Guest Registration Overview

With hapily Registration Flows, you can seamlessly capture guest registrations under a single primary registrant. This allows you to:

• Speed up the checkout process for guest registrants.

• Avoid requiring email addresses and personal information for every single guest. Previously not possible with HubSpot forms

• Automatically link all guest registrations back to the primary contact in HubSpot.

• Generate individual QR codes and check in guests seamlessly at the door.

🎥 Video Walkthrough: 

hapily | Guest Registration Overview - Watch Video

Step 1: Create a New Event in the Event Builder

1. Navigate to the Event Builder inside hapily and create a new event record.

2. Enter your event details, including Title (e.g., Guest Registration Event), Date and Time, and Location.

3. Under the registration method, select the hapily registration flow instead of a HubSpot form.
   
   

Step 2: Configure the Guest Registration Ticket Type

1. Create a new ticket or registration type for the event.

2. Provide a name for the ticket (e.g., Guest Registration) and configure any pricing or quantity limits if applicable. Click Continue.

3. On the next screen, toggle on Guest Registration. This ensures that no additional ticket holder information will be required to reserve this registration type.

4. Set the Default Registration Status to Registered.

5. Configure your availability and transfer rules, then click Next to finalize and create the ticket type.

Step 3: Set Up Primary Registrant Information & Event Assets

1. Define the fields required for the primary contact who is completing the registration. At a minimum, require First Name, Last Name, and Email Address. This allows hapily to link all guest tickets back to this primary contact.

2. Add any additional property values from HubSpot Contact or Registrant objects if needed.

3. Add your Event Info and upload a Featured Image, then click Next.

4. Choose the HubSpot assets you want hapily to generate automatically (e.g., lists, emails, landing pages) or bypass this section if you prefer to set them up later.

5. Click save to generate the event record inside hapily.

Step 4: Activate the Registration Flow

1. Find your newly created event in the hapily dashboard.

2. Navigate to the Registration Flow tab on the event record.

3. Locate the default registration flow (typically named All Tickets) and toggle it on to make the registration page live.

Testing Guest Registration

Step 5: Process and Manage Guest Registrations

1. Open the public registration page for your event or embed the registration flow HTML on your own page.

2. Fill out the primary contact information and click Process Registration.

3. Select the desired number of registrations (e.g., 3) and click Book Tickets, then Confirm Booking.
   
   

4. Once completed, the primary contact will receive an email confirmation containing individual QR codes for themselves and each guest (labeled as Guest 1, Guest 2, etc.).

5. In the Ticket Holder Portal, the primary contact can optionally assign those tickets to specific names later if they choose.
   
   

Step 6: Track and Check In Guests

1. Inside the hapily Registrants tab for your event, you will see individual line items created for Guest 1, Guest 2, and Guest 3.

2. Inside HubSpot, these guest records will automatically associate back to the primary contact record who processed the registration.

3. When it is time for the event, launch the hapily Check-in portal. You can check in the primary contact and each of their guests individually, or mark them all as attended.
   
   

Summary

✅ Enabled guest registrations without forcing users to input separate contact details for every guest.
✅ Simplified the registration experience to reduce checkout friction.
✅ Automatically associated all unnamed guest tickets directly to the primary buyer contact in HubSpot.
✅ Maintained independent QR codes and ticket records for seamless check-in management.