How to Manually Enroll a Contact into an Event Using a Workflow Action in HubSpot

This guide explains how to use a HubSpot Workflow to manually enroll a contact in an event using the SimpleEvents.io Workflow Action.

This is particularly useful when managing events that use different forms or when you want more control over how contacts are registered for events.

Step 1: Access HubSpot Workflows

1. Log in to your HubSpot account.
2. Navigate to the Automation section and select Workflows.

Step 2: Create a New Workflow

1. Click Create a new workflow from scratch.
2. Select Contact-based workflow. (Currently, only contact-based workflows are supported by SimpleEvents.io).
3. Click Next.

Step 3: Name Your Workflow

1. Provide a meaningful name for your workflow, such as "Register Attendee for Event."
2. Optionally, add a description to clarify the purpose of the workflow.
3. Click Create.

Step 4: Add the SimpleEvents.io Workflow Action

1. In the workflow editor, click + Add Action.
2. Scroll down and select SimpleEvents.io from the action menu.
3. Choose Register contact for an event.
   • Only active or available events will be displayed. Events marked as "complete" will not appear, as they are locked and cannot accept new registrations.

Step 5: Select the Event

1. From the dropdown menu, choose the event you want to enroll contacts into.
2. Click Save.

Step 6: Set Workflow Triggers

1. Determine how contacts will be enrolled in this workflow:
   • Manual Enrollment: Select contacts manually to enroll them.
   • List Enrollment: Use a pre-existing list or create a new one for enrollment.
   • Other Triggers: Set conditions such as specific form submissions, property changes, or other actions to trigger enrollment.
2. For manual enrollments, select the desired contacts or use a list.

Step 7: Review and Publish

1. Review your workflow settings to ensure everything is correct.
2. Click Review and Publish to activate the workflow.

Step 8: Test the Workflow

1. Test the workflow by manually enrolling a contact or using a test list.
2. Check that the contact is successfully registered for the event in SimpleEvents.io.

Advanced Use Case: Branching Workflows for Multiple Events

If you are managing multiple events with a single form, you can use workflow branching to enroll contacts into different events based on their selections:

1. Create a Workflow with Branching:

   • Trigger the workflow using a specific form submission.
   • Set conditions based on form fields (e.g., date selection) to branch contacts into different workflow paths.

2. Manage Multiple Events:

   • Use the same form for multiple events and dynamically update the form with new dates as events pass.
   • For each branch, select the corresponding event in SimpleEvents.io.

3. Update Workflow for New Events:

   • As events are completed and new dates are added, update the workflow branches accordingly.

Using the SimpleEvents.io Workflow Action in HubSpot allows you to manually or automatically enroll contacts into events with ease. Whether you are using SimpleEvents forms or other custom forms, this flexible approach provides comprehensive control over your event registration processes. Enjoy streamlining your event management with these powerful workflow tools!