Registrations → HubSpot Appointments

Last updated: May 29, 2026

What this is

A SmartRec Registration is created when a person signs up for an activity session, drop-in, or private lesson. The integration syncs each registration to HubSpot as an Appointment, linked to the registrant, the Activity Occurrence (Deal), and the parent Activity (Course).

Requires HubSpot setup. Appointments must be activated in HubSpot by a super-admin before sync can write to them. See Setting Up the Integration.

Screenshot 2026-05-29 at 9.34.36 AM.png

When it syncs

  • Real-time — webhook on Registration (Create)

  • Historical backfill — GET /registrations?showEnded=true, default last 30 days

Field mapping

SmartRec field

HubSpot property

HubSpot label

Property group

Type

{Person.FullName} - {Activity.Name} / PrivateLesson.Name / "Registration"

hs_appointment_name

Appointment Name

appointment_information

String

InvoiceItem.Id

smartrec_registration_invoice_item_id

Registration Invoice Item ID (unique)

smartrec_registration

String

RegistrationId

smartrec_registration_id

Registration ID

smartrec_registration

String

Program.Name

smartrec_registration_program

Program

smartrec_registration

String

Program.Id

smartrec_registration_program_id

Program ID

smartrec_registration

String

Activity.Name

smartrec_registration_activity

Activity

smartrec_registration

String

Activity.Id

smartrec_registration_activity_id

Activity ID

smartrec_registration

String

Category.Name

smartrec_registration_category

Category

smartrec_registration

String

Category.Id

smartrec_registration_category_id

Category ID

smartrec_registration

String

SubCategory.Name

smartrec_registration_sub_category

Sub Category

smartrec_registration

String

SubCategory.Id

smartrec_registration_sub_category_id

Sub Category ID

smartrec_registration

String

PrivateLesson.Name

smartrec_registration_private_lesson

Private Lesson

smartrec_registration

String

PrivateLesson.Id

smartrec_registration_private_lesson_id

Private Lesson ID

smartrec_registration

String

DropIn.OccurrenceId

smartrec_registration_occurrence_id

Occurrence ID

smartrec_registration

String

DropIn.OccurrenceDate

smartrec_registration_occurrence_date

Occurrence Date

smartrec_registration

Datetime

DateCreated

smartrec_registration_date_created

Date Created

smartrec_registration

Datetime

{Staff.FirstName} {Staff.LastName}

smartrec_registration_staff

Staff

smartrec_registration

Enumeration (integration adds missing options)

Staff.Id

smartrec_registration_staff_ids

Staff IDs

smartrec_registration

String

IsCancelled

smartrec_registration_is_cancelled

Is Cancelled

smartrec_registration

Boolean checkbox

RegistrationType

smartrec_registration_type

Registration Type

smartrec_registration

Enumeration

Person.Id

smartrec_person_id

Person ID

smartrec_person

String

Person.FullName

smartrec_full_name

Full Name

smartrec_person

String

Person.Email

smartrec_email

Email

smartrec_person

String

Person.Telephone

smartrec_telephone

Telephone

smartrec_person

Phone number

Person.TelephoneMobile

smartrec_telephone_mobile

Mobile Phone

smartrec_person

Phone number

Person.TelephoneWork

smartrec_telephone_work

Work Phone

smartrec_person

Phone number

(sync timestamp)

smartrec_last_sync_timestamp

Last Sync Timestamp

smartrec_registration

Datetime

(branch)

smartrec_organization

Organization

smartrec_person

Enumeration (select)

Unique identifier: smartrec_registration_invoice_item_id

Associations

From

To

What it represents

Appointment

Contact

The registrant — linked by Person ID or Email

Appointment

Deal

The specific Activity Occurrence — linked by Occurrence ID

Appointment

Course

The parent Activity — linked by Activity ID

Things to know

  • Appointment name fallback. hs_appointment_name uses Activity.Name if available, otherwise PrivateLesson.Name, otherwise the literal string "Registration". So even a registration with neither set will still have a readable name.

  • Registration type default options: DropIn, Subscription, PrivateLesson.

  • Cancellations stay visible. The smartrec_registration_is_cancelled checkbox shows when a registration has been cancelled — the appointment isn't deleted from HubSpot.

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