Accelevents and Salesforce Field Mapping
Mapping fields allow you to customize which data will be transferred through the Accelevents and Salesforce integration. Aside from exporting or importing the attendee's name and email address, you can also include other ticket holder order form fields and other order details to the mapping configuration.
If you still need to integrate, follow the steps in this article to set up the Integration to Export Event Data from Accelevents Into Salesforce.
Important Notes:
If you have multiple events, you'll need to set the mapping for each event.
Mapping should carry over to duplicated events, event templates and events created through event templates.
If the integration is disabled and uninstalled, the mapping will go back to default (only name and email) when the integration is reconnected.
We can only map to Salesforce fields in text, number, picklist, and URL format. It will not work if the Salesforce field is a date picker, formula, checkbox, etc.
You can map Accelevents conditional questions, the main question and the subquestions must be mapped to separate text fields.
The dropdown / picklist values should always match in both platforms.
Add Ons can also be mapped, check this article for more information.
Step 1: Map the Accelevents and Salesforce Fields
Once the Accelevents-Salesforce integration is enabled, you can click the Configure button from Settings > Integrations in your admin console to get to the Configure Salesforce Mapping menu.
By default, only the attendees' names and emails are the fields included in the data transfer. To include more information in the data transfer, specify which Accelevents ticket holder fields should sync with Salesforce fields.
Click Add a New Mapping
Select the Accelevents field on the left column
Select the Salesforce field on the right column
The Accelevents Fields dropdown will show all the ticket holder order form fields, even custom fields. The Salesforce Properties dropdown will show all the fields available for the contact or lead object, depending on your choice during integration setup.
If you can't find a matching Salesforce field for the Accelevents field (e.g., disclaimer or social media links), select any most applicable field or create a new property / field in Salesforce.
We can map to these Salesforce fields:
Text
Number
Phone
Picklist - the Accelevents and Salesforce values should be identical to work
URL
Step 2: Select the Update Policy
The third column in the mapping menu allows you to customize the behavior when updating the fields in Accelevents. These are the choices:
Notes:
The update policy applies to data coming from Accelevents. This does not apply to data coming from Salesforce to Accelevents.
For checkbox, we recommend using the "Always Append" policy as the other policies do not work when updates are made in the existing order. We are improving this feature, stay tuned for updates.
Update Policy | Behavior |
Always update | When the field is updated in Accelevents, the field will also update in Salesforce |
Do not update | When the field is updated in Accelevents, it will not update in Salesforce |
Do not update if the source is empty | When the field is updated in Accelevents as a blank field, it will not update it as blank in Salesforce. The existing data in Salesforce will not be replaced as blank. |
Update if target is empty | When the field is updated in Accelevents and the Salesforce field has data, it will not update the Salesforce field. |
Always Append | When there is data in the Salesforce text or multi-select picklist field, and new data is coming from Accelevents, it will not replace the old data, instead, the new and old data will be comma-separated for the text field. For a multi-select picklist, it will include old data that is semi-colon separated with the new data. |
For name and email address, these are the default settings below, but you can change it. After selecting the Update Policy for each field, click Save.
Step 3: Activate the Order Form Fields for the Ticket Holder
The next step to ensure that the data transfer will work is to activate the order form fields for the ticket holder. Note that it has to be ticket holder fields. The information in the ticket buyer fields will not be included in the data transfer.
Go to Registration > Order Form
Go to the Ticket Holder tab
Activate the field by turning on the toggle.
What if I'm not using the ticket holder fields?
If you're not collecting ticket holder information (toggle to Collect both ticket buyer and ticket holder information is turned off and only 1 ticket is allowed per order), the buyer automatically becomes the ticket holder, therefore the buyer information automatically appears in the ticket holder fields in the order. The information carried over to Salesforce are coming from the holder fields. In this scenario, we recommend activating the fields in the ticket holder tab before turning off the toggle to Collect both ticket buyer and ticket holder information.
Notes:
If you're mapping hidden fields, the fields must also be set to Active.
If you're not seeing the Ticket Holder fields in the orders tab, click enable ticket holder and turn on the toggle to Collect both ticket buyer and ticket holder information
Once you have everything in place, you can test if the mappings are working by registering for the event. If you have a Salesforce to Accelevents integration, the data transfer should also work as long as your Salesforce automation flow is published.
Auto-Generated Data Mapping
Aside from mapping the ticket holder order form fields, you can also map auto-generated data from the order, such as the order number, ticket number, ticket name, QR code, tracking link used, UTM data, magic link and more. If registrations are originating from Salesforce, some of these information can also appear in Salesforce after the order is created in Accelevents.
Campaign Member Field Mapping
You can include order form fields to transfer and display within Campaign Member records under Campaigns. In the same configure menu, you'll see a section for Campaign Member Mapping. On the left side, you'll see the order form field and some auto-generated fields, and on the right side are the campaign member fields in Salesforce. Just like mapping to contacts or leads, you must include and enable the order form fields for the ticket holder.
Notes:
Accelevents can only map to user-generated campaign member fields. It will not work for default campaign member fields.
The campaign member mapping will work even if the Accelevents order form fields are not mapped for contact or lead records.
Updating Fields in Accelevents
Since the mapping applies to ticket holder information, changes in the ticket holder information in the order updates the record in Salesforce. Clicking the "Update" button in the Ticket Holder Information pop-up will trigger the update in Salesforce.
If you click the update button in the ticket buyer information pop-up, it will not update in Salesforce.
If you're not seeing the fields in the holder information, you may need to activate those fields in the ticket holder settings, just like in Step 3, then when you're done, turn off the "Collect both ticket buyer and ticket holder information" toggle again.
Default Record Creation and Updating Rules
During the integration setup, you were asked to select the Record Type from the dropdown - Lead or Contact. This determines where the attendee data will be saved in your Salesforce account AND where Accelevents will search for possible matching records before it saves the attendee data.
So, if you choose Contact and someone registers for the event, Accelevents will search all existing contacts in your Salesforce account to see if there is a record with the same email address as the new registrant. A new contact record will be created if no one has the same email address. If there is a match, that contact record will then be updated.
Since Accelevents only searches in Contacts and not in Leads, we call it "Linear Matching."
Here are the details of the creation and updating rules for each Record Type:
Rules For New Registrations in Accelevents
1.1 New Contact Creation Rules
A new contact is created if no contact has the same email address as the ticket holder.
A new contact is created if there is a lead with the same email address as the ticket holder.
All mapped fields will be included in the new contact record.
The new contact will be added as a campaign member.
A contact record will not be created for the ticket buyer.
1.2 New Lead Creation Rules
A new lead is created if no lead has the same email address as the ticket holder.
A new lead is created if there is a contact with the same email address as the ticket holder.
All mapped fields will be included in the new lead record.
The new lead will be added as a campaign member.
A lead record will not be created for the ticket buyer.
2. Updating Existing Contact or Lead Rules
An existing linear record is updated if the linear record has the same email address as the ticket holder.
The mapped data will be updated based in your selected Update Policy.
The updated record will be added as a campaign member.
If the ticket buyer already has a record in Salesforce, the record will not be updated with the ticket buyer's information.
3. Registering attendees without email addresses
A contact or lead record will not be created if the attendee email address field is left blank during registration.
Rules For Updating Registrations in Accelevents
Note: If only the TICKET BUYER data is collected, the buyer automatically becomes the ticket holder, therefore the buyer information automatically appears in the ticket holder fields in the order. In this case, the information carried over to Salesforce are coming from the holder fields. If updates are made in the Accelevents order, it will only update in Salesforce if the "Update" button is clicked from the TICKET HOLDER information pop-up.
When the update button is clicked in the ticket holder information in the Order (by admin) or in My Registrations (by attendee), the Salesforce fields will be updated based on the selected Update Policy for those fields, even if no changes are made (as long as the button is clicked).
Note that it will only update in Salesforce if the changes were made directly in the Order or in My Registrations. If the attendee updates their profile information (hub, app, or My Profile), it will update the order, but it will not update in Salesforce as the updates were not directly done in the Order or My Registrations.
Rules On Updating the Contact or Lead After Importing to Accelevents
The order in Accelevents will only be updated if you set up a workflow to import attendees from Salesforce to Accelevents.
In summary, the default integration behavior is to update the record when a registrant has a matching criterion (email address) with a linear record. If there are no matching linear records, it will create a new lead or contact depending on the integration setup