The language of CRM-centric events.
A plain-language reference for the terms behind event management on HubSpot — from registration and ticketing to CRM data and hapily's own toolkit.
Event Basics
Agenda
The published schedule of sessions, speakers, and activities that tells attendees what's happening and when.
Attendee
Someone who attends an event, tracked as a contact in your CRM so their activity ties back to pipeline.
Calendar Invite
A calendar file (.ics) or link sent to registrants so the event drops straight onto their calendar, with reminders built in.
Event
A planned gathering — in-person, virtual, or hybrid — that you organize or attend to engage an audience and drive pipeline.
Event Lifecycle
The full arc of an event — planning and promotion, on-site execution, and post-event follow-up — treated as one connected process rather than separate stages.
Event Page
The public-facing page where prospective attendees learn about an event and begin registration.
Exhibitor
A company with a booth or table at an event, typically capturing leads on-site through hapily's mobile tools.
Host
The organization or person running an event and responsible for its experience and outcomes.
Registrant
Someone who has signed up for an event, whether or not they ultimately attend.
Session
An individual talk, workshop, or activity within a larger event that attendees can register for or select.
Speaker
A presenter at an event, often managed with their own profile, sessions, and registration type.
Sponsor
An organization that funds an event in exchange for visibility, leads, or other benefits, often tracked as its own registration type.
Track
A themed grouping of sessions that helps attendees navigate a multi-session event by topic, audience, or level.
Venue
The physical location where an in-person event takes place.
On-Site
Badge Printing
Producing attendee name badges on-site — often on demand at check-in — using the details already stored in the registration record.
Check-in
Confirming an attendee's arrival at an event, typically by scanning a QR code, which marks them present and updates their record in real time.
Check-in Kiosk
A self-service station where attendees check themselves in and print a badge without waiting for staff.
Event Staff
Team members given roles and permissions to help run an event, from check-in to lead capture.
Floor Plan
The layout of an event space — booths, stages, and rooms — used to orient attendees and place exhibitors.
Meeting Management
Scheduling and coordinating one-to-one or small-group meetings at an event, including pre-booked meetings arranged before the day.
On-site Experience
Everything an attendee encounters in person on the day — check-in, badges, sessions, and staff interactions — that hapily helps run smoothly.
Post-Check-in Alert
An automated notification triggered when a specific attendee — like a VIP or key account — checks in, so the right person can greet them.
QR Code Check-in
A fast check-in method where each registrant's unique QR code is scanned on arrival to record attendance instantly.
Run of Show
The detailed, minute-by-minute plan for how an event unfolds on the day, keeping speakers, staff, and sessions on track.
Self Check-in
Letting attendees check themselves in from a kiosk or their own device, cutting lines and freeing up staff.
Session Check-in
Recording attendance at the individual session level, not just the door, to see exactly what each attendee engaged with.
Walk-up Registration
Registering an attendee on the spot at the event, even if they never signed up in advance, and checking them in immediately.
Event Types
Attended Event
A third-party event your team attends — such as an industry conference — where hapily powers lead capture and follow-up rather than registration.
Awards Gala
A formal celebration recognizing customers, partners, or employees, doubling as a high-profile relationship moment.
Breakfast Briefing
An early-morning session, often over food, that delivers a focused update or education to a small, senior audience.
Community Event
A gathering built around a shared interest or user community rather than a hard sell, growing loyalty and word of mouth.
Conference
A large, often multi-day event with many sessions, tracks, and speakers, usually requiring detailed registration and agenda management.
Customer Advisory Board
A curated group of key customers who meet regularly to share feedback and shape your roadmap.
Customer Appreciation Event
An event dedicated to thanking customers and strengthening loyalty rather than selling.
Customer Dinner
An intimate, high-touch dinner with customers or key prospects to deepen relationships and open doors to new opportunities.
Demo Day
An event focused on showing your product in action to a room of prospects or customers.
Executive Roundtable
A small, invite-only discussion among senior leaders on a focused topic, prized for the quality of its attendees and conversation.
Field Marketing Event
A regional or localized event run to build pipeline in a specific market or territory.
Fireside Chat
A relaxed, conversational interview or discussion on stage, often with a notable guest, that draws an audience.
Happy Hour
A casual after-hours gathering over drinks, used to network with prospects and customers in a relaxed setting.
Hosted Event
An event your own organization runs and owns end to end, from registration and promotion through follow-up.
Hybrid Event
An event that combines in-person and virtual attendance, serving both audiences from one registration.
In-person Event
An event where attendees gather physically in one location — hapily's primary focus, with on-site check-in, badge printing, and lead capture.
Lunch & Learn
A short, informal session over lunch that educates prospects or customers on a topic while building rapport.
Meetup
A recurring, community-driven gathering of people with a shared interest, usually local and low-key.
Monetized Event
An event you generate revenue from through paid ticketing, sponsorships, or both.
Networking Event
An event centered on connections and conversations, where meeting management and lead capture matter most.
Networking Reception
A gathering built primarily around connections and conversation, where lead capture and meetings matter most.
Open House
An informal event inviting people to visit your space, office, or booth at their own pace.
Panel Discussion
A moderated conversation among several experts in front of an audience, popular for conferences and community events.
Partner Event
An event run with or for channel and ecosystem partners to drive joint pipeline and enablement.
Product Launch
An event built to introduce a new product or feature and drive awareness, demand, and pipeline.
Roadshow
A series of related events staged across multiple cities or regions to reach audiences where they are.
Sales Kickoff
An internal event that aligns and energizes the sales team around goals, messaging, and strategy for the year — often called an SKO.
Seminar
An educational session, in person or online, that teaches an audience on a specific topic to build authority and demand.
Sponsored Booth
A branded space you staff at a larger event to capture leads and raise visibility.
Summit
A high-profile, often invite-only event bringing together leaders or key accounts around a theme.
Team Offsite
An internal gathering away from the office to plan, align, and build culture across a team.
Trade Show
A large industry exhibition where companies staff booths — a classic setting for on-site mobile lead capture.
User Group
A gathering of a product's customers or community to share knowledge, feedback, and best practices.
VIP Experience
A premium track for your most important attendees — exclusive access, dinners, or meetings that reward and deepen key relationships.
Virtual Event
An event held entirely online, where attendees register and participate remotely rather than gathering in person.
Webinar
An online presentation or session that attendees register for and join remotely.
Workshop
A smaller, hands-on session focused on teaching or working through a specific topic with attendees.
Marketing & Promotion
Campaign
A coordinated set of marketing activities tied to an event and tracked together for performance.
Custom Branding
Tailoring event assets — from confirmation emails to badges — to match your brand identity rather than a generic template.
Email Sequence
A series of automated emails that nurture registrants before an event and follow up afterward.
Event Branding
Applying your logo, colors, and voice consistently across registration pages, emails, badges, and the event page so everything feels like you.
Event Calendar
A public listing that displays your upcoming events in one place, letting visitors browse and register across your whole program.
Event Marketing
The practice of promoting events to drive registrations and, ultimately, pipeline and revenue.
Invitation
A targeted outreach that invites specific contacts to register, often segmented using CRM data.
Landing Page
A focused page built to convert visitors into registrants for a specific event.
Marketing Email
An email sent through HubSpot to invite, remind, or follow up with contacts about an event.
Promo Code
A code that applies a discount or unlocks access at registration, useful for tracking a channel or rewarding a segment.
Promotion
The outreach and campaigns — email, social, ads — that fill an event with the right audience.
Reminder
An automated message sent before an event to reduce no-shows and confirm attendance.
Save the Date
An early notice that asks contacts to hold a date before full details or registration are live.
Social Sharing
Links and tools that let attendees and your team promote an event across social channels.
UTM Tracking
Tagged links that attribute registrations back to the specific channel or campaign that drove them.
HubSpot & CRM
Association
A link between HubSpot records — like connecting a contact to the event they attended.
Company Record
The HubSpot profile representing an organization, linking together the people and deals associated with it.
Contact Record
The profile in HubSpot that holds everything known about a single person, updated automatically as they register, attend, and engage.
CRM
Customer Relationship Management — the system of record for your contacts, companies, and deals, and the source of truth hapily builds events on.
CRM-centric Events
hapily's core idea: running events directly on your CRM so every action ties back to your contacts, companies, and deals.
Custom Objects
Purpose-built record types in HubSpot beyond the standard contacts and deals, which hapily uses to model events, registrations, and attendees. They require at least one Enterprise hub.
Deal
A revenue opportunity record in HubSpot, tied to the contacts and companies an event helped influence.
Enterprise Hub
A top-tier HubSpot subscription that unlocks custom objects; at least one is required to use hapily.
Lifecycle Stage
A property that marks where a contact sits in your funnel — from lead to customer — helping you segment and route follow-up.
List
A saved, often auto-updating segment of contacts used to target invitations and follow-up.
Marketing Hub Professional
The HubSpot subscription tier required to power hapily's event marketing and communications, including invitations and follow-up emails.
Pipeline
The stages a deal moves through from first interest to close, giving a visual view of revenue in progress.
Property
A field that stores a single piece of data on a record, such as a registration status or ticket type.
Real-time Sync
The automatic, immediate writing of event activity — registrations, check-ins, captures — onto the right HubSpot records as it happens.
Reporting Dashboard
A collection of charts and metrics in HubSpot that track event performance and pipeline impact at a glance.
Segmentation
Dividing your contacts into targeted groups based on CRM data so you can invite and follow up with the right people.
Workflow
An automated sequence in HubSpot that triggers actions — like emails or record updates — based on event activity.
Lead Capture
AI Enrichment
The automatic reading, structuring, and completion of captured lead details so records land in HubSpot clean and complete.
Badge Scan
Capturing a lead by scanning their event badge, instantly pulling their details into a HubSpot record.
Business Card Scan
Snapping a photo of a business card so AI can read and structure the details into a clean lead record.
Context-aware Follow-up
An AI-drafted follow-up email sent on the spot that reflects what was discussed with the lead at the event.
Data Enrichment
Automatically appending missing or richer information to a contact record from trusted sources, reducing manual data entry.
Instant Follow-up
Reaching out to a captured lead immediately at the event, while interest and context are still fresh.
Lead Enrichment
Filling out a captured lead with additional detail — title, company, and firmographic data — so the record is complete and actionable before it reaches sales.
Lead Qualification
Assessing and scoring a captured lead's fit and intent so your team knows who to prioritize after the event.
Lead Retrieval
The broader practice of collecting attendee contact information at an event for post-event follow-up.
Leaderboard
A live ranking of which reps have captured the most leads on-site, adding friendly competition that drives more capture.
LinkedIn Connect
Sending a LinkedIn connection request to a captured lead right from the app, turning an in-person meeting into a lasting connection.
Mobile Lead Capture
hapily's on-site tool for scanning badges and business cards from a phone and enriching each lead with AI before it syncs to HubSpot.
Voice Notes
Spoken notes a rep records against a captured lead, which AI structures into clean, usable follow-up detail.
Sales & Lead Management
Deal Creation
Turning a qualified event lead into a deal in the pipeline, connecting event activity directly to revenue.
Follow-up
The timely post-event outreach to leads and attendees that keeps momentum while interest is still fresh.
Follow-up SLA
An agreed standard for how quickly event leads must be followed up, keeping response times fast and accountable.
Lead Assignment
Giving ownership of a lead to a specific rep so every follow-up has a clear, accountable owner.
Lead Handoff
The moment a qualified lead passes from marketing to sales, with full event context attached so the rep can pick up seamlessly.
Lead Management
Tracking, organizing, and progressing the leads captured at an event from first touch through to a closed deal.
Lead Routing
Automatically directing each captured lead to the right rep based on rules like territory, account owner, or product interest.
Lead Scoring
Ranking leads by fit and engagement so reps focus on the hottest opportunities first.
MQL
Marketing Qualified Lead — a lead marketing considers ready to hand to sales based on fit and interest.
Pre-booked Meetings
Meetings arranged with attendees ahead of an event so your team's schedule is set before arrival.
Round Robin
A routing method that distributes incoming leads evenly across a team so no one is overloaded and none slip through.
Sales Alignment
Keeping marketing and sales working from the same CRM data so event leads are handed off and followed up consistently.
Sales Sequence
An automated cadence of emails, tasks, and touches reps use to follow up with event leads consistently.
SQL
Sales Qualified Lead — a lead sales has accepted as worth actively pursuing.
Task
A follow-up action — like a call or email — assigned to a rep in HubSpot so nothing falls through the cracks.
Post-Event & ROI
Attendance Rate
The share of registrants who actually showed up, a core measure of an event's pull and your reminders' effectiveness.
Attendee Follow-up
The structured post-event outreach to attendees, powered by CRM data so it's timely and relevant.
Conversion Rate
The share of attendees or leads that moved to the next step you cared about — a meeting, an opportunity, or a closed deal.
Cost per Acquisition
Total event cost divided by the number of customers won from it, tying spend directly to closed business.
Cost per Lead
Total event cost divided by the number of leads captured, showing how efficiently an event generated demand.
Deal Attribution
Tying closed and in-progress deals back to the events that influenced them, so you can prove event-driven revenue.
Deal Influence
Showing how an event touched the deals in your pipeline, even when it wasn't the only factor in the win.
Engagement Score
A measure of how actively an attendee participated — sessions attended, booths visited, meetings taken — used to prioritize follow-up.
Event ROI
The return an event delivered measured against what it cost to run, the ultimate test of whether it was worth it.
No-show
A registrant who signed up but did not attend, tracked so you can follow up and improve future turnout.
NPS & Surveys
Post-event feedback tools that measure attendee satisfaction and gather insight to improve future events.
Pipeline Generated
The total value of the deals an event created, a headline measure of its impact on revenue.
Post-event Report
A summary of an event's outcomes and metrics, used to debrief and plan the next one.
Registration Rate
The share of invited or reached contacts who registered, showing how well your promotion converted interest into sign-ups.
Reporting
Pulling together the numbers behind an event — registrations, attendance, leads, pipeline, and revenue — into a clear view of performance.
Data & Compliance
CCPA
The California Consumer Privacy Act, which gives California residents rights over their personal data and sets rules for how you collect and use it.
Consent
An attendee's explicit agreement to how their data will be used, typically captured at registration and stored with their record.
Data Ownership
You own the attendee and lead data captured through hapily; it lives on your HubSpot records and is yours to use and export.
Data Privacy
Protecting attendees' personal information and using it only in the ways they've agreed to — a baseline expectation for every event.
GDPR
The EU regulation governing how personal data is collected, stored, and used — including the data you gather from event attendees.
Opt-in
The moment a contact actively agrees to receive communications from you, keeping your follow-up compliant and welcome.
Permissions
Controls that determine who on your team can view and act on event and attendee data, inherited from your HubSpot setup.
PII
Personally Identifiable Information — data that identifies an individual, handled carefully at every stage of an event.
SOC 2
A widely recognized security standard and audit that verifies how a platform safeguards the customer data it handles.
Registration & Ticketing
Approval Step
A gate that holds a registration for manual review and approval before the attendee is confirmed, used for invite-only or vetted events.
Attendee Portal
A self-service area where registrants manage their own registrations — updating details, changing sessions, or transferring their spot to someone else.
Capacity
The maximum number of attendees allowed for an event or session, used to trigger waitlists and manage demand.
Closing Window
The point at which ticket sales for a tier or event close.
Conditional Logic
Rules that show, hide, or require registration fields based on earlier answers, keeping the flow relevant to each registrant.
Confirmation
The message and record created once a registration is complete, confirming the attendee's spot and details.
Credits
hapily's usage-based model — you spend credits as you go rather than hitting hard caps on events or attendees.
Custom Registration Form
A tailored set of questions and fields shown during registration, letting you collect exactly the information you need and write it back to the CRM.
Discount Code
A code applied at checkout that reduces a ticket price, useful for partners, segments, or promotions.
Early Bird
A discounted ticket tier available for a limited window early in the sales period to reward and drive early sign-ups.
Embedded Registration
A registration module embedded directly inside an existing web page so visitors sign up without leaving your site.
Group Registration
Registering multiple attendees together in a single flow, common for teams or companies attending as a block.
Guest Registration
Allowing a primary registrant to sign up one or more additional guests under their own registration.
Invoice
A billing document for a ticket purchase, often needed for group or company buyers.
On-sale Time
The moment ticket sales open for a tier, letting you stage releases and build urgency.
Order
A completed ticket purchase, tied to the registrant's record and tracked for revenue and reporting.
Paid Ticketing
Selling tickets to an event directly through registration, with each purchase tied back to the attendee's record in HubSpot.
Pass-through Fees
The option to add hapily and processing fees to the buyer's total at checkout rather than absorbing them yourself.
Pop-up Registration
A registration module that opens in a modal over your page, capturing sign-ups without a full page change.
Processing Fees
The payment-processor charges applied to each ticket transaction, on top of hapily's own fee.
Refund
Returning a ticket purchase to the buyer, with the order and attendee record updated accordingly.
Registration
The process of signing up to attend an event, capturing an attendee's details and choices so they're expected on the day and tracked in your CRM.
Registration Carousel
A carousel-style module that lets visitors browse and register across multiple events or ticket options in one scrolling view.
Registration Flow
The step-by-step path a registrant moves through, from selecting a ticket or type to answering questions and confirming, configurable to fit each event.
Registration Modification
Changes a registrant makes to an existing registration — like updating details or switching sessions — typically through the attendee portal.
Registration Module
A reusable block you place on your website to let visitors register — available in several formats to fit your page.
Registration Page
The dedicated page where attendees complete registration for an event, hosted by hapily or embedded into your own site.
Registration Status
Where a registrant stands in the process — such as pending, approved, confirmed, waitlisted, or cancelled.
Registration Transfer
Moving an existing registration from one person to another, so a spot isn't lost when the original registrant can't attend.
Registration Type
A distinct category of registrant — such as attendee, speaker, sponsor, or staff — each with its own flow, fields, and access.
Registration Window
The period during which people can register for an event, defined by an open and close date you control.
Ticket Bundle
A package of tickets sold together as one purchase, useful for groups or multi-event passes.
Ticket Tier
A distinct ticket type at its own price and set of benefits — such as early bird, general, or VIP.
Waitlist
An automatic queue that holds would-be attendees once an event or session reaches capacity, promoting them as spots open up.