HueLife Marketing Operations
HubSpot ⇄ WordPress · Event lifecycle

Creating an event, end to end

One pass from course creation to the day of the event — split by where the work happens. The HubSpot lane is where you author the class (the system of record); the WordPress lane is the removable adapter that renders the public event and feeds registrations back. Numbers ①–⑬ are the order of operations; rounded coral bubbles are customer touchpoints, placed in whichever system drives them (registration on WordPress, emails from HubSpot Workflows). Tickets are auto-created (Phase 2) — the only routine human step is creating the Course.

Manual — you / an admin do it
Automated — runs hands-off
Customer touchpoint (rounded bubble) — sits in the system that drives it
⇄ chip = cross-system handoff
HUBSPOT — system of record (you author here)
WORDPRESS — removable adapter (plugin + admin)
①Create the Course recordcohort_code · name · program_code · dates · venue · capacity · has_tiers · trainers · status = Scheduled
① ⇒ the Course creates the draft event in WordPress
②Plugin renders the TEC event as a DRAFTpoll ~15 min → create tribe_events (not public) · title · dates · venue · category → writes external_event_id back
③Plugin auto-creates the tickets4 tiers or single (has_tiers) · unlimited seats · prices cloned from prior cohort · AR fieldset replicated · hidden from shop
Exception only — review / adjust cloned prices for the first cohort of a program, or if prices drifted
④Event auto-PUBLISHESgoes live the moment tickets exist — no manual step; buying happens only on WordPress
⑤Prospect registers & pays on hue.life
⑥MakeWebBetter syncContact (marketable) + Deal + Line items → HubSpot
⑥ ⇒ ⑦ the registrant is synced back to HubSpot
⑦Course-Sync plugin stamps the registrationassociate Contact ↔ Course (860) · line item: cohort_code · program_code · tier · AR fields
You're registered + logistics
⑧Confirm go / no-gois_confirmed = Confirmed (go)
It's confirmed / running
T-7 reminder — hotel, parking
T-1 reminder — final details / join link
⑨ ⇄ ⑩ a Course date/venue change updates the live event
⑨Logistics change? edit the Course→ last_logistics_change
⑩Plugin updates / cancels the TEC eventFlow C
Details updated
⑪ ⇒ ⑫ check-in feeds attendance back to HubSpot
⑪Day of: check in attendeesEvent Tickets roster
⑫Status = Completed + attendanceAttended / No-show
Feedback survey
Certificate / thank-you
⑬Report: revenue & headcountroll up by cohort / program / tier

Who does what

The same flow as three lists — every manual touch, every hands-off step, every customer email.

Manual — you / an admin

  1. HubSpot: create the Course record — logistics, has_tiers, status = Scheduled ①
  2. HubSpot: confirm go / no-go once enrollment is met ⑧
  3. HubSpot: edit the Course if a date/venue changes ⑨
  4. WordPress: check in attendees on the day ⑪
  5. HubSpot: mark Completed + attendance after ⑫

Exception only: review the auto-cloned ticket prices for the first-ever cohort of a program, or if prices have drifted.

Automated — hands-off

  • Plugin renders the TEC event as a draft & writes external_event_id back ②
  • Plugin auto-creates the tickets — 4 tiers or single, unlimited seats, prices cloned from the prior cohort, AR fieldset replicated ③
  • Event auto-publishes the moment tickets exist ④
  • MakeWebBetter syncs the registrant → marketable Contact + Deal + Line items ⑥
  • Course-Sync plugin associates Contact ↔ Course + stamps the line item (cohort / program / tier / AR) ⑦
  • Plugin updates / cancels the event on any Course change ⑩
  • Reporting rolls up revenue & headcount by cohort / program / tier ⑬

Customer — Workflow emails

  • You're registered + logistics
  • It's confirmed / running
  • T-7 reminder — hotel, parking
  • T-1 reminder — final details / join link
  • Details updated (fires only on a change)
  • Feedback survey
  • Certificate / thank-you
Exception — cancellation. You set course_status = Cancelled (+ cancellation_reason) in HubSpot → a Workflow sends the cancellation notice to all associated attendees → the plugin cancels the TEC event (Flow C). On a refund, MakeWebBetter moves the deal stage; the contact↔Course association is kept and flagged, never deleted, so the deal stage handles revenue exclusion while the attendance history stays intact.