How Does the event•hapily Registration Work?

Before we dive into how the registration works, review what happens when a Contact registers for an event: 

1. The Contact gets associated to the hapily event record in HubSpot and any relevant hapily sessions. These associations will include an association label of "Registered".
2. A hapily registrant record will get automatically generated and associate to the Contact, hapily event, and relevant hapily sessions. These associations will include an association label of "Registered".
   
   1. A contact will have a hapily registrant record for each event they attend.

There are 3 ways to register a contact for an event: 

1. HubSpot Form/Contact Property
2. event•hapily CMS Dynamic Registration Module
3. event•hapily Create Registrant Workflow Action

HubSpot Form/Contact Property:

Within the Contact records, you'll find event•hapily Trigger fields: "Event Registration Trigger," "Session Registration Trigger," and "hapily Registration Trigger." By filling any of these Trigger fields with the appropriate ID or JSON value, the contact will be automatically registered for the event or session. This allows you to register a Contact for an event by manually entering the information, through form submission, integration, or workflow.

Expected values for each property:

• Event Registration Trigger: The HubSpot Record ID of the hapily event.
• Session Registration Trigger: The HubSpot Record ID of the hapily session.
  • If the contact is registering for more than 1 session then you can create a comma separated list of each hapily session Record ID (Ex: 1111,2222,3333). 
• hapily Registration Trigger: JSON formatted packet of information including the following fields: 

  {"eventId":"1234567","sessionIds":["111111","222222","333333"],"behavior":"register"}

  • "eventId": The HubSpot Record ID of the hapily event.

• • "sessionIds": The HubSpot Record ID of the hapily session/s (optional).
  • "behavior": One of the following values:
    
    • "register": Register the Contact (Standard Registration Behavior)
    • "waitlist": Put Contact on Waitlist (Associates Contact to Event w/Label of Waitlist)
    • "pending": Create a Delayed Registration (Associates Contact to Event w/ Label of Pending Registration)
    • "walkup": Create a Delayed Registration (Associates Contact to Event w/ Label of Pending Registration)
  • You can use the hapily Registration Trigger JSON Generator to generate the JSON formatted value to use for this field.

Using a HubSpot Form to populate the Contact Property: 

There are 2 ways to use the form to update the Contact Property

1. Add the Trigger property as a hidden field with a default value.
   
   
   1. In your Registration Form add any one of the Trigger fields
   2. Make this field Hidden
   3. Add the relevant Record ID if using the Event Registration Trigger or Session Registration Trigger). If using the hapily Registration Trigger then add the relevant JSON Value. 
2. Add the Trigger property as a hidden field and add a value using URL Parameters
   
   
   
   1. In your Registration Form add any one of the Trigger fields
   2. Make this field Hidden
   3. Leave this field blank
   4. When sending out the registration link include the trigger property and relevant ID/Value as a url parameter. Ex: https://share.hsforms.com/formid?event_registration_trigger=1111. You can learn more about URL Parameters with HubSpot forms HERE.
      
   

Utilizing a default value in the form is ideal for crafting unique forms when specific event information is required. The URL Parameter method enables the use of a single form across all events by merely altering the ID in the URL Parameter for each event. This approach allows for the creation of a workflow that automatically fills a hapily event property with the form link for that event.

event•hapily CMS Dynamic Registration Module

1. Create a HubSpot form with the Event Registration Trigger and/or Session Registration Trigger as a hidden property (an example form "event•hapily 🐳 | Dynamic Registration Form" is automatically created for you upon install).
2. Create a Dynamic Webpage using the event•hapily Event Registration or Session Registration Modules. You can learn more about setting up dynamic pages with event hapily HERE.
3. In the Registration Module editor, select the form you created in Step #1 as the form to use in the module.

event•hapily Create Registrant Workflow Action: 

This action generates a Registrant record for a Contact and associates both the Contact and Registrant with the appropriate event and session(s). 

Setup:

1. Create a Contact based workflow.
2. Setup the Enrollment Trigger. 
   1. Here, you can select your registration criteria. It's crucial to ensure the correct triggers are set, as any contact entering the workflow and proceeding through the Register for Event action will be registered for the event.
3. Add the Register for Event Workflow Action. 

   1. Within the action configuration, choose the event for which you wish the enrolled contact to register. If the event has one or more sessions, you can also register the contact for these sessions by selecting them in the "Sessions" field. The contact will automatically be registered for any required sessions associated to the event.