How to | Import Event Leads

When you collect leads through a trade show's external scanning tool or have a list from a past event, you need a way to bridge that data into your CRM. This process allows you to bulk-associate contacts with a specific event record automatically.

This approach allows you to:

• Bulk-add contacts to a specific event using a unique Record ID.

• Automatically apply the Event Lead association label to imported contacts.

• Centralize lead data within hapily for accurate ROI reporting and follow-up.

🎥 Video Walkthrough: 

How to | Import Event Leads - Watch Video

Step 1: Set up the workflow

1. Create a Contact-based workflow that is triggered when 'a property value changes' and use the 'Lead Capture Trigger' property on the Contact object. I like to use 'is known'
   1. Be sure to turn on re-enrollment
2. Add the hapily workflow action 'Create Event Lead'
3. Publish your workflow

Lead Capture Workflow for Property Value Changes - Watch Video

Step 2: Copy the Event Record ID

1. Open the hapily Event Builder or navigate to your specific event record in the CRM.

2. Locate and copy the Record ID of the event (this is the unique numerical string found in the URL or the "Record ID" property).

Step 3: Prepare Your Spreadsheet

1. Open your lead list spreadsheet containing columns like First Name, Last Name, and Email.

2. Add a new column titled Lead Capture Trigger.

3. Paste the Record ID you copied in Step 1 into this column for every lead on the list.

4. Download or save the file as a .csv.

Step 4: Run a HubSpot Contact Import

1. In your CRM, navigate to Contacts > Import.

2. Start a new import and select File from computer > One file > One object > Contacts.

3. Upload your CSV file.

Step 5: Map the Properties

1. Map the standard identity fields (First Name, Last Name, Email).

2. Ensure the column Lead Capture Trigger is mapped specifically to the HubSpot property: Event Lead Capture Trigger.

3. Complete the import process.

Step 6: Verify the Sync

1. Once the import is finished, hapily works in the background to create/update the contacts.

2. The system will see the ID in the trigger property and automatically associate those contacts with your event.

3. Navigate to your event in hapily and check the Lead Capture section to see your new leads populated with the correct association labels.

Summary

✅ Found and copied the unique Event Record ID.

✅ Prepared a CSV with the Lead Capture Trigger column to bridge data.

✅ Imported contacts directly into the CRM to trigger automatic event association.