ARLO Webhook Processor - Documentation

Contact Field Mappings

The following table shows how ARLO contact fields are mapped to HubSpot contact properties:

HubSpot Property	ARLO Field	Notes
`firstname`	`FirstName`	Contact's first name
`lastname`	`LastName`	Contact's last name
`email`	`Email`	Primary email address
`phone`	`PhoneWork`	Work phone number
`mobilephone`	`PhoneMobile`	Mobile phone number
`address`	`addressLink?.StreetLine1`	Street address (null if not available)
`city`	`addressLink?.City`	City (null if not available)
`state`	`addressLink?.StateOrProvince`	State (converted to state code)
`zip`	`addressLink?.PostCode`	Postal/ZIP code (null if not available)
`country`	`addressLink?.Country`	Country (USA is converted to "United States")
`arlo_unique_identifier`	`UniqueIdentifier`	Unique identifier from ARLO

Note: Fields marked with ? are optional and will be set to null if not available in the ARLO data.

Event/Section Field Mappings

The following table shows how ARLO event fields are mapped to HubSpot section properties:

HubSpot Property	ARLO Field	Notes
`section_title`	`Code + " - " + Name + " - " + startDateTimeLocal?.toISOString()?.split('T')[0]`	Formatted title combining code, name, and start date
`section`	`Code + " - " + Name + " - " + startDateTimeLocal?.toISOString()?.split('T')[0]`	Same as section_title
`arlo_unique_identifier`	`UniqueIdentifier`	Unique identifier from ARLO
`campus`	`LocationName`	Event location name
`category`	`eventData?.Category`	Event category
`course_type`	`eventData?.CourseType`	Type of course
`event_billing_date`	`eventData?.BillingDate`	Billing date for the event
`event_end_date`	`FinishDateTimeFormatted`	Formatted end date and time
`event_name`	`Name`	Name of the event
`event_series_code`	`eventData?.SeriesCode`	Series code for recurring events
`event_start_date`	`StartDateTimeFormatted`	Formatted start date and time
`event_status`	`mappedStatus`	Status mapped from ARLO to HubSpot format using the following mapping: Draft → pending_approval Active → approved Completed → completed Cancelled → cancelled Unknown → unknown
`event_venue`	`venueName \|\| LocationName`	Venue name or location name as fallback
`event_venue_address`	`fullPhysicalAddress`	Complete venue address formatted as: "StreetLine1, City, StateOrProvince, PostCode" Example: "123 Main St, New York, NY, 10001" Each component is optional and will be omitted if not available
`instructor`	`eventData?.Instructor`	Primary instructor
`leader_role_1`	`presenter2Role`	Role of first leader
`leader_role_2`	`presenter1Role`	Role of second leader
`leader_role_3`	`presenter3Role`	Role of third leader
`leader_1`	`Presenter1Email`	First leader's HubSpot ID (looked up via HubSpot API using presenter's email from ARLO custom field `Presenter1Email`)
`leaders`	`Presenter2Email`	Second leader's HubSpot ID (looked up via HubSpot API using presenter's email from ARLO custom field `Presenter2Email`)
`leader_3`	`Presenter3Email`	Third leader's HubSpot ID (looked up via HubSpot API using presenter's email from ARLO custom field `Presenter3Email`)
`line_of_business`	`eventData?.LineOfBusiness`	Line of business
`moderncampus_event_id`	`eventData?.ModernCampusEventID`	Modern Campus event ID
`netsuite_event_id`	`eventData?.NetSuiteEventID`	NetSuite event ID
`potential_attendees`	`eventData?.PotentialAttendees`	Number of potential attendees
`region_market`	`eventData?.RegionMarket`	Region or market
`registered_assistants`	`eventData?.RegisteredAssistants`	Number of registered assistants
`registered_attendees`	`eventData?.RegisteredAttendees`	Number of registered attendees
`registered_attendees__nc_`	`eventData?.RegisteredAttendeesNC`	Number of non-credit registered attendees
`registered_waitlist`	`eventData?.RegisteredWaitlist`	Number of waitlisted registrations
`room`	`eventData?.Room`	Room information
`schedule_type`	`eventData?.ScheduleType`	Type of schedule
`student_section_completion_status`	`eventData?.StudentSectionCompletionStatus`	Student completion status
`section_schedule`	`formatSessions(allSessions)`	Formatted schedule of all sessions with dates and times. Each session is formatted as: `DayOfWeek, Month Day, Year - StartTime - EndTime TimeZone` Example: "Mon, Jan 15, 2024 - 9:00AM - 5:00PM EST" Dates are formatted using US locale (e.g., "Mon, Jan 15, 2024") Times are in 12-hour format with AM/PM Timezones are mapped from abbreviations to IANA timezone names (e.g., EST → America/New_York) Multiple sessions are separated by newlines

Notes:

Fields marked with ? are optional and will be set to null if not available in the ARLO data.
Leader fields (leader_1, leaders, leader_3) contain HubSpot owner IDs that are looked up using the presenter's email addresses from ARLO's custom fields:
- Presenter1Email for the first leader
- Presenter2Email for the second leader
- Presenter3Email for the third leader
These emails are used to look up the corresponding HubSpot owner IDs via the API endpoint crm/v3/owners/?email=.
If a presenter's email is not found in HubSpot owners, the corresponding leader field will be set to null.
The section_schedule field contains a formatted string of all sessions with their dates, times, and time zones.
Dates are formatted to ISO string format and timezone information is preserved.
Event statuses are automatically mapped from ARLO's format to HubSpot's format using a predefined mapping table.
Schedule timezones are automatically converted from common abbreviations (PST, EST, GMT, etc.) to their corresponding IANA timezone names for accurate time display.

HubSpot Associations

The following associations are created in HubSpot to maintain relationships between different entities:

From Object	To Object	Association Type	Notes
Contact	Section	`contact_to_section`	Associates a contact with a section they are registered for
Section	Contact	`section_to_contact`	Reverse association of contact_to_section
Section	Owner	`section_to_owner`	Associates a section with its primary instructor/owner
Owner	Section	`owner_to_section`	Reverse association of section_to_owner

Notes:

All associations are bidirectional, meaning they can be queried from either direction.
Contact-to-Section associations are created when a contact is registered for an event.
Section-to-Owner associations are created using the HubSpot owner IDs of the instructors.
Associations are automatically managed when events are created, updated, or cancelled.

Registration Field Mappings

The following table shows how ARLO registration fields are mapped to HubSpot deal properties:

HubSpot Property	ARLO Field	Notes
`arlo_unique_identifier`	`UniqueIdentifier`	Unique identifier from ARLO registration
`dealname`	`Event.Code + " - " + Event.StartDateTime`	Formatted name combining event code and start date
`section_completion_status`	`Status`	Status mapped as follows: Default: "Enrolled" Cancelled: "Dropped"
`arlo_event_unique_identifier`	`Event.UniqueIdentifier`	ARLO event ID
`arlo_contact_unique_identifier`	`Contact.UniqueIdentifier`	ARLO contact ID
`event_id`	`Event.EventID`	HubSpot section (event) ID
`contact_id`	`Contact.ContactID`	HubSpot contact ID
`final_grade`	`Outcome`	Registration outcome
`attendance`	`Attendance`	Attendance status, mapped as follows: "Unknown" or "DidNotAttend" → "Not Attended" Other values remain unchanged
`pipeline`	`HUBSPOT_PIPELINE_ID`	HubSpot pipeline ID from environment variables
`dealstage`	`HUBSPOT_PIPELINE_STAGE_ID`	HubSpot pipeline stage ID from environment variables
`amount`	`OrderLine.LineAmount`	Registration amount from order line
`discount_used__arlo_`	`OrderLine.Description`	Description of any discount applied
`arlo_order_id`	`Order.OrderID`	ARLO order ID

Registration Creation Logic:

When a new registration is received, the system first checks if the associated contact exists in HubSpot.
If the contact doesn't exist, it is automatically created using the contact creation process.
The system then checks if the associated event (section) exists in HubSpot.
If the event doesn't exist, it is automatically created using the event creation process.
After ensuring both contact and event exist, the registration (deal) is created with all necessary associations.
For registration updates, if the status is "Cancelled":
- The deal stage is updated to the cancelled stage
- The section completion status is set to "Dropped"
- All associations between the deal, contact, and section are removed

Deal Associations:

When a registration is created, the following associations are automatically created:
- deal_to_contact: Links the registration to the registered contact
- section_to_contact: Links the event section to the registered contact
- section_to_deal: Links the event section to the registration
- deal_to_section: Links the registration to the event section
When a registration is cancelled, all these associations are automatically removed to maintain data consistency.
All associations are bidirectional, allowing navigation between related objects in either direction.
Associations are created using HubSpot's batch API for better performance.

Deployment Instructions

To deploy the ARLO Webhook Processor, follow these steps:

Access AWS Account
- Log into the AWS account using the following credentials:
- Account ID: 423255724021
- Email: ctiwebservices@coactive.com
- Contact CTI - Michael or Matthew for access
Connect to Lightsail Instance
- Navigate to the Lightsail instance at: ArloHubsputUsUbuntu
- Connect using SSH
Optional: SSH Setup
- You can set up SSH in your local SSH client for easier access
Deploy
- Run the deployment script:
- ./deploy.sh

Note: The deployment process is automated through the deploy script. No additional configuration is required.