HubSpot Integration

Overview

Tiveko integrates with HubSpot to automatically sync your events as Marketing Events, register attendees as contacts, log application events on the timeline, and connect workflow actions to automate registrations, verifications, cancellations, and approval of requests.

Prerequisites

• A Tiveko account with an Admin or Organizer role
• A HubSpot account (Marketing Hub or higher)
• Admin access to the HubSpot portal

Connect Your HubSpot Account

1. Log in to Tiveko and go to Settings > HubSpot
2. Click Connect HubSpot
3. You will be redirected to HubSpot to authorize access (OAuth 2.0)
4. Select the HubSpot portal you want to connect
5. Accept the requested permissions
6. You will be redirected back to Tiveko with a confirmation message

The connection uses OAuth 2.0 with automatic token renewal. If the token expires, Tiveko automatically renews it before each API call.

What Gets Synced

Once the integration is connected, Tiveko syncs the following information with HubSpot:

Marketing Events

Each published event date in Tiveko is created as a Marketing Event in HubSpot with:

• Event name (includes the formatted date)
• Event description
• Start date and time
• End date and time (calculated from the event duration)
• Public URL of the event on Tiveko
• Event type (In-person, Online, or Hybrid, based on the modality)

Marketing Events are automatically created the first time someone purchases a ticket, registers, or has their ticket scanned.

Contacts and Participants

When someone purchases a ticket on Tiveko:

• The contact is found or created in HubSpot by email (with first name and last name)
• They are registered as a Marketing Event participant with status REGISTERED

When the ticket is scanned at the event:

• The participant's status is updated to ATTENDED

If cancelled or refunded:

• The status is updated to CANCELLED

Application Events (Timeline)

Tiveko logs application events (App Events) on each contact's timeline in HubSpot. These appear as activities in the contact's history.

Event Types

Tiveko CRM Card

The Tiveko CRM Card allows you to view a contact's ticket history directly on their HubSpot record, without leaving the CRM.

What the Card Shows

When opening a contact in HubSpot, the Tiveko Card displays:

• Total spent — cumulative amount from all purchases (formatted in MXN or USD currency)
• Tickets — total number of tickets purchased
• Attendances — how many times they attended (check-in)
• Next event — the next event they are registered for
• Ticket history — detailed list with event, date, ticket type, and status (active, check-in, cancelled)

Adding the Card to Your Views

The Card is automatically installed when you connect Tiveko with HubSpot. To add it to contact records:

1. In HubSpot, go to Settings (gear icon in the top bar)
2. In the side menu, navigate to Integrations > Connected Apps
3. Click Tiveko
4. Go to the App cards tab
5. On the Tiveko card, click Manage locations
6. Select Contacts so the card appears on each contact record
7. Click Save

The card will appear in the sidebar of each contact. If you don't see it, you can drag it from the record view customization.

Workflows

HubSpot Workflows allow you to automate ticket registration, verification, cancellation, and approval directly from HubSpot. Tiveko actions are automatically available when you connect the integration.

Available Actions

When creating or editing a Workflow in HubSpot, you will find five Tiveko actions:

1. Register Contact in Event

Creates a free registration (no-cost ticket) for a contact in a specific event.

• Fields to configure:
  • Event — select the event from a dropdown list (required)
  • Event date — select the specific date (dropdown filtered by event)
  • Ticket type — select the ticket type (dropdown filtered by date)
• What happens:
  • If the contact is already registered, the registration is not duplicated
  • A free ticket with a unique QR code is generated
  • Ticket availability is decremented
  • The contact is registered in the HubSpot Marketing Event as REGISTERED
  • The event is logged on the contact's timeline

2. Verify Registration

Checks whether a contact is registered in an event. Useful for conditioning workflow branches.

• Field to configure:
  • Event — select the event to verify (required)
• Data returned (for use in workflow branches):
  • Whether registered or not
  • Ticket status (active, check-in, cancelled)
  • Ticket code and type

3. Cancel Registration

Cancels a contact's registration in an event.

• Field to configure:
  • Event — select the event (required)
• What happens:
  • The contact's ticket is cancelled
  • Availability is restored
  • The status is updated in the Marketing Event to CANCELLED
  • The cancellation is logged on the contact's timeline

4. Approve Ticket Request

Approves a pending request for a ticket that requires approval. If the ticket is paid, the charge is captured in Stripe (which was authorized but not charged).

• Fields to configure:
  • Event — select the event (required)
  • Event date — select the date (optional, filters results)
  • Ticket type — select the ticket type requiring approval (dropdown filtered by tickets that require approval)
• What happens:
  • Verifies that the request has not expired
  • If paid: the authorized charge is captured in Stripe
  • Marks the purchase as completed and generates the ticket
  • Sends an approval email to the buyer (with ticket and QR)
  • Registers in the Marketing Event as REGISTERED
  • If the request has expired, it is marked as expired, availability is restored, and the payment authorization is cancelled

5. Reject Ticket Request

Rejects a pending request for a ticket that requires approval.

• Fields to configure:
  • Event — select the event (required)
  • Event date — select the date (optional)
  • Ticket type — select the ticket type requiring approval (optional)
  • Rejection reason — optional free text
• What happens:
  • If paid: the authorization in Stripe is cancelled
  • Ticket availability is restored
  • The request is marked as rejected
  • A rejection email is sent to the buyer (with optional reason)

Cascading Dropdowns

Tiveko actions use dynamic cascading dropdowns:

1. Event — Loads all active events from the organization
2. Event date — Filters available dates for the selected event
3. Ticket type — Filters ticket types for the selected date
4. Ticket type (approval) — Filters only types that require approval

How to Create a Workflow with Tiveko Actions

1. In HubSpot, go to Automation > Workflows
2. Click Create workflow and select From scratch
3. Choose the object type (for example, Contacts)
4. Configure your trigger (what starts the workflow), for example: "Contact fills out a form"
5. Click the + icon to add an action
6. Search for Tiveko in the list of available actions
7. Select the desired action
8. Configure the fields (event, ticket type, etc.) using the dropdown lists
9. Click Save

Example: Automatic Registration After Form Submission

1. Trigger: Contact fills out the form "Conference 2026 Registration"
2. Action: Verify registration — select "Conference 2026"
3. If/Then branch: If not registered:
   • Action: Register contact — select event, date, and ticket type
4. Next step: Send confirmation email

Example: Auto-Approve Request by Property

1. Trigger: Contact property "company" contains "Sponsor"
2. Action: Approve ticket request — select event and VIP ticket type
3. Next step: Send personalized welcome email

Disconnect HubSpot

1. Go to Settings > HubSpot
2. Click Disconnect
3. The stored access tokens will be deleted
4. Events will stop syncing with HubSpot

Only the organization owner can disconnect the integration.

Frequently Asked Questions

Does it sync in real time?

Yes. Synchronization occurs at the moment of each action: when a purchase is completed, when a ticket is scanned, when a refund is issued, or when a workflow action is executed.

Can I connect multiple HubSpot portals?

No. Each organization in Tiveko connects to a single HubSpot portal.

What happens if I disconnect and reconnect?

When reconnecting, Tiveko will re-sync the active events. Events that already exist in HubSpot will be updated rather than duplicated (thanks to external identifiers).

Do I need to configure anything additional for Workflows and the CRM Card?

No. Workflow actions and the CRM Card are automatically installed when you connect Tiveko with HubSpot. You only need to add the Card to your contact views from the connected apps settings.

Do Workflows handle paid tickets?

The "Register" action creates free registrations ($0 amount). For paid tickets, the attendee must complete the purchase process on Tiveko. However, the "Approve" and "Reject" actions do handle paid tickets that require approval: upon approval, the authorized charge is captured in Stripe.

What happens if an approval request expires?

Requests have an expiration time of 7 days. If not approved or rejected within that period, the request is automatically marked as expired, ticket availability is restored, and if paid, the authorization in Stripe is cancelled.

Support

If you have issues with the HubSpot integration, contact us at soporte@tiveko.com.