Hi everyone! Our team has been using HubSpot to manage events like workshops and online sessions but we’re running into some problems. The main issues we face are with data synchronization and reporting accuracy.
When we import attendee lists, the numbers don’t always match up correctly in the events section. It’s also really difficult to track which contacts from our database actually showed up to specific events. The reporting features seem limited when we try to compare who we invited versus who actually attended.
Another challenge is managing our email campaigns and automation workflows for events. We can’t easily see which sequences are connected to each event. Plus, when people want to cancel their registration, they have to fill out another form and we manually move them to a different list, which feels clunky.
Has anyone found better ways to handle event tracking in HubSpot? Looking for tips on improving data accuracy and streamlining the whole process. Thanks for any help!
yea, i feel u! hubspot can be a pain sometimes. we switched to integrate with google sheets using zapier, helped us keep track of RSVPs better n simplified things for us. worth a shot if u wanna streamline ur process!
Yeah, those reporting issues are a pain. We ditched trying to cram events into our regular sales pipeline and built a separate one just for event management. Game changer. We set up custom deal stages that actually match how events work - planning, registration open, event done, follow-up. Way better visibility and the reporting actually makes sense now. For attendee tracking, HubSpot’s meeting tool connected to our event platform fixed most of our sync headaches. The trick is getting your event platform to automatically push data back to HubSpot instead of doing manual imports all the time. We also switched to workflow enrollment triggers based on event properties rather than list membership. Killed most of the manual work around cancellations and status changes. Took us about two weeks to set up but we’re saving hours every month now.
hubspot’s event module is honestly pretty weak compared to dedicated event platforms. we ended up using eventbrite for registration and syncing back to hubspot contacts. way fewer headaches with data mismatches, plus you get proper event analytics.
Those sync issues usually come from duplicate contacts in HubSpot. I had the same problem with webinars - creating a dedicated property for event attendance works way better than moving people between lists. For reporting, set up custom event properties that automatically track invites vs. actual attendance. Takes some setup but gives you much cleaner data. For cancellations, just create a workflow that updates contact properties when someone fills out the cancellation form - no more manual list transfers. Use HubSpot’s workflow triggers based on form submissions instead of managing separate lists for every status change. Also, name your email sequences with the event name included - makes it so much easier to track which campaigns belong to which events when you’re reviewing performance.