Introduction
Purpose:
Keeping your CRM in sync with your latest attendee and exhibitor data is crucial for real-time personalization, sales alignment, and lead generation. With Swapcard's Zapier Instant Integration, new and updated People and Exhibitors can now be automatically pushed to HubSpot, Salesforce, or any another CRM, without writing a single line of code.
Benefits:
Eliminate manual exports and imports
Maintain an up-to-date CRM with every registration or exhibitor update
Automate follow-up sequences and lead segmentation instantly
Syncing Swapcard Attendees and Exhibitors to your CRM
Overview
Swapcard’s integration with Zapier Instant Triggers enables real-time syncing of attendee and exhibitor data using the following events:
New Person
Updated Person
New Exhibitor
Updated Exhibitor
When one of these events occurs in your Swapcard event, Zapier receives the data instantly via webhook and uses HubSpot’s “Create or Update Contact” action to keep your CRM in sync.
Step-by-Step Instructions
1. Create a Zap in Zapier with Swapcard’s Instant Trigger
✅ This method uses Zapier’s automatic webhook subscription — no setup needed in Swapcard Studio.
In Zapier, click Create Zap.
For the Trigger, select:
App:
SwapcardEvent: Choose one of the following Instant triggers:
New PersonUpdated PersonNew ExhibitorUpdated Exhibitor
When prompted to connect your Swapcard account:
Enter your Swapcard API Key (that you can generate from Studio)
Provide your Event ID (found in the Studio > Event builder > at the bottom of the General information page)
Test the trigger by adding or editing a Person or Exhibitor in your event.
Zapier will instantly receive the sample payload.
2. Set Up the Action to Create or Update Contact
Add an Action step in your Zap:
App:
HubSpotorSalesforceEvent:
Create ContactorUpdate Contact
Connect your HubSpot account.
Map fields from the Swapcard payload to HubSpot fields. Common mappings include:
email→ Email (required)first_name→ First Namelast_name→ Last Namecompany.name→ Companyjob_title→ Job Titlephone→ Phone Numbercustom_fields→ Any custom properties
💡 HubSpot will identify contacts by email. If the email exists, it will update the record. Otherwise, a new contact will be created.
Additional Implementation Notes
Zapier Plan: You’ll need a plan that supports Premium Apps.
Supported Events: Each trigger (e.g.,
New Person,Updated Exhibitor) requires a separate Zap.Custom Fields: You can map any custom field in Swapcard to a HubSpot or Salesforce property using Zapier's field mapping interface.