Getting more data from your attendees has never been more critical. With our built-in Salesforce integration, you can add contacts/attendees from your Salesforce account and have the data automatically appear in Accelevents.

Important Notes:

  • This integration is only available for Scale, Professional, Enterprise, and White Label accounts.

  • 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.

There are three key parts to setting up your Salesforce integration:

  1. Configuring the Integration in Accelevents

  2. Steps on How to Import Contact Data from Salesforce to Accelevents

  3. Steps on How to Import Lead Data from Salesforce to Accelevents

  4. Testing Lead Import from Salesforce to Accelevents

Configuring the Integration in Accelevents

  1. 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)

  2. 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.

  3. 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 Salesforce instance.

    • Click Create.

    • On the next screen, log in to your Salesforce account.

  4. After logging in, be sure to allow the following permissions:

  5. Select the Record Type from the dropdown. By default, it will select Lead. If you choose Lead, the attendee data will automatically be saved in the Leads list in your Salesforce account when an attendee registers for your event. If you choose Contact, the attendee data will be saved in the Contact list in your Salesforce account. Click Next. If there are any errors, feel free to refresh and try again. You will always be able to re-configure.

  6. 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.


  7. After clicking Finish, the button under Salesforce will turn green - click on Enable to finalize the integration.

    • You can always click the green button again to disable this integration. When you do, the button will turn red.

    • If you want to redo the process and map additional fields, click on the edit icon.

    • To link a different Salesforce account or reset everything, click on the trash icon to confirm deleting the configuration.

    After doing this part, you will now be able to import data from Accelevents to Salesforce. Click here to learn more about importing data from Accelevents to Salesforce.

    The next part will allow you to import data from Salesforce to Accelevents.


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.

To export other details such as phone number, company, job title, etc., go to your admin console's Settings > Integration > Configure Salesforce.

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)


The following steps will allow you to import data from your Contacts or Leads tab in your Salesforce account to Accelevents. If you're only importing data from your Contacts tab, you don't need to do the steps for Leads.


STEPS ON HOW TO IMPORT DATA FROM THE CONTACTS TAB


PART 1: Creating Custom Fields for Contact

  1. Login to your Salesforce account and click Object Manager

  2. In the search field, look for Contact, then select Contact.

  3. Create a new custom field for API Key

    • Click Fields & Relationships

    • Click New

  4. On Data Type, select Text. Click Next.

  5. Enter the API Key field details, then click Next.

    API Key Field

    • Field Label: API Key

    • Length: 255

    • Field Name: apiKey

  6. Click Next again, then Save.

  7. Open the API Key field you created. Your Contact API Key field should look like this:

  8. Create a new custom field for Ticket Type

    • Click Fields & Relationships

    • Click New

  9. On Data Type, select Number. Click Next.

  10. Enter the Ticket Type field details, then click Next.

    Ticket Type Field

    • Field Label: Ticket Type

    • Length: 18

    • Decimal Places: 0

    • Field Name: ticketType

  11. Click Next again, then Save.

  12. 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: Setting up a Contact Outbound Message in Salesforce

  1. Create a new Outbound Message for Contact

    • Go to the Home tab

    • Search for Outbound Messages under Process Automation

    • Click New Outbound Message

  2. 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

  3. 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: Setting up a 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 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})

    • 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 your integration works!


PART 4: Testing Contact Import from Salesforce to Accelevents

  1. Copy the API Key and Ticket Type number from your event.

    • Go to your Event Admin Console

    • Go to Settings > Integrations

    • Enable Tray Integration and copy the API Key

    • Select a Ticket Type and copy the Ticket Type number

    • Note: If ticket type does not appear immediately, refresh the page.

  2. In Salesforce, click the menu icon > search for sales.

  3. Select the Contacts tab

    • You can either create a new contact by clicking New.

    • Or you can import an existing contact by clicking the dropdown arrow at the end of the record and selecting Edit.

  4. Fill out these fields, then click Save.

    • First Name

    • Last Name

    • Email Address

    • API Key - paste the key you copied from your admin console

    • Ticket Type - paste the ticket type number you copied from your admin console

  5. After saving your contact, check your admin console to see if the contact has been exported 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!


The following steps will allow you to import data from your Leads tab in your Salesforce account to Accelevents. If you're only exporting data from your Contacts tab, then you don't need to do the steps below.

STEPS FOR IMPORTING DATA FROM THE LEADS TAB


PART 1: Creating Custom Fields for Lead

  1. Login to your Salesforce account and click Object Manager

  2. In the search field, look for Lead, then select Lead.

  3. Create a new custom field for API Key

    • Click Fields & Relationships

    • Click New

  4. On Data Type, select Text. Click Next.

  5. Enter the API Key field details, then click Next.

    API Key Field

    • Field Label: API Key

    • Length: 255

    • Field Name: apiKey

  6. Click Next again, then Save.

  7. Open the API Key field you created. Your lead API Key field should look like this:

  8. Create a new custom field for Ticket Type

    • Click Fields & Relationships

    • Click New

  9. On Data Type, select Number. Click Next.

  10. Enter the Ticket Type field details, then click Next.

    Ticket Type Field

    • Field Label: Ticket Type

    • Length: 18

    • Decimal Places: 0

    • Field Name: ticketType

  11. Click Next again, then Save.

  12. Open the Ticket Type field you created. Your lead Ticket Type field should look like this:

    That's it! You're done creating your lead API Key and Ticket Type fields.

    The next step is to set up a lead outbound message.


PART 2: Setting up a Lead Outbound Message in Salesforce

  1. Create new Outbound Messages for Lead

    • Go to the Home tab

    • Search for Outbound Messages under Process Automation

    • Click New Outbound Message

  2. Enter the details of the outbound message and click Save.

    For Lead:

    • Object: Lead

    • Name: Import Lead Registration

    • Unique Name: Import_Lead_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

  3. To check if your lead message is saved, click Outbound Messages again.

    That's it! You're done creating a lead outbound message. The next step is to create a lead flow.


PART 3: Setting up a Lead flow in Salesforce

  1. Create a Lead Flow

  • Go to the Home tab

  • Search for Flows under Process Automation

  • Click New Flow

  1. Complete the Flow Details

    Once you click New Flow, a new tab will open.

    • Select Record-Triggered Flow

    • Click Create

    Select the flow details, create 2 conditions, then click Done.

    • Object: Lead

    • 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

  2. 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: NewLeadCreate

    • Data Type: Boolean

    • Formula - insert in the text box: ISNEW()

    • For Operator, choose Equals

    • For Value, search and select True

  3. 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: UpdateLeadRecord

    • Data Type: Boolean

    • Formula - insert in the text box: ISCHANGED({!$Record.apiKey__c}) || ISCHANGED({!$Record.ticketType__c})

    • For Operator, choose Equals

    • For Value, search and select True

    • Click Done to save

  4. 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 Lead Registration in Action

    For New Records:

    • Label: Import Lead Create Outbound Message

    • API Name: Import_Lead_Create_Outbound_Message

    • Click Done

    For Update Records:

    • Label: Import Lead Update Outbound Message

    • API Name: Import_Lead_Update_Outbound_Message

    • Click Done

  5. End the Flow for the Default Outcome

    • Click the + button under Default Outcome

    • Select End

  6. 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.

  7. Save the Flow

    • Click Save

    • Enter an appropriate Flow Label (e.g., Import Lead From Salesforce to Accelevents)

    • Press the tab key to generate the flow API Name automatically

    • Click Save

  8. Activate the Flow

    That's it! You're done creating your lead flow!

    The next step is to test if your integration works!


PART 4: Testing Lead Import from Salesforce to Accelevents

  1. 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 and copy the API Key

    • Select a Ticket Type and copy the ticket type number

    • Note: If ticket type does not appear immediately, refresh the page.

  2. In Salesforce, click the menu icon > search for sales.

  3. Select the Leads tab

    • You can either create a new lead by clicking New.

    • Or you can import an existing lead by clicking the dropdown arrow at the end of the record and selecting Edit.

  4. Fill out these fields, then click Save.

    • First Name

    • Last Name

    • Email Address

    • API Key - paste the key you copied from your admin console

    • Ticket Type - paste the ticket type number you copied from your admin console

  5. After saving your lead, check your admin console to see if the lead has been exported to Accelevents.

    • Go back to your event admin console

    • Go to Attendees > Orders

      The lead will now appear in the orders tab and receive an order confirmation email!

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