The integration between Romify and HubSpot is designed to streamline the process of updating contacts within HubSpot automatically. The system primarily uses the contact's email as the key identifier to check for existing contacts. However, HubSpot incorporates a sophisticated matching system that also considers the contact's name and company name to ensure accurate identification and updates. When Romify identifies an existing contact, it updates this contact with any new images and notes.

Romify's internal management of contacts, or Leads, is tailored to ensure efficiency and accuracy:

• For multiple scans of the same person's badge or business card at the same event, Romify consolidates these scans into a single Lead. This means if a badge is scanned three times during one event, it results in one Lead being created and subsequently updated twice. This consolidated Lead is then updated in HubSpot to reflect the most current information.
• Conversely, if the same individual's badge or business card is scanned at multiple, distinct events, Romify generates a new Lead for each event. For instance, a person scanned at both a Dental Show and a Car Show will have two separate Leads created in Romify, one for each event. Despite the creation of multiple Leads in Romify for the same person from different events, only one consolidated contact is maintained and updated in HubSpot.

This approach ensures a balance between maintaining detailed event-specific interactions in Romify and keeping a streamlined, singular contact record in HubSpot, providing a clear and comprehensive view of contact interactions across various events.

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