under the Trigger tab, select a Filter type. Learn more about enrollment triggers.
  4. Click Save.
  5. Click the + button on the left workflow preview and select the Send a webhook action.


    This adds to the flow chart on the left. Under Create action, do the following:

    1. In the Method dropdown, select POST.
    2. In the Webhook URL, enter the URL copied while installing the HubSpot app on Zuddl.
      1. You need to append the eventId/webinarId to the URL. You can find the eventId in the Zuddl event URL, for example, “<youreventId_or_webinarId>/event-integration”.

        After you’ve copied the eventId/webinarId, add it to the Webhook URL as shown below:


        An example webhook URL with event Id is shown below:



    3. Ignore the remaining fields and click Save. This completes the workflow, you need to now click on Review and publish.
  6. On the Review before you turn on page, under These contacts already meet the trigger criteria. Do you want to enroll them when this workflow turns on?  select either of the following options
    1. Yes enroll existing contacts who meet the trigger criteria as of now - select this option if you wish to sync existing contacts
    2. No, only enroll contacts who meet the trigger criteria after turning the workflow on - select this option if you wish to sync only new contacts and not the existing ones
  7. Click the Turn on button at the top right corner. This turns on the workflow and could take about 2-3 minutes for the contacts in the list to appear as Attendees in Zuddl.


    Note: The organizers would not be shown in the attendee list.

Once you turn on the workflow, the contact in the list gets synced to Zuddl and starts appear inside People > Attendees.
Note: You can reuse the workflow for a new event/webinar by editing webhook URL with the new event/webinar URL and ticket Id.