Use Cotonity to capture event registrations through chat or forms and keep your HubSpot records, lists, and marketing events perfectly in sync.
Registration flow architecture
A typical Cotonity event registration flow works as follows: the agent collects the registrant's name, email, and any event-specific fields through a conversation or an embedded form. It then looks up or creates the contact in HubSpot, adds them to the relevant event list, creates a HubSpot Marketing Event attendance record if you are using HubSpot's Marketing Events feature, and sends a confirmation email via HubSpot's transactional email API. The entire flow completes in under three seconds, giving the attendee an immediate confirmation while keeping your CRM fully up to date.
Linking to HubSpot Marketing Events
If your portal has the Marketing Events feature enabled (available on Marketing Hub Professional and Enterprise), Cotonity can create and update event attendance records directly. Use the HubSpot: Register Attendee action, supplying the external event ID you have defined in your marketing events settings, the contact's email, and the attendance status (REGISTERED, ATTENDED, or CANCELLED). Cotonity uses the Marketing Events API endpoint and handles the association between the contact record and the event record automatically.
Managing cancellations and no-shows
When an attendee cancels, Cotonity updates the HubSpot attendance status to CANCELLED, removes them from the event list, and optionally triggers a re-engagement sequence. No-show detection can be configured using a post-event webhook: if the event platform (such as Zoom or Eventbrite) sends a no-show signal to Cotonity, the agent updates the attendance status to NO_SHOW and can automatically schedule a follow-up message or offer a recording of the session. These post-event statuses feed directly into your HubSpot reporting.
Waitlist and capacity management
For events with limited capacity, configure a maximum attendee count in the Cotonity event settings. When the limit is reached, the agent automatically switches to a waitlist flow: it adds the contact to a HubSpot waitlist list and sends a waitlist confirmation email. If a registered attendee cancels, Cotonity detects the newly available slot, picks the next person from the waitlist in order of registration timestamp, moves them to the confirmed list, and notifies them with updated event details. All of this requires zero manual intervention from your events team.