Salesforce to Accelevents Integration
With our built-in Salesforce integration, you can import existing or new leads from your Salesforce account and have the data automatically appear in Accelevents. The leads 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.
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 Manage Organization, which is found at the bottom left corner of any event admin console.
Go to the Integrations tab and click Connect under the Salesforce logo.
If you don't see the Integrations tab, you'll need to access your Enterprise or White Label Dashboard to see it. 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.
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 Lead 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, as you will use it later to set 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 be enabled. Once enabled and connected, the green button under Salesforce will turn red.
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 lead's Email, First Name, and Last Name are the fields that will be imported from Salesforce to Accelevents. If you want to include other lead information in the data transfer, you can map those fields in the Configure Salesforce Mapping menu.
Create a Workflow in Salesforce
After connecting the integration, a workflow must be created in Salesforce to import lead. 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 Lead
In this part of the setup, you will create 2 lead fields: API Key field and Ticket Type field. These fields are essential because the information inputted in those fields will trigger the import.
Login to your Salesforce account and click Object Manager
In the search field, look for Lead, then select Lead.
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 lead 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 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: Set Up a Lead 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 new Outbound Messages for Lead
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.
Object: Lead
Name: Import Lead Registration
Unique Name: Import_Lead_Regsitration
Endpoint URL: paste the Salesforce to Accelevents Public URL from step 5 of Configuring the integration in Accelevents
Selected Fields: Id, apiKey_c, ticketType_c
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: Create the Lead Flow in Salesforce
1. Create a Lead 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: 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
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. You 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
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: UpdateLeadRecord
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 False
Click Done to save
5. Create Outbound Message Actions for the Outcomes
Once you click done, you'll see the outcomes you created. You will need to create an outbound message action 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
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 Lead 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 lead flow!
The next step is to test if you can import leads from Salesforce to Accelevents!
Test the Lead Import from Salesforce to Accelevents
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 the Ticket Type and copy the ticket type number
In Salesforce, click the menu icon > search for sales.
Select the Leads tab.
You can 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.
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
After saving your lead, you can check your admin console to see if the lead has been imported 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!
Add the Lead as a Campaign Member
If you want to monitor in Salesforce whether these attendees have checked in to the event, manually add their lead records to the campaign. Once they check in, their Subscriber State field should update as "ATTEND."
Changes in Salesforce Contact or the Accelevents Ticket Holder
You will need to do the following to ensure that changes in the lead record will also update the order in Accelevents and vice versa.
Notes:
If you miss one of the items below, duplicate attendees may be created, or the information may not be updated.
It will only update the ticket holder's mapped fields.
Changes done before setting up the 3 items below will not update on the other platform.
1. Add the lead record to the campaign
2. Add the attendee's order number and ticket number to the lead record
You must create these 2 number fields and manually add the data from Accelevents. This will let Accelevents know which order to update instead of creating a new one.
Note: Currently, there is no option to automatically update the Order ID and Ticket ID in Salesforce if the attendees are added through the Salesforce to Accelevents integration. We're working on improving this. Stay tuned!
Click the arrow to see the steps on how to create the 2 fields
Click the arrow to see the steps on how to create the 2 fields
Create the Order and Ticket ID Fields
Login to your Salesforce account and click Object Manager
In the search field, look for Lead, then select Lead.
Click Fields & Relationships, then click New
Create the Order ID Field
On Data Type, select Number. Click Next.
Enter the Order ID field details, then click Next.
Order ID Field
Field Label: Order Id
Length: 18
Field Name: Order_Id
Decimal Places: 0
Click Next again, then Save.
Create the Ticket Id Field
Click Fields & Relationships, then click New
On Data Type, select Number. Click Next.
Enter the Ticket ID field details, then click Next.
Ticket ID Field
Field Label: Ticket Id
Length: 18
Field Name: Ticket_Id
Decimal Places: 0
Click Next again, then Save.
3. Map the Order Id and Ticket Id
Go to Settings > Integrations in your Accelevents admin console
Click Configure in Salesforce
Map the Order Id and Ticket Id
Click Save
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.
