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How to | Import and Associate Trade Show Registrations

Master your event data by importing attendee lists and linking them to hapily event records for better cross-referencing and ROI reporting.

This guide outlines how to use a custom contact property and a HubSpot workflow to automatically link a list of imported contacts (such as trade show or conference attendees) to a specific hapily event record.

By following this process, you can:

  • Import a CSV of known attendees directly into HubSpot.

  • Automatically create associations between contacts and your event record.

  • Differentiate between "Known Registrants" and "Actual Attendees" for better ROI reporting.

  • Maintain a clean cross-reference of everyone who was expected at the event.

🎥 Video Walkthrough: 

How to | Import Event Registration Lists as Known Attendees - Watch Video

Step 1: Create the Custom Contact Property

Before importing your list, you need a place to store the unique ID of the event.

  1. In HubSpot, navigate to Settings > Objects > Properties.

  2. Select Contact as the object type.

  3. Click Create property.

  4. Set the Label to Known Attendee Event Record ID (or a similar clear name).

  5. Set the Field Type to Single-line text.

  6. Click Create.

Screenshot on 2026-04-02 at 10-54-58.png

Step 2: Create the Association Label

To distinguish these imported contacts from other associated records, create a specific label.

  1. Navigate to your hapily event settings.

  2. Create a new Association Label between the Contact object and the hapily Event object.

  3. Set the Label name to Known Attendee.

Screenshot on 2026-04-02 at 10-55-21.png

Step 3: Build the Automation Workflow

This workflow will handle the heavy lifting of linking the contact to the correct event record.

  1. Create a new Contact-based workflow.

  2. Name it: Event Attendee Import - Associate to Event.

  3. Set the Enrollment Trigger to: Known Attendee Event Record ID is known.

  4. Enable Re-enrollment for this trigger so you can reuse this process for future events.

  5. Add the action: Apply association labels.

  6. Configure the labels to be applied between the Contact and the hapily Event.

  7. Select the Known Attendee label created in Step 2.

  8. Choose to apply this when the Known Attendee Event Record ID on the contact matches the Record ID of the event.

  9. Review and Turn on the workflow.

Step 4: Import Your Contact List

Now you are ready to bring your data into HubSpot.

  1. Open your spreadsheet of trade show attendees.

  2. Add a column for Known Attendee Event Record ID.

  3. Copy the Record ID from the specific hapily event record in HubSpot and paste it into this column for every contact in your sheet.

  4. Import the CSV into HubSpot, ensuring you map your new column to the Known Attendee Event Record ID property.

  5. The workflow will trigger, and the contacts will appear on your event record with the correct label.
    Screenshot on 2026-04-02 at 10-54-30.png

Summary

✅ Created a custom contact property to hold the Event ID. ✅ Established a specific association label for tracking. ✅ Built an automated workflow to link contacts to events based on ID matching. ✅ Streamlined the import process for trade show and conference data.