HubSpot integration for Kaltura Events

About

HubSpot is a platform that connects marketing, sales, and services tools to a unified CRM database. Kaltura HubSpot integration creates HubSpot contacts for event registrants and updates their attendance status. 

The Kaltura HubSpot integration consists of two independent parts: 

1. Kaltura Events app on HubSpot App Marketplace
2. HubSpot integration for Kaltura Events

Kaltura Events app on HubSpot App Marketplace enables easy data sharing from HubSpot to Kaltura, such as creating a registration form on HubSpot and registering the contact on Kaltura automatically.

Note - HubSpot supports three statuses - Register, Attend, and Cancel. All Kaltura statuses are mapped to these three statuses. 

HubSpot integration for Kaltura Events enables easy data sharing from Kaltura to HubSpot, by automatically creating a marketing event on HubSpot for every event created on Kaltura Events and sending registrants' information and attendance status to HubSpot to be able to track and create HubSpot workflows and automation around registration/attendance information.

Connect Kaltura app to HubSpot

1. Use this install link or in your HubSpot account, search for "Kaltura" on the HubSpot App Marketplace.
2. Click Choose Account.
   A page displays alerting you that Kaltura is requesting access to your HubSpot account. The page outlines details of the integration, including how Kaltura will manage and view your CRM data, create timeline events, and handle other basic OAuth functionality.
3. If you agree to these details and would like to continue connecting to the Kaltura app, click Connect app.
4. A page displays prompting you to log in to Kaltura (use your username and password for Kaltura Events). If you are using other types of authentication (such as two factor authentication or SSO), contact support to help you connect the app.

HubSpot integration for Kaltura Events

There are two levels of integration settings on the Kaltura Events management interface.

1. Account Level
2. Event Level

Account level 

The account level should be set up so that you can connect different events to use for the HubSpot integration.

Set up the HubSpot integration on the account level

Each integration needs to map the registration form fields to the lead records on HubSpot. Each Kaltura Events registration form is set up by the template per event.

To set up an integration

1. On the Kaltura Events screen navigate to the Integrations tab.
   The first time you view this tab, the list is empty.  A list of other existing integrations that were created for this account/partner are displayed after subsequent use.  
2. Click Add integration. The New integration window displays.
   
3. In the Select integration type pull-down list, select HubSpot. 
4. In the Name of integration field, type a name for the integration. We recommend using a descriptive name, for example "Event HubSpot Integration".
5. In the Registration data pulled from pull-down list, select where the data will be pulled from.
6. In the Events data area, select the Kaltura Events data you would like to send to HubSpot. 
   • Registrants information - (Lead or registrant information) This item is checked by default and cannot be unchecked. This obtains registrant information as HubSpot leads. The registrant information is mandatory. That is the part that creates the lead in HubSpot.
   • Event data - Create HubSpot marketing event for event created on Kaltura.
   • Attendees data - Check to update the lead record that was created when registrants log into the event. The lead record is updated with the attendant's information.
7. Click Next. The HubSpot authentication screen displays.
8. If accounts already exist, they are listed here. You can use one of the existing accounts or create a new one by expanding the pull-down list and clicking on Add a new account. If accounts do not already exist, simply click New authentication.
9. The Create a new authentication screen displays. Name the authentication with a meaningful name to identify the authentication you used.
   
   
10. Click Create. (no need to fill in the API key)
11. Authenticate to HubSpot and select the account. A page displays prompting you to choose the desired account.
    
    
12. Click Choose Account.
13. A page displays prompting you with relevant app permissions required. Approve app permissions by clicking Connect app.A message displays letting you know that the authentication for the app was successfully created.
14. Click Next. The field mapping screen displays.
    Our recommended mapping is as follows however review the specific properties you use in HubSpot before configuring: 
    
    
    
    
15. Map the different fields on Kaltura registration form to HubSpot contact fields. Make sure you map ALL your HubSpot contact required fields (if there are any).
    

    When mapping email, be sure to choose "Email" HubSpot field as shown below (not a variant email field).
    

16. Click Finish. The HubSpot integration displays.
    

Manage and/or Delete the HubSpot Integration on the Account Level

You can manage and/or delete the integration by clicking on the three blue dots to the right of the desired integration and selecting the appropriate option. 

Other integrations will eventually be added, and the screen will display multiple integrations as follows. 

Each integration is different per the event information entered. Only active integrations may be enabled on events. If an integration is disabled, you may have missing information on the integration, such as incomplete field mapping.

Event level

Set up the Kaltura HubSpot integration for a specific event

1. From the Event list, Select Edit from the actions menu to edit the event you would like to add the integration to.
   The Event window displays.

2. On the Event window, navigate to the Integrations tab. 
   
   Now that you are you on a specific event, you will see only the integrations that apply for that event.

3. Click Enable to enable the desired integration. 

4. Enter your event name and URL.
   You receive confirmation that the integration was successfully enabled for this event.

Disable an integration

After the integration is enabled, you may disable it by clicking the Disable button. Disabling an integration stops the data synchronization to HubSpot.

Timeline events

To view timeline activities from Kaltura, click Contacts in the top menu and choose a contact. Then click on Filter activity and make sure Kaltura Events is marked under INTEGRATIONS.