Workflow | Event Registration & Payment Synchronization

Purpose & Overview

Problem we are solving:
When event registration forms are submitted, multiple form types (primary member, team member, complimentary, or free ticket) can trigger overlapping workflows. Without proper logic, labels and statuses can remain inconsistent, preventing payment workflows from connecting correctly to event registrations.
This workflow ensures all registration and payment data are synchronized between event forms and payment records in HubSpot, maintaining clean associations and scalable automation.

Actions & Logic

Trigger:

• A contact is enrolled when they submit an event registration form (Primary Member Registration, Team Member Registration, or Complimentary Registration).

High-Level Actions:

1. Clear Existing Labels — Remove all association labels to keep the process scalable and prevent conflicts from previous registrations.

2. Check Registration Type:

   • If the base status is “complimentary” or the registration ticket is marked as “free,” set the Base Status field to Complementary.

   • Otherwise, continue with a standard registration flow.

3. Create Event Registration Record:

   • Generate a new event registration for each submission.

   • Clear the Base Status and Registration Confirmation fields to allow future submissions without inherited data.

4. Apply Association Label:

   • For non-complimentary registrations, apply the appropriate association label.

   • This triggers the Event Registration Payment Workflow to process payments and ensures that payment links connect to the correct registration record.

5. Payment Connection Logic:

   • When a payment link containing the contact’s event name is used:

     • Set Pay Status to “Paid.”

     • Set Registration Fee to the amount paid.

     • Remove the association label to reset the workflow connection for future form submissions.

Outcome:
Ensures each event registration is properly linked to its corresponding payment record and prevents label overlap, allowing for seamless updates and accurate tracking across workflows.

Exceptions & Edge Cases

• If a registration form is resubmitted before the label is cleared, duplicate records may temporarily appear until the reset action completes.

• Complimentary or free registrations skip payment processing but still follow event creation logic.

• Payment updates rely on matching the contact’s payment link name with the event name. If mismatched, the “Paid” status may not update correctly.

Associated Assets

• Event Registration Creation Workflow:
  https://app.hubspot.com/workflows/48691564/platform/flow/1701150037/edit

• Event Registration Update Pay Status Workflow:
  https://app.hubspot.com/workflows/48691564/platform/flow/1701156641/edit

• Forms Used:

  • Primary Member Registration Form

  • Team Member Registration Form

  • Complimentary Registration Form

Related Workflows & Dependencies

• Event Registration Creation Workflow — initiates event record creation and status assignment.

• Event Registration Update Pay Status Workflow — updates payment information and clears labels.
  These two workflows operate in tandem to maintain accurate registration-to-payment linkage.

Ownership

Owner: Tech Team