Automatically Sync Event Attendees to Hubspot

Setup Steps

Step 1: When Event Ends

1. Create new Zap → Search CE-Go
2. Select Event Ended trigger
3. Connect your CE-Go account
4. Click Test trigger

Step 2: Setup Configuration

1. Add Code by Zapier → JavaScript
2. In Input Data, add:
   • event_id → 1. Event ID
   • total_users → 1. Total Users
3. Paste this code:

// =============================================
// 🔧 Don't change below
// =============================================

const limitPerPage = 100;
const eventId = inputData.event_id;
const totalUsers = inputData.total_users;
const totalPages = Math.ceil(totalUsers / limitPerPage);

const pages = [];
for (let i = 1; i <= totalPages; i++) {
  pages.push(i);
}

return { 
    event_id: eventId,
    total_users: totalUsers,
    limit: limitPerPage,
    pages: pages,
    total_pages: totalPages
};

Step 3: Check if Users Exist

1. Add Filter by Zapier
2. Set: 2. Total Users → (Number) Greater than → 0

Step 4: Loop Users Page by Page

1. Add Looping by Zapier
2. Action: Create Loop From Line Items
3. Values to Loop: pages → 2. Pages
4. Trim Whitespace: True
5. Loop counter start: 1
6. Maximum iterations: 100

Step 5: Get Event Users

1. Add CE-Go → Get Event Users
2. Configure:
   • Event ID: 2. Event Id
   • Limit: 2. Limit
   • Page: 4. Loop Iteration
   • If multiple results: Return all results as line items

Step 6: Skip if No Users on Page

1. Add Filter by Zapier
2. Set: 5. Count → (Number) Greater than → 0

Step 7: Format Contacts for HubSpot

1. Add Code by Zapier → JavaScript
2. In Input Data, add: data → 5. Step(Row) Output
3. In Input Data, add: loop_iteration → 4. Loop Iteration
4. Paste this code:

try {
  const data = JSON.parse(inputData.data);
  const users = data.results;

  // Create batch contacts for HubSpot
  const contacts = users.map(user => {
    return {
      id: user.email.toLowerCase().trim(),  // email as id
      idProperty: "email",                   // specify that id is email
      properties: {
        email: user.email.toLowerCase().trim(),
        firstname: user.first_name || "",
        lastname: user.last_name || "",
        phone: user?.address?.phone || ""
        // Add custom fields here
        // company: user.company || ""
      }
    };
  })
  .slice(0, 100); // HubSpot batch limit

  return {
    contacts: JSON.stringify(contacts),
    count: contacts.length,
    page_number: inputData.loop_iteration
  };
} catch(e) {
  return {
    error: true,
    message: e.message
  };
}

Step 8: Sync to HubSpot

1. Add HubSpot → API Request (Beta)
2. Configure:

{
  "inputs": <strong>{{7. Contacts}}</strong>
}
		

⚠️ Important: Make sure to add the Content-Type: application/json header and map {{7. Contacts}} as a field (not as text in quotes).

Step 9: Validate Results

1. Add Code by Zapier → JavaScript
2. In Input Data:
   • hubspot_response → 8. Response Body
   • page_number → 7. Page Number
3. Paste this code:

try {
  // Parse HubSpot response from Step 8
  const response = JSON.parse(inputData.hubspot_response);
  
  // Check if response exists
  if (!response) {
    return {
      error: true,
      error_title: "No Response from HubSpot",
      message: "HubSpot API did not return a response",
      page_number: inputData.page_number
    };
  }
  
  // Extract results and errors from HubSpot response
  const results = response.results || [];
  const errors = response.errors || [];
  const status = response.status || "UNKNOWN";
  
  // Count successful and failed records
  const successfulCount = results.length;
  const failedCount = errors.length;
  const totalProcessed = successfulCount + failedCount;
  
  // Collect error details if any
  const errorDetails = errors.map(err => ({
    category: err.category || 'UNKNOWN',
    message: err.message || 'No error message',
    id: err.id || 'N/A',
    status: err.status || 'N/A'
  }));
  
  // Check if all records failed
  if (failedCount > 0 && successfulCount === 0) {
    return {
      error: true,
      error_title: "All Contacts Failed",
      message: `All ${failedCount} contacts failed to sync`,
      successful_count: 0,
      failed_count: failedCount,
      error_details: errorDetails,
      batch_status: status,
      page_number: inputData.page_number
    };
  }
  
  // Check for partial success
  if (failedCount > 0 && successfulCount > 0) {
    return {
      error: true,
      status: "partial_success",
      successful_count: successfulCount,
      failed_count: failedCount,
      total_processed: totalProcessed,
      error_details: errorDetails,
      hubspot_ids: results.map(r => r.id),
      batch_status: status,
      page_number: inputData.page_number
    };
  }
  
  // Full success
  return {
    error: false,
    status: "success",
    successful_count: successfulCount,
    failed_count: 0,
    total_processed: totalProcessed,
    hubspot_ids: results.map(r => r.id),
    batch_status: status,
    page_number: inputData.page_number
  };
  
} catch (error) {
  return {
    error: true,
    error_title: "Failed to Validate HubSpot Response",
    message: error.message,
    page_number: inputData.page_number
  };
}

🎉 Publish Your Zap

1. Review all steps
2. Click Publish at the top right
3. Your Zap is now live!

Success! Attendees will now automatically sync to HubSpot when events end.

💡 Troubleshooting

Adding Custom Fields

In Step 7 code, add fields inside the properties object:

properties: {
  email: user.email.toLowerCase().trim(),
  firstname: user.first_name || "",
  lastname: user.last_name || user.email.split("@")[0],
  phone: user.phone || "",
  company: user.company || "",
  custom_field: user.custom_value || ""
}

Note: Custom field names must match HubSpot property internal names (not labels).

Need Help?

• 📧 Contact CE-Go support
• 📚 HubSpot API Documentation
• 🔧 HubSpot Batch Upsert Endpoint

Happy syncing! 🎉
You've just automated your HubSpot CRM workflow!