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Instantly Push New People and Exhibitors to HubSpot or Salesforce with Zapier

Syncing new registrants and exhibitors from Swapcard to your CRM ensures your marketing and sales teams have real-time access to fresh data.

Updated this week

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.

  1. In Zapier, click Create Zap.

  2. For the Trigger, select:

    • App: Swapcard

    • Event: Choose one of the following Instant triggers:

      • New Person

      • Updated Person

      • New Exhibitor

      • Updated Exhibitor

  3. 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)

  4. Test the trigger by adding or editing a Person or Exhibitor in your event.

  5. Zapier will instantly receive the sample payload.

2. Set Up the Action to Create or Update Contact

  1. Add an Action step in your Zap:

    • App: HubSpot or Salesforce

    • Event: Create Contact or Update Contact

  2. Connect your HubSpot account.

  3. Map fields from the Swapcard payload to HubSpot fields. Common mappings include:

    • email → Email (required)

    • first_name → First Name

    • last_name → Last Name

    • company.name → Company

    • job_title → Job Title

    • phone → Phone Number

    • custom_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.

Read More

Related Articles
How to import/export your Swapcard data with Zapier
Adding and Managing People
Using Swapcard Webhooks
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