Map Auto-Generated Data from Accelevents to Salesforce
After connecting the Accelevents-Salesforce integration, you can map fields to import data you collected from your event's order form to Salesforce.
In this article, you'll learn how to export auto-generated data from Accelevents, such as the order number, ticket name, ticket number, ticket status, attendee QR code, add-on information, discount codes, and access codes, paid amount, magic link, and tracking link used to purchase the ticket, by mapping these fields in Salesforce Integration.
Auto-Generated Accelevents Data
In the field mapping section in Settings > Integrations > Salesforce Configure, we learned that you could search for the order form fields from the dropdown. The auto-generated fields should also appear in the Accelevents Fields column.
Accelevents Field Name | Data |
Order ID | This is the order number in Accelevents. This should be mapped to a number field in Salesforce. |
Ticket ID | This field will show the ticket number. This should be mapped to a number field in Salesforce. |
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. |
Ticket Type | This is the Ticket Name in Accelevents. This should be mapped to a text field in Salesforce. |
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 status. This field will populate, indicating the status of the order. This should be mapped to a text field in Salesforce. |
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. |
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. |
Magic Link
| This is the attendee's unique magic link. This should be mapped to a text or URL field in Salesforce. |
Event Name | This is the name of the event the attendee is registered to. 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
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!
Step 1: Create Salesforce Fields
When mapping, you must select a Salesforce property field to import the data to the designated property. You'll need to create matching contact or lead fields in Salesforce, as these are not default Salesforce fields.
Login to your Salesforce account and go to the Object Manager
Look for Lead or Contact in the search field, depending on your integration setup.
Select Fields & Relationships
Click New
Step 2: Map the fields
After you create the property fields in Salesforce, you can refresh your admin console to see the properties from the dropdown. Select the matching fields, then click Save.
Test the Auto-Generated Mapping
Sign up for the event using a tracking link, access, and discount code. Check the lead or contact in Salesforce to see if the data auto-populated for the fields you added.
Notes:
The QR image will not show in Salesforce. Instead, the QR code will be converted to a Barcode ID.
The mapped fields will also update for ticket exchanges.
If it's a partial payment to a partial refund, the status will not change. It's still partially paid.
If the UTM data is coming from Salesforce contact/leads to Accelevents, the data will also appear in the UTM Data Analysis chart in Analytics.
If registrations originate from Salesforce, the Order ID, Ticket ID, Barcode ID, and Magic Link will populate in the Salesforce contact/lead record and campaign member if they are mapped.