Required Altai Fields

When an approved applicant is pushed from HubSpot into Altai, a specific set of fields has to be present and correct. If any of them is wrong or missing, Altai will not trigger ChargeBee and the applicant never receives a payment link. Use this page as a reference for what "correct" means.

The fields that must be right

• Participation Record — a record on its own tab in Altai, separate from the Contact. The Contact alone is not enough; the Participation Record is what membership processes read.
• Applicant status — must be exactly "Approved Applicant." The value has to match precisely; a near-miss is treated as not approved.
• Primary chapter — the applicant's home chapter must be set.
• Membership type — which membership the applicant is joining (for example, standard vs. accelerator).
• Join date — must match the approval date exactly.
• Bill Through Date — must be empty at the payment-request stage. ChargeBee sets the billing period itself; a pre-filled value here breaks the trigger.
• Source marker — every record created through the API must carry a distinct source identifier so it can be told apart from records that came from the legacy system.

Why this list exists

The hand-off from Altai to ChargeBee is automatic, which is a strength — but it also means there is no human in the loop to catch a bad record. The field requirements are the contract that keeps the automation reliable. Getting them right once, in the right place, is what lets the rest of the application flow run untouched.

Related pages

• The Three Systems — where Altai sits in the pipeline.
• Application → Member Flow — where these fields get set.
• Critical Rules — the non-negotiables, including the source marker rule.