When an event rep captures a lead inside the hapily mobile app, the integration checks whether the email address already exists on a HubSpot contact.
In both cases, you get a clean, consistent CRM where every event attendee is tied to the proper event and you avoid duplicate contacts.
Every time a lead is captured in the hapily mobile app, it triggers a HubSpot App Event. This event acts as a permanent record of that interaction — a snapshot of what happened in the moment, tied directly to both the contact and the event itself.
There’s one important nuance to understand:
An App Event is created only the first time a contact is synced into HubSpot through mobile lead capture. If that same person is scanned again at a future event, hapily will update their contact properties with the latest information, but it will not create a duplicate App Event.
This design is intentional. It prevents timeline noise while still preserving a clean, historical marker that shows when and where the relationship started.
When an App Event is created, it captures the context your team collected on the show floor, including:
App Event data fields:
First Name — The attendee’s given name
Last Name — The attendee’s surname
Job Title — Their professional role
Company Name — The organization they represent
Notes — Free-form context captured by your team
Next Steps — The follow-up actions discussed or committed to
Lead Type — Your internal classification (hot lead, partner, vendor, etc.)
Product Interest — The products or services they expressed interest in
Captured By — Which team member logged the interaction
Method — How the lead was captured (badge scan or manual entry)
Date — The timestamp of the capture
Event ID — The unique identifier of the event
Event Name — The human-readable event name
This App Event appears in two critical places:
On the Contact timeline, and
On the Event record timeline
That means sales and marketing can immediately see not just who the lead is, but where they came from, who spoke with them, and what was discussed without digging through notes, spreadsheets, or post-event recaps.
The result is shared context that sticks, even after the event buzz fades.
In addition to logging App Events on the timeline, hapily also updates contact properties in HubSpot so your team always has the most recent event interaction front and center on the contact record.
This is the data your reps look at first — the stuff that answers “What just happened?” without needing to scroll through timelines or dig into history.
When a lead is captured, hapily updates a combination of standard HubSpot properties and hapily-specific fields.
Standard HubSpot contact properties
These update as part of the sync to ensure the contact record stays accurate:
Custom hapily contact properties
These properties are designed specifically for event follow-up and always reflect the most recent lead capture:
Because these fields continuously update, they give sales and marketing an at-a-glance view of the latest event context — without losing the historical record stored in App Events.
Additional custom fields
If you’ve added your own custom fields to the lead capture form in hapily, those properties are also updated during the sync. This makes it easy to tailor lead capture to your process while still keeping everything centralized on the contact record.
Together, this approach balances two things teams care deeply about:
current context for fast follow-up, and clean historical data for long-term reporting.
Capturing great event data is only half the equation. The real value comes from what happens next — and that’s where HubSpot workflows do the heavy lifting.
The most effective way to operationalize mobile lead capture data is to build workflows that trigger off the Lead Capture App Event. This ensures your automation runs the moment an interaction is logged, not hours or days later.
A typical setup looks like this:
Create a workflow that triggers when the Lead Capture App Event occurs
Use the event data — such as first name, notes, lead type, and product interest — inside your workflow actions
If you’ve added custom fields to the lead capture form, those property values can be used as well, since they update at the time of sync
From there, workflows give you the flexibility to automatically:
Create Lead Object records
Open Deals
Create Tasks for sales follow-up
Add Notes to capture context
Store structured information in Custom Objects
This is where long-term value is created. While contact properties reflect the most recent interaction, workflows allow you to preserve important event data in objects that don’t get overwritten and remain fully reportable over time.
In short, workflows turn real-world conversations into structured CRM action — without relying on reps to remember what to do after the event ends.
When a lead is captured with hapily, the priority is getting enriched data into HubSpot without creating duplicates or overwriting good information.
A rep scans a badge or enters a lead, hapily enriches the information, and the contact is then created or updated in HubSpot using email to ensure proper matching.
If the contact already exists, no duplicate is created. And if HubSpot already has a value for a field, hapily leaves it untouched — new data is only added when fields are empty.
Alongside the contact update, hapily logs a Lead Capture App Event for that specific interaction. This event records who captured the lead, where it happened, and the context from the conversation.
That creates a clear split in how data behaves:
Contact properties
App Events
This separation keeps contact records clean while still preserving the context of each event interaction so teams can trust what they’re seeing without worrying about data loss or duplication.
HubSpot App Events are intentionally standardized. They’re designed to work the same way across every portal where hapily is installed, which means they must be pre-defined for installation across all HubSpot accounts.
Because of that:
That limitation is what keeps App Events reliable and consistent across different HubSpot portals.
To store data that’s specific to your process or needs to live long-term, hapily recommends using HubSpot objects built for flexibility, including:
In short, App Events capture the moment while HubSpot objects are where teams store and build on that data over time.
Event lead capture should move at the pace of the conversation and leave you with data you don’t have to question later.
hapily makes that possible by enriching leads up front, matching them correctly in HubSpot, and attaching every interaction to the event it came from.
Contacts stay clean. Context stays intact. And follow-up can happen immediately, not after someone fixes the data.
It’s the difference between leads that stall after the event and leads that move forward right away because the data is already where it needs to be.