Hubilo + Salesforce
Connect Hubilo and Salesforce to Turn Event Engagement Into Revenue
Automatically sync event attendee data, session activity, and lead intelligence from Hubilo directly into Salesforce to accelerate your sales pipeline.
Why integrate Hubilo and Salesforce?
Hubilo is a virtual and hybrid event platform that captures detailed attendee engagement data — session attendance, poll responses, networking interactions, booth visits. Salesforce is where sales and marketing teams manage leads, contacts, opportunities, and revenue pipelines. When you connect the two, every meaningful event interaction shows up automatically in your CRM, so your team has the context they need to follow up faster and close deals more effectively.
Automate & integrate Hubilo & Salesforce
Use case
Automatic Lead Creation from Event Registrations
When a prospect registers for an event in Hubilo, their contact information is automatically created or updated as a Lead or Contact in Salesforce. No manual CSV exports, and your sales team has immediate visibility into who's attending before the event even begins.
Use case
Post-Event Attendee Engagement Scoring in Salesforce
After an event wraps, Hubilo's engagement data — session attendance duration, poll participation, Q&A activity, networking connections — is pushed to Salesforce as custom fields or activity records. Sales teams can immediately prioritize follow-ups based on who was most engaged.
Use case
Real-Time Opportunity Updates Based on Event Attendance
For prospects already in your Salesforce pipeline, Hubilo attendance data can automatically update existing Opportunity records with event participation notes and engagement signals. Account executives get the context they need for more informed, timely conversations with active deals.
Use case
Automated Post-Event Follow-Up Task Creation
When an attendee completes an event or shows interest in a specific sponsor booth or session, a follow-up Task is automatically created in Salesforce and assigned to the right sales rep. No hot leads fall through the cracks in the busy post-event period.
Use case
Syncing No-Show Registrants for Re-Engagement Campaigns
Registrants who didn't show up to a Hubilo event are automatically tagged in Salesforce, so marketing teams can trigger targeted re-engagement campaigns — on-demand recording invitations, future event invites, or dedicated nurture sequences.
Use case
Salesforce Campaign Member Sync for Event Attribution
Hubilo registrants and attendees are automatically added as Campaign Members in a corresponding Salesforce Campaign, so marketing teams can track event-attributed pipeline, revenue influence, and ROI directly within Salesforce reports and dashboards.
Use case
Speaker and VIP Contact Management Across Both Platforms
When speakers, sponsors, or VIP guests are added or updated in Hubilo, their records are automatically created or enriched in Salesforce with relevant relationship tags, so your partner and executive engagement teams always have current information.
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Hubilo & Salesforce Challenges
What challenges are there when working with Hubilo & Salesforce and how will using Tray.ai help?
Challenge
Avoiding Duplicate Records Across Both Platforms
Event registrants often already exist in Salesforce as Leads or Contacts, and blindly creating new records for every Hubilo registration quickly pollutes the CRM with duplicates. The problem gets worse when the same person attends multiple events over time.
How Tray.ai Can Help:
Tray.ai's workflow logic adds a lookup step that searches Salesforce by email before creating any new record. If a match is found, the existing record is updated rather than duplicated. Tray's built-in data transformation tools also let you standardize email formats and handle edge cases like capitalization mismatches before the lookup runs.
Challenge
Handling Large Volumes of Post-Event Data Efficiently
Enterprise events on Hubilo can attract thousands of attendees, and pushing all of that engagement data to Salesforce at once after an event ends can hit API rate limits or cause workflow timeouts if it's not handled carefully.
How Tray.ai Can Help:
Tray.ai supports scalable batch processing and pagination, so post-event data syncs are broken into manageable chunks that respect Salesforce API rate limits. Tray's retry logic and error handling automatically retry failed records without manual intervention, so no attendee data is lost even during high-volume syncs.
Challenge
Mapping Custom Hubilo Fields to Salesforce Custom Objects
Every organization uses Hubilo and Salesforce differently, with unique custom fields, objects, and data structures that don't map neatly out of the box. A rigid, pre-built integration often can't accommodate the specific data model a revenue operations team has built in Salesforce.
How Tray.ai Can Help:
Tray.ai has a fully flexible, code-optional workflow builder where any Hubilo field — including custom registration questions and engagement metrics — can be mapped to any standard or custom field in Salesforce. The JSONPath data mapper makes it straightforward to transform and restructure data between the two platforms without pulling in engineering resources.
Challenge
Keeping Salesforce Campaign Attribution Accurate Over Multiple Events
Organizations running recurring events on Hubilo need each event to map to the correct Salesforce Campaign, with Campaign Member statuses updated accurately and without overwriting data from previous events or attributing contacts to the wrong campaign.
How Tray.ai Can Help:
Tray.ai workflows can dynamically identify the correct Salesforce Campaign using event metadata such as name, date, or a shared external ID field, so each Hubilo event maps to its own Campaign. Conditional logic in Tray prevents historical Campaign Member records from being overwritten when the same contact attends multiple events.
Challenge
Real-Time Sync Without Overwhelming Sales Teams with Noise
Real-time event data is useful, but triggering a Salesforce notification or task for every single attendee action — every session join, every poll response — floods sales reps with irrelevant alerts and causes notification fatigue, which quietly kills the integration's usefulness.
How Tray.ai Can Help:
Tray.ai's conditional branching and filter steps let teams set precise thresholds for when a Salesforce action should fire — for example, only alerting a rep when a pipeline contact attends a specific high-intent session or exceeds a minimum engagement score. Reps get only the signals that actually matter.
Start using our pre-built Hubilo & Salesforce templates today
Start from scratch or use one of our pre-built Hubilo & Salesforce templates to quickly solve your most common use cases.
Hubilo & Salesforce Templates
Find pre-built Hubilo & Salesforce solutions for common use cases
Template
Hubilo Registration to Salesforce Lead
Automatically creates a new Lead in Salesforce whenever someone registers for a Hubilo event. If the contact already exists in Salesforce, the record is updated rather than duplicated, and the event registration is logged as an activity.
Steps:
- Trigger: New registrant is created in Hubilo
- Lookup: Search Salesforce for an existing Lead or Contact matching the registrant's email address
- Branch: If no match is found, create a new Lead in Salesforce with all available registration fields
- Branch: If a match is found, update the existing record with event registration details
- Action: Log a Salesforce Activity on the record noting the event name, date, and registration source
Connectors Used: Hubilo, Salesforce
Template
Post-Event Attendee Engagement Sync to Salesforce
After a Hubilo event ends, this template pulls all attendee engagement data and pushes it to corresponding Salesforce records as custom field values and activity logs, so sales teams can prioritize outreach based on event engagement.
Steps:
- Trigger: Hubilo event status changes to Ended or a scheduled time fires after event conclusion
- Action: Fetch all attendee engagement records from Hubilo including session time, polls answered, and booth visits
- Loop: For each attendee, look up the corresponding Lead or Contact in Salesforce by email
- Action: Update Salesforce record with engagement score, sessions attended, and total time in event
- Action: Create a Salesforce Task assigned to the record owner for post-event follow-up
Connectors Used: Hubilo, Salesforce
Template
Hubilo Attendees to Salesforce Campaign Members
Automatically adds Hubilo event registrants and attendees as Campaign Members in a designated Salesforce Campaign, updating their status based on whether they attended or were a no-show, for accurate event attribution reporting.
Steps:
- Trigger: New registration or attendance event fires in Hubilo
- Lookup: Identify or create the corresponding Lead or Contact in Salesforce
- Lookup: Find the matching Salesforce Campaign by event name or external ID
- Action: Add the contact as a Campaign Member with status set to Registered
- Action: Update Campaign Member status to Attended or No-Show after event completion based on Hubilo attendance data
Connectors Used: Hubilo, Salesforce
Template
Real-Time Pipeline Contact Event Alert to Sales Rep
Monitors Hubilo attendance in real time and sends an instant Salesforce notification or Chatter post to a sales rep whenever one of their open Opportunity contacts joins the event, so reps can reach out while the moment is fresh.
Steps:
- Trigger: Attendee joins a Hubilo event session
- Lookup: Match the attendee's email to a Salesforce Contact associated with an open Opportunity
- Condition: Check if the associated Opportunity is in an active pipeline stage
- Action: Post a Salesforce Chatter message or create a Task alerting the Opportunity owner
- Action: Log the session attendance as an Activity on the Opportunity record
Connectors Used: Hubilo, Salesforce
Template
No-Show Re-Engagement Workflow via Salesforce Campaign
Identifies Hubilo registrants who did not attend the event and automatically updates their Salesforce Campaign Member status to No-Show, then enrolls them in a dedicated re-engagement Salesforce Campaign for follow-up nurturing.
Steps:
- Trigger: Scheduled automation fires after Hubilo event end time
- Action: Fetch list of all registrants and compare against confirmed attendees in Hubilo
- Loop: For each no-show registrant, look up the Salesforce Lead or Contact by email
- Action: Update their Campaign Member status to No-Show on the original Campaign
- Action: Add the contact to a No-Show Re-Engagement Campaign in Salesforce for automated follow-up
Connectors Used: Hubilo, Salesforce
Template
Hubilo Speaker and Sponsor Sync to Salesforce Contacts
Keeps speaker and sponsor contact records in sync between Hubilo and Salesforce, automatically creating or updating Contact records and applying relevant relationship tags whenever a speaker or sponsor is added or modified in Hubilo.
Steps:
- Trigger: New speaker or sponsor is added or updated in Hubilo
- Lookup: Search Salesforce for an existing Contact matching the individual's email address
- Branch: Create a new Salesforce Contact if no match is found, or update the existing one
- Action: Apply a custom relationship tag such as Speaker or Sponsor to the Salesforce Contact record
- Action: Associate the Contact with the relevant Salesforce Account and Campaign for full relationship tracking
Connectors Used: Hubilo, Salesforce