Salesforce to Accelevents Integration
With our built-in Salesforce integration, you can import existing or new contacts from your Salesforce account and have the data automatically appear in Accelevents. The contacts will be added as registrants to your event.
Important Notes:
The integration feature is not available for Free and Starter plans.
Please do not use a free or 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.
Please ensure that the Salesforce login credentials used to connect the integration have System Administrator permissions. If the user does not have permission to modify all data or modify metadata, it will cause the integration to break, as the integration requires creating campaign fields.
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.
Our Salesforce integration is compatible with Salesforce Nonprofit Cloud.
Connect the Integration
Go to your Organizer Portal by clicking the Manage Organization found on the bottom left corner of any event admin console.
Go to the Integrations tab and click Connect under the Salesforce logo.
If you're not seeing the Integrations tab, you'll need to access your Enterprise or White Label Dashboard to see the Integrations tab. Click My Enterprise from the Organizer Portal to take you to your Enterprise or White Label Dashboard, where you should find the Integrations tab.
You can also access the direct Enterprise or White Label Dashboard URL to see the Integrations tab. The URL would look something like this:
In the pop-up, log in to your Salesforce account.
Important 
Please ensure that the Salesforce login credentials used to connect the integration have System Administrator permissions. If the user does not have permission to modify all data or modify metadata, it will cause the integration to break, as the integration requires creating campaign fields.
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 Contact as the Record Type from the dropdown. Click Next.
After you click Next, you will see a Salesforce to Accelevents Public URL. Copy that URL and paste it somewhere because you will use that later for setting up a webhook. Click Finish.
Note: If you forgot to copy it, you could access it later by editing the integration.
After clicking Finish, return to the Integrations tab and wait for the integration to enable. The green button under Salesforce will turn red once enabled and connected.
After doing this part, you can now import attendee data from Accelevents to Salesforce; we suggest doing a test registration before proceeding to the next steps to see if the integration works.
Map Accelevents and Salesforce Fields
By default, the contact's Email, First Name, and Last Name are the fields that will be imported from Salesforce to Accelevents. If you want to include other contact information included in the data transfer, you can map those fields in the Configure Salesforce Mapping menu.
Looping the Order Information to Salesforce
If you want some order information to automatically appear in Salesforce after the order is created, you can map these information in the Configure menu:
Order ID
Ticket ID
Ticket Type (this is the ticket name)
Magic Link
Barcode ID
Note: We highly recommend mapping the Order ID and Ticket ID. This will ensure that when changes are made to the Salesforce record, the attendee's order information will also be updated in Accelevents. Duplicate attendees may be created or the information may not be updated if you miss this step.
Create a Workflow in Salesforce
After connecting the integration, a workflow must be created in Salesforce to import contacts. This workflow will specify what conditions will trigger the data transfer.
But before creating the flow, a couple of steps must be done to make the flow work.
PART 1: Create Custom Fields for Contact
In this part of the setup, you will create 2 contact fields: the API Key field and Ticket Type field. These fields are essential because the information inputted in those fields will trigger the import.
Note: The field label and field name must be exactly as indicated in this documentation for the integration to work.
Login to your Salesforce account and click Object Manager
In the search field, look for Contact, then select Contact.
Create a new custom field for API Key
Click Fields & Relationships
Click New
On Data Type, select Text. Click Next.
Enter the API Key field details, then click Next.
API Key Field
Field Label: API Key
Length: 255
Field Name: apiKey
Click Next again, then Save.
Open the API Key field you created. Your Contact API Key field should look like this:
Create a new custom field for Ticket Type
Click Fields & Relationships
Click New
On Data Type, select Number. Click Next.
Enter the Ticket Type field details, then click Next.
Ticket Type Field
Field Label: Ticket Type
Length: 18
Decimal Places: 0
Field Name: ticketType
Click Next again, then Save.
Open the Ticket Type field you created. Your Contact Ticket Type field should look like this:
That's it! You're done creating your Contact API Key and Ticket Type fields.
The next step is to set up a Contact Outbound Message.
PART 2: Set Up a Contact Outbound Message in Salesforce
In this part of the setup, you will be creating a webhook. Prepare the Salesforce to Accelevents Public URL you copied earlier in the integration setup.
Create a new Outbound Message for Contact
Go to the Home tab
Search for Outbound Messages under Process Automation
Click New Outbound Message
Enter the details of the outbound message and click Save.
For Contact:
Object: Contact
Name: Import Contact Registration
Unique Name: Import_Contact_Regsitration
Endpoint URL: paste the Salesforce to Accelevents Public URL from step 6 of Configuring the integration in Accelevents
Selected Fields: Id, apiKey_c, ticketType_c
To check if your contact message is saved, click Outbound Messages again.
That's it! You're done setting up your contact outbound message.
The next step is to create a contact flow.
PART 3: Create the Contact Flow in Salesforce
1. Create a Contact Flow
Go to the Home tab
Search for Flows under Process Automation
Click New Flow
2. Complete the Flow Details
Once you click New Flow, a new tab will open.
Select Start From Scratch
Select Record-Triggered Flow
Click Create
Select the flow details, create 2 conditions, then click Done.
Object: Contact
Configure Trigger: A record is created or updated
Condition Requirements: All Conditions are Met (AND)
Field 1: apiKey__c Operator: is Null Value: False
Field 2: ticketType__c Operator: Greater Than Value: 0
When to Run the Flow for Updated Records: Every time a record is updated and meets the condition requirements
Optimize the flow for: Actions and Related Records
3. Create a "New Records" Outcome
Click the + button, then select Decision
In the pop-up, fill out the required details to create an Outcome. We will create 2 outcomes. First, we will create a "New Records" outcome.
Label and API Name
On top of the page:
Label: Import Decision
API Name: Import_Decision
Under Outcome Details:
Label: New Records
Outcome API Name: New_Records
Condition Requirements
Ensure that the condition requirements to execute the outcome default to All Conditions Are Met (AND). Then on Resource, click the search bar, select + New Resource, select or enter the items below, and click Done.
Resource Type: Formula
API Name: NewContactCreate
Data Type: Boolean
Formula - insert in the text box:
ISNEW()
For Operator, choose Equals
For Value, search and select True
4. Create an "Update Records" Outcome
On the same pop-up, click the + button to create the second outcome, "Update Records"
Label and API Name
Under Outcome Details:
Label: Update Records
Outcome API Name: Update_Records
Condition Requirements
Ensure that the condition requirements to execute the outcome default to All Conditions Are Met (AND). Then on Resource, click the search bar, select + New Resource, select or enter the items below, and click Done.
Resource Type: Formula
API Name: UpdateContactCreate
Data Type: Boolean
Formula - insert in the text box:
ISCHANGED({!$Record.apiKey__c}) || ISCHANGED({!$Record.ticketType__c})
Important Note:
If you have mapped other order form fields, you must add them to the formula above so that when changes are made to those fields in Salesforce, they will also update in Accelevents.
For example, you mapped the Job Title and Organization. You must get the Salesforce Field Name of those fields and add it to the formula. Like this below:
ISCHANGED({!$Record.apiKey__c}) || ISCHANGED({!$Record.ticketType__c}) || ISCHANGED({!$Record.Title}) || ISCHANGED({!$Record.Organization__c})
For Operator, choose Equals
For Value, search and select True
Click Done to save
5. Create the Outbound Messages for the Outcomes
Once you click done, you'll see the outcomes you created. You will need to create an outbound message for those 2 outcomes.
Click the + button under the outcome (New Records and Update Records)
Select Action
Search for Outbound Message on the left side
Search for Import Contact Registration in Action
For New Records:
Label: Import contact create record
API Name: Import_contact_create_record
Click Done
For Update Records:
Label: Import Contact update record
API Name: Import_Contact_update_record
Click Done
6. End the Flow for the Default Outcome
Click the + button under Default Outcome
Select End
7. End the Flow for New Records and Update Records Outcome
Click the + button under the outbound message you created for New Records (lighting icon)
Select End
This will automatically end the flow for New Records and Update Records.
8. Save the Flow
Click Save
Enter an appropriate Flow Label (e.g., Import Contact From Salesforce to Accelevents)
Press the tab key to generate the flow API Name automatically
Click Save
9. Activate the Flow
That's it! You're done creating your contact flow!
The next step is to test if you can import contacts from Salesforce to Accelevents!
Test the Contact Import from Salesforce to Accelevents
For a contact record to be imported to Accelevents, the Accelevents event API key and ticket type ID must be known in the contact record. This allows the integration to identify which event they will be registered to and which ticket type should be assigned to them.
Copy the API Key and Ticket Type number from your event.
Go back to your Event Admin Console
Go to Settings > Integrations
Enable Tray Integration
Click Configure
Copy the API Key
Select a Ticket Type and copy the Ticket Type ID
Open the Contact Record
In Salesforce, click the menu icon > search for sales.
Select the Contacts tab
Open an existing contact record or click New to create a new record
Add the API Key and Ticket Type ID
Fill out the required fields and paste in the API Key and Ticket Type ID you copied from your admin console. Then, click Save.
After saving your contact, you can check your admin console to see if the contact has been imported to Accelevents.
Go back to your event admin console
Go to Attendees > Orders
The contact will now appear in the orders tab, and receive an order confirmation email!
Attendee Check-In Status in Salesforce
When importing attendees from Salesforce to Accelevents, the process doesn't stop there after the attendee is created in Accelevents. After the order is created in Accelevents, the attendees are added as campaign members where you can monitor whether these attendees have checked in to the event. Once they check in, their Subscriber State field should update from "REGISTER" to "ATTEND."
Changes in Salesforce Contact or the Accelevents Ticket Holder
If you have mapped order form fields, the changes in Salesforce will also reflect in Accelevents if the following are true.
The attendee is a campaign member
The Order ID and Ticket ID are mapped and present in the Salesforce record
Notes:
Duplicate attendees may be created, or the information may not be updated if the Order ID and Ticket ID are not present in the record.
It will only update the ticket holder's mapped order form fields.
Edit the Integration
If you want to edit the existing integration, click Edit, and it will take you back to the step where it asks you to click "New Authentication" (step 3).
Disconnect the Integration
If you want to uninstall the integration, click the red Disable button, then click the 3 dot menu in the Salesforce tile on the integrations page within Accelevents, then click Uninstall. Once it's disconnected, you can connect a Salesforce account from scratch.
