CRM Automations & Triggers

Automations let you trigger actions automatically when events happen — a new registration, a completed payment, a session starting, or a form submission.

How Automations Work

Each automation has two parts:

• Trigger — the event that fires the automation
• Action — what happens when the trigger fires

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Available Triggers

Trigger	When It Fires
New Registration	When an attendee completes registration
Session Starts	When a session’s start time is reached
Session Ends	When a session’s end time is reached
Form Submitted	When a custom form is submitted
Payment Completed	When a ticket payment is successfully processed

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Available Actions

Action	What It Does
Send Email	Send a templated email to the attendee or organizer
Send Notification	Send an in-app or push notification

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Email & Notification Templates

Templates power automated communications. Each template has:

• Type — Email, Notification, or SMS
• Category — groups templates by purpose

Template Categories

Category	Use Case
Registration	Confirmation emails, welcome messages, ticket details
Sessions	Session reminders, schedule updates, speaker announcements
Feedback	Post-session surveys, event feedback requests
Reminders	Pre-event reminders, check-in instructions
Marketing	Promotional emails, early bird alerts, last-call notices

Template Variables

Templates support dynamic variables that are replaced with real data:

Hello {{attendee.name}},

Your registration for {{event.name}} is confirmed!
Your ticket: {{ticket.name}}
Event Date: {{event.date}}

Common variables: {{attendee.name}}, {{attendee.email}}, {{event.name}}, {{event.date}}, {{ticket.name}}, {{ticket.price}}, {{session.title}}.

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HubSpot Sync

Sync registration data directly to HubSpot CRM.

1. Open a ticket type’s settings.
2. Enable Sync to HubSpot.
3. When someone registers with that ticket, their data is automatically pushed to HubSpot as a contact with event context.

This is configured per ticket type — you can sync VIP registrations to HubSpot while keeping free ticket registrations local.

Note

HubSpot sync is one-way (EventHex → HubSpot). Contact data flows to your CRM but changes in HubSpot don’t sync back.

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Setting Up an Automation

1. Go to Settings → Automations (or configure from the Marketing section).
2. Select a Trigger (e.g., New Registration).
3. Choose an Action (e.g., Send Email).
4. Select or create an Email Template.
5. Configure conditions (optional) — filter by ticket type, registration date, etc.
6. Enable the automation.
7. Test by creating a test registration and verifying the email sends.

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Best Practices

• Always send registration confirmations — this is the bare minimum automation. Attendees expect an immediate email confirming their registration.
• Schedule session reminders — send a reminder 1 hour before each session starts. This significantly improves session attendance.
• Use categories — organize templates by category to keep things manageable as your template library grows.
• Test every automation — create a test registration with your own email before going live. Verify the email content, template variables, and delivery.
• Don’t over-automate — sending too many emails annoys attendees. Limit automated emails to essential communications: confirmation, reminders, and feedback.