Map Auto-Generated Data from Accelevents to Salesforce
With the Accelevents to Salesforce integration, you can include other order information in the data transfer aside from the attendee's basic information through mapping, such as the attendee's ticket name, ticket number, magic link and more.
In this article, you'll learn which auto-generated data from the Accelevents order can be exported to Salesforce through mapping.
Before proceeding, please ensure you already know how to map fields in Salesforce Configure menu.
What Are Auto-Generated Accelevents Data?
When an order is created, there are numerous information included in the order aside from the information you collect from attendees. These auto-generated information can be used as a way to filter your attendees depending on what you want to know like how many attendees registered using a tracking link or a discount code, or perhaps get the attendee's individual data like their unique magic link. If you look at the downloadable Registration Data Report, you will find all these auto-generated information about the order.
Auto-Generated Accelevents Data That Can Be Exported to Salesforce
Not all data in the Registration Data Report can be exported to Salesforce. In Settings > Integrations, open the Saleforce Configure menu. You can search for the auto-generated data fields from the Accelevents dropdown and map them to your custom Salesforce fields.
Note: Since these are auto-generated fields, you don't need to create Accelevents order form fields for these. You will only need to create the fields in Salesforce.
Accelevents Field Name | Data |
Order ID | This is the order number in Accelevents. This should be mapped to a number field in Salesforce.
Note: If registrations are originating from Salesforce, the Order ID will populate in Salesforce if they are mapped. |
Ticket ID | This field will show the ticket number. This should be mapped to a number field in Salesforce.
We highly recommend mapping this to ensure the correct record gets updated when changes are done in Accelevents.
Note: If registrations are originating from Salesforce, the Ticket ID will populate in Salesforce if they are mapped. |
Ticket Type | This is the Ticket Name in Accelevents. This should be mapped to a text field in Salesforce.
Notes:
|
Event Name | This is the name of the event the attendee is registered to. This should be mapped to a text field in Salesforce.
Note: If registrations are originating from Salesforce, the Event Name will populate in Salesforce if they are mapped. |
Barcode ID | This is the Attendee QR Code. It will appear as an alpha-numeric code. This should be mapped to a text field in Salesforce.
Notes:
|
Magic Link | This is the attendee's unique magic link. This should be mapped to a text or URL field in Salesforce.
Note: If registrations are originating from Salesforce, the Magic Link will populate in Salesforce if they are mapped. |
Tracking Link | This is the tracking link name. This field will populate if a tracking was used to purchase the ticket. This should be mapped to a text field in Salesforce. |
Ticket Status | This is the ticket's payment status. This field will populate, indicating the status of the order. This should be mapped to a text field in Salesforce.
These are the ticket status values:
Note: If it's a partial payment to a partial refund, the status will not change. It's still partially paid. |
Coupon Code | This is the discount code. This field will populate if a discount code was used to purchase a ticket. This should be mapped to a text field in Salesforce. |
Access Code | This is the access code. This field will populate if an access code is used to unhide the purchased ticket. This should be mapped to a text field in Salesforce. |
Limited Display Code | This is the limited display code. This field will populate if the limited display link is used to unhide the purchased ticket. This should be mapped to a text field in Salesforce. |
Paid Amount | This is the paid amount. This field will populate the amount paid at the time of ticket purchase. This should be mapped to a text field in Salesforce.
Note: The Salesforce field should also update if payments or refunds are applied. |
Add On Ticket ID | This is the add on item (ticket) number in Accelevents. This should be mapped to a text field in Salesforce.
|
Add On Ticket Type | This is the add on name in Accelevents. This should be mapped to a text field in Salesforce. |
Add On Order ID | This is the order number in Accelevents. This should be mapped to a text field in Salesforce. |
Add On Paid Amount | This is the paid amount for the add on item in Accelevents. This should be mapped to a text field in Salesforce. |
UTM Fields
| These are the parameters in a UTM Tracking link. This field will populate the values in the UTM Link.
This should be mapped to a text field in Marketo.
|
Importance of Mapping the Ticket ID
Having the Ticket ID in the record allows the integration to identify which record should be updated.
Aside from having the Ticket ID appear in the Salesforce record, it must be present in the contact/ lead record and campaign member record because it acts as the identifier when the other mapped fields are edited after registration and when the subscriber state is updated. With the Ticket ID present in the Salesforce record, it allows the integration to update the correct record. It's also important that the Ticket ID Salesforce field is a number field, if it's set to text, the changes will not reflect.
You may not need it mapped if you have only 1 event and the registration is restricted to have unique emails. But if not, you will need it to be mapped to ensure that these updating scenarios below will work:
Scenario 1: Attendees have no email addresses
If you're using the "Guest of" feature where attendees can register without an email address, having the ticket id in Salesforce allows the integration to identify which record without an email address has to be updated.
Scenario 2: Attendees register for multiple events
If an attendee registers for multiple events, the ticket ID in the contact record might not be useful as it updates every time they register. However, if you're monitoring their check-in status in Salesforce through the Subscriber State field in their campaign member record, the ticket ID in the campaign record identifies which subscriber state should be updated.
Scenario 3: Multiple attendees have the same email address
If you're allowing registrants to use the same email address for multiple attendees (e.g. husband and wife sharing an email) and you're also allowing duplicate contacts in Salesforce, having the ticket id in Salesforce identifies which ticket holder's contact record with the same email address has to be updated.
Scenario 4: Registrations are coming from Salesforce
If you're importing contacts or leads from Salesforce to register them as attendees, the ticket ID must be present in Salesforce so that when you make updates in their ticket holder information in Accelevents, it also updates in Salesforce. However, including the ticket ID in the mapping does not update the Salesforce record with the ticket ID if the registration originated from Salesforce as there is no looping feature in the integration.
In the meantime, if you want the ticket ID to automatically appear in Salesforce for this scenario, you can create a Zap through Zapier that automatically updates the field in Salesforce when an order is created in Accelevents. Click here to learn more.
We are developing the looping feature soon. Stay tuned!
Test the Auto-Generated Mapping
After mapping the auto-generated fields, sign up for the event. You may need to register with tracking links, UTM links, discount codes, access codes if you want to test these too. Check the Salesforce Contact / Lead record to see if the data auto-populated for the fields you added.
