These are some recommended calculated fields that we suggest you build for your event & session records in event•hapily.
Currently, HubSpot's properties API does not allow us to inject calculated roll up fields upon install of event•hapily. So these are recommended calculated fields we suggest that you create in order to track important metrics about your events.
Properties we will recommend and configure in this article.
- Total Registrations (Required for some CMS Modules)
- Total Attendees
- Total No-shows
- Total Cancelations
- Total Event Leads
- Influenced Pipeline
- Closed Won Deal Revenue
Total Registrations
Relevant Objects: You should add this to both hapily event objects and hapily session objects.
Field Type: Rollup
Label: Total Registrations
Internal Name: total_registrations (Read warning below)
It is absolutely crucial that you make the internal name "total_registrations".
When you first type in a label of "Total Registrations" it will auto-format the internal name of the property to "total_registrations". For our session selection CMS module to work, it is looking for a field on the session record with the internal name of "total_registrations". So make sure you maintain this as the internal name when creating that property.
Suggested Property Group: Event Metrics (for hapily events) and Session Metrics (for hapily sessions)
Purpose: This property helps you report on how many registrants you have at your event or at a specific session. This is also a required field if you are using our dynamic registrant CMS Module called the "Session Selection Module" that will allow your registrants to choose sessions that they want to attend after registering for an event. We use it to track how many remaining seats there are at a given session. If you do not care about capping registration on session records on the Session Selection Module, or being able to report on number of registrants per session, you don't need to build this calculated roll up field.
Configuration: Once you have completed the details for this property, please refer to the screenshots below to configure the rollup calculation properly.
What we are doing here, is asking the event or the session to count the number of associated registrant objects that are associated to it with the proper label. We've included the configuration for both hapily event objects and hapily session objects.
For hapily event objects:
For hapily session objects:
Total Attendees
Purpose: This property helps you report on how many registrants actually attended the event. This field can be really helpful for tracking attendance across all of your events and sessions in dashboards, or just to be able to see on the event and session object records themselves.
Relevant Objects: You could add this to both hapily event objects and hapily session objects.
Field Type: Rollup
Label: Total Attendees
Internal Name: total_attendees
Suggested Property Group: Event Metrics (for hapily events) and Session Metrics (for hapily sessions)
Configuration: Once you have completed the details for this property, please refer to the screenshots below to configure the rollup calculation properly.
What we are doing here, is asking the event or the session to count the number of associated registrant objects that are associated to it with the label of "Registrant Attended Event/Session". We've included the configuration for both hapily event objects and hapily session objects.
For hapily event objects:
For hapily session objects:
Total No-Shows
Purpose: This property helps you report on how many registrants we're explicitly marked as "Did Not Attend Event/Session". This field can be really helpful for tracking no-shows across all of your events & sessions in dashboards, or just to be able to see on the event and session object records themselves.
Relevant Objects: You could add this to both hapily event objects and hapily session objects.
Field Type: Rollup
Label: Total No-shows
Internal Name: total_no_shows
Suggested Property Group: Event Metrics (for hapily events) and Session Metrics (for hapily sessions)
Configuration: Once you have completed the details for this property, please refer to the screenshots below to configure the rollup calculation properly.
What we are doing here, is asking the event or the session to count the number of associated registrant objects that are associated to it with the label of "Did Not Attend Event/Session". We've included the configuration for both hapily event objects and hapily session objects.
For hapily event objects:
For hapily session objects:
Total Cancellations
Purpose: This property helps you report on how many registrants have canceled their registration to an event or individual session. This field can be really helpful for tracking cancellations across all of your events & sessions in dashboards, or just to be able to see on the event and session object records themselves.
Relevant Objects: You could add this to both hapily event objects and hapily session objects.
Field Type: Rollup
Label: Total Cancellations
Internal Name: total_cancellations
Suggested Property Group: Event Metrics (for hapily events) and Session Metrics (for hapily sessions)
Configuration: Once you have completed the details for this property, please refer to the screenshot below to configure the rollup calculation properly.
What we are doing here, is asking the event or the session to count the number of associated registrant objects that are associated to it with the label of "Canceled". We've included the configuration for both hapily event objects and hapily session objects.
For both hapily event and session objects:
Total Event Leads
To learn how to set up Event Lead Capture using event•hapily, watch this video.
Purpose: This property helps you report on how many leads you captured at a tradeshow or conference for this particular event. This field can be really helpful for tracking how many leads you are capturing across all of your different tradeshows or conferences that you attend.
Relevant Objects: This property should exclusively be built on hapily event objects.
Field Type: Rollup
Label: Total Event Leads
Internal Name: total_event_leads
Suggested Property Group: Event Metrics
Configuration: Once you have completed the details for this property, please refer to the screenshots below to configure the rollup calculation properly.
What we are doing here, is asking the event how many contacts are associated to the event object with the association label of "Event Lead". The "Event Lead" association label indicates that this is a contact who was captured at the event as a lead. We are not referencing a hapily registrant object here since there would be no sign-up/registration prior to the event.
For hapily event object:
Influenced Pipeline
Purpose: This property helps you report on the total dollar amount of deals that have been associated or attributed to this event. This field can be really helpful for tracking how much pipeline is getting influenced by your event activity. Deals are typically associated to an event using our "Attribute Deal to Event" workflow action that we install.
Relevant Objects: This property should exclusively be built on hapily event objects.
Field Type: Rollup
Label: Influenced Pipeline
Internal Name: influenced_pipeline
Suggested Property Group: Event Metrics
Configuration: Once you have completed the details for this property, please refer to the screenshots below to configure the rollup calculation properly.
What we are doing here, is asking the event how many deals are associated to it with the "Attributed Deal" association label. This label is set when an association is created between the deal and the event object using our deal based workflow action called "Attribute Deal to Event".
For hapily event object:
Closed Won Deal Revenue
Purpose: This property helps you report on the total dollar amount of deals that have been associated or attributed to this event AND are in a CLOSED WON deal stage. This field can be really helpful for tracking how much pipeline that was influenced by the event has actually CLOSED. Deals are typically associated to an event using our "Attribute Deal to Event" workflow action that we install.
Relevant Objects: This property should exclusively be built on hapily event objects.
Field Type: Rollup
Label: Closed Won Deal Revenue
Internal Name: closed_won_deal_revenue
Suggested Property Group: Event Metrics
Configuration: Once you have completed the details for this property, please refer to the screenshots below to configure the rollup calculation properly.
What we are doing here, is asking the event how many deals are associated to it with the "Attributed Deal" association label. This label is set when an association is created between the deal and the event object using our deal based workflow action called "Attribute Deal to Event". We are also only calculating this for deals that are in the closed won deal stage. Be sure to choose your portal's unique closed won deal stage. You could also base this on another property across your deals that indicates the deal is in a closed won state if it's not as simple as just selecting a single closed won deal stage.
For hapily event object:
