Denver Film brought Eventive ticketing and three other systems into HubSpot

The Customer

Denver Film is a nonprofit film society. It sells tickets through Eventive, a ticketing and point-of-sale system. Before working with Lynton, its email marketing ran on Mailchimp, its sales pipeline lived in Pipedrive, and more of its records sat in Luminate. The team engaged Lynton in August 2021 to bring all of that onto HubSpot.

The Challenge

Audience data lived in four systems. Ticket buyers were in Eventive, email contacts in Mailchimp, sales deals in Pipedrive, and further records in Luminate.

The three marketing and sales systems could be migrated once. Eventive stays in daily use for ticket sales, so for HubSpot to become the one record of the audience, the people and orders in Eventive had to flow into it on their own, as contacts, deals and line items, through a custom integration. One detail shaped the design. The Eventive API at the time gave no modified date on a person record, so there was no simple way to ask it which people had changed since the last sync.

The Solution

The migrations came first. We moved the Mailchimp and Pipedrive data into HubSpot in two phases, finishing in January 2022, with Mailchimp set to retire. We audited the Luminate records, then migrated them, finishing in April 2022.

Alongside the migrations we ran an onboarding series for the team: a recorded HubSpot Objects 101, sessions on segmenting contacts, building a lead magnet and reporting, and two sales reviews covering sponsorships, partnerships, membership and donations.

Then we built the integration. It maps Eventive people to HubSpot contacts, orders to deals, order contents to line items, and event tags onto the deals, so the team can see which events each order belongs to. To work around the missing modified date, the integration was designed to fetch people through their orders, and the CRM was seeded with a full historical sync of person records. We added street, city, state and postal code from the Eventive person record so contacts carry an address.

The integration ran in a sandbox until the team approved it, then moved to production on May 4, 2022. We ran the historical sync on a schedule the client approved, monitored it, and handed over documentation and diagrams, with a walkthrough of the build for our support team. The client’s sign-off that the integration worked to specification was recorded on May 13, 2022.

What They Got

Denver Film’s team now works from one CRM. A ticket buyer in Eventive becomes a HubSpot contact with their address and their order history as deals and line items, tagged by event. Sponsorship, partnership, membership and donation work runs on the same platform, with the reporting and segmentation the team learned during onboarding.

Wrapping Up

The standard on this job was a sync that is complete and documented: every person and order from the ticketing system in the CRM, the historical records loaded on an approved schedule, and a written and recorded record of how it works. Lynton now builds AI-native websites on open infrastructure; see our current work at /case-studies.