EventEngine setup guide

How the setup is split

There are two halves to setting up EventEngine.

The first half happens in the EventEngine app: install it, connect it to HubSpot, choose how you group events, and create your first event.

The second half happens inside HubSpot. Your event emails install as drafts, and your events need a page on your website to appear on. Neither exists in a usable state until you've done this half, which is why it catches people out.

Work through the six steps in order. Each one links to its own article.

In the EventEngine app

1. Installing EventEngine in your portal

Connect the app to HubSpot, approve the access it asks for, and start your subscription. About ten minutes. The requirements are listed at the top of that article, so check them before you begin.

2. Setting your categories and divisions

Decide how you'll group events. Two minutes, and you can add more later from the event form.

3. Creating your first event

Fill in the event form, save it, and publish it.

In HubSpot

4. Confirmation and reminder emails

Brand the ten email templates, publish them, then switch on the workflow that sends them. They arrive as drafts and nothing goes out until you do this.

5. Setting up your events pages

Build the one page that serves your events listing and every individual event. The data source setting in step 4 of that article is the one people miss.

6. Check it's all working

Open your events page on your live site. The listing should show your event, and clicking it should open its own page with a working registration form.

From then on you create an event in the app, publish it, and it appears on your site and sends its own emails. None of the setup above needs touching again.

If you run online events on Zoom

EventEngine can work out who attended a Zoom event and build the attended and missed lists in HubSpot for you. There are three things it needs, and it's worth knowing them before your first online event rather than after.

Connect Zoom on the Integrations tab in the EventEngine app. You authorise it once and it stays connected.

Your Zoom account needs to be on Pro or higher, with a licensed host. Zoom only returns the participant report on a paid plan. A free account will show as connected and then return nothing after the event.

When you create the Zoom meeting, switch Require registration on, then paste the meeting link into the event's Online Event URL field. Everyone who registers on your event page gets that link in their confirmation email. When they click it, Zoom asks for their name and email before letting them in, and that's what lets EventEngine match who joined against who registered.

So your attendees fill in two short forms: yours, then Zoom's. Ask them to use the same email address on both, because that's what the match runs on. Someone who registers with a work address and then joins Zoom with a personal one will be recorded as having missed the event.

In-person events don't need any of this.

Prefer us to do the HubSpot half?

Email support@eventenginepro.com and we'll do it for you, free of charge. Steps 4 and 5 are the ones people most often hand over.