Getting more data from your attendees has never been more critical. With our built-in Salesforce integration, you can add attendees from your event and have the data automatically appear in Salesforce. Now you can discover registrant and attendee insights before your event begins!
Important Notes:
This integration is only available for Scale, Professional, Enterprise, and White Label accounts.
Please do not use a trial salesforce account because it does not support REST_API. Please use an enterprise or developer account. You can create a developer account from this page.
Attendee registrations that are done before the integration will not appear in Salesforce.
Accelevents has a "native integration" with Salesforce, meaning we have created our built-in integration, but we are not "Salesforce native," a company built completely in Salesforce.
These are the key parts to setting up your Salesforce integration:
Other Topics:
Configuring the Integration in Accelevents
Log in with either your organization or white-label account. (can be accessed from the bottom left corner of any event page connected to an Organizer Profile)
Go to the Integrations tab and click Connect / Configure under the Salesforce logo. It will say Connect if it's your first time connecting your Salesforce account.
A pop-up window will appear, prompting you to log in to your Salesforce account.
Click on New Authentication
Name the authentication
Select Production under the SalesForce Instance Type
Click Create.
On the next screen, log in to your Salesforce account.
Select the Record Type from the dropdown. If you choose Lead, the attendee data will be saved in the Leads list in your Salesforce account. If you choose Contact, the attendee data will be saved in the Contact list in your Salesforce account. Click Next.
Click Finish.
After clicking Finish, go back to the Integrations tab. The button under Salesforce will turn green - click Enable to finalize the integration. You will know it's enabled and connected when the button turns red.
That's it! You're done with the first part of the integration!
Disconnect the Integration
If you want to uninstall the integration, click the red Disable button, then click the trash icon in the upper right corner of the SalesForce tile on the integrations page within Accelevents. Once it's disconnected, you can connect a SalesForce account from scratch.
Edit the Integration
If you only want to edit the existing integration, click the edit icon, and it will take you back to the step where it asks you to click "New Authentication" (step 3).
Mapping Default and Custom Question Fields
By default, the attendee's Email, First Name, and Last Name are the fields that will be exported from Accelevents to Salesforce.
If you want to add new mappings beyond the defaults, go to Settings > Integrations > Configure Salesforce.
You'll see two lists there - one for Accelevents Fields and one for Salesforce Properties. You can set what you'd like for each field with the Add a new Mapping button.
To correctly map questions, enable the question on both the Ticket Holder order form and the Ticket Buyer order form.
Go to Registration > Order Form
Enable Collect both Ticket Buyer and Ticket Holder Information
Go to the Ticket Buyer tab and enable the include and require toggles for the questions to be included in the mapping
Go to the Ticket Holder tab and enable the include and require toggles for the questions to be included in the mapping
Notes:
If you add custom fields in your order form, they should also appear in the mapping. Just refresh if it doesn't show.
If you're adding the Disclaimer responses to the mapping, select any Salesforce Property that is most applicable (e.g., Status)
If you configured Contact as your Record Type, SalesForce does not provide a built-in Company / Organization field.
Testing Your Integration and Accessing Accelevents Attendees in Salesforce
Register as an attendee to your event to check if your integration worked. Then open your Salesforce account to check if the attendee has been added as a lead or contact. You will also see a new campaign created in your SalesForce account with your event name, where the lead or contact is also added as a campaign member.
Attendee Registration Added as Lead or Contact
In Salesforce, click the menu icon.
Search for sales
Click Leads or Contacts depending on your setup in step 3
You should be able to see the attendee in the leads or contacts list
Attendee Registration Added as a Campaign Member
After the first registration post-integration setup, a new campaign will be created in your SalesForce account. The campaign name will be the name of your event, and when you open the campaign, you'll see the lead or contact as a campaign member.
In Salesforce, click the menu icon.
Search for sales
Click Campaigns
Select the campaign (your event name)
Click View All under Campaign Members to see the leads or contacts for that event.
Accessing the Attendee Status in Salesforce Campaigns
To know whether the attendee has already checked in to the event, open the attendee's profile through the Campaigns tab in Salesforce. The Subscriber State field will show you the status of whether the attendee is only registered for the event, if they've checked in, or if their ticket was refunded or deleted.
Click Campaigns
Click the event name.
Click Campaign Members to see the Lead.
To see the attendee details, click the name.
If the attendee has not checked in to the event, the Subscriber State will say REGISTER.
If the attendee has checked in to the event, the Subscriber State will say ATTEND.
If the attendee ticket has been deleted or refunded, the Subscriber State will say CANCEL.
Frequently Asked Questions
Will the integration be linked to all events I have on the Organizer profile?
Yes. As long as the events are under the same organizer profile.
Will it create a duplicate contact if they buy a ticket twice?
No, they will be counted as 1 member only in SalesForce.
Will it create separate contacts If they buy multiple tickets for different attendees in one transaction?
Yes, each attendee will have their record in SalesForce.
Can I create a campaign in SalesForce from scratch and link it to my event?
No, once you integrate, a campaign will be automatically created in SalesForce with the same name as your event after the first registration post-integration setup.
If updates are done to the registrant's info in the order in Accelevents, will it update the info in Salesforce?
Yes
If updates are done to the lead / contact in Salesforce, will it update the info in Accelevents?
With the setup you've done above, it will not update it. If you want it to be 2-way, you'll need to set up the integration to export data from Salesforce to Accelevents.
If the registrant is an existing lead in Salesforce, will it create a new lead or update the existing one?
If the registrant is an existing lead, it will add the lead to the campaign and update the lead record except for the name. It will retain the original lead record name. This also applies to contact. Example:
Existing Lead Record's information | Registrant's information | Updated Lead Record's information |
Name: Ariane Ramirez Email: ariane@email.com Job Title: CX Organization: AE | Name: Ariana Go Email: ariane@email.com Job Title: Customer Support Organization: Accelevents | Name: Ariane Ramirez Email: ariane@email.com Job Title: Customer Support Organization: Accelevents |
If there is more than 1 lead record with the same email address, which lead record will be updated if someone registers with the same email address?
It will update the most recent lead record created.
If I select lead as the record type in the integration setup, and the registrant is an existing contact in Salesforce, will it create a new lead or update the existing contact?
Right now, the configuration is only for updating/creating a lead if lead is selected as the record type in the integration. The same goes for contact.
If they register as a lead, but they are an existing contact, no new lead is created, and the existing contact is not updated. The existing contact will not be added to the campaign.
We're currently working on this so that it can cross-update leads and contact, stay tuned for updates.