Accelevents and Salesforce Field Mapping
In the Accelevents-Salesforce integration, you can export or import the attendee's name and email address. Adding the fields to the mapping configuration can include other order form field answers and registration information in the data transfer.
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.
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 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
Click Save when you're done adding all the field mapping.
The Accelevents Fields dropdown will show all the 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 HubSpot 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 HubSpot 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.
Go to Registration > Order Form
Go to the Ticket Holder tab
Activate the field by turning on the toggle.
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.
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
The mapping will also work if you're collecting the Ticket Buyer information only. Use this only if you are allowing 1 ticket per order.
Auto-Generated Data Mapping
Aside from mapping the order form fields, you can also map auto-generated data from the attendee's order, such as the order number or ticket number.
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
Collect Both Ticket Buyer and Holder Information Setting
When the ticket holder order form field answers are updated in the order, it will also update in Salesforce. Clicking the "Update" button in the Ticket Holder Information pop-up will trigger the update in Salesforce.
Collect Ticket Buyer Information Only Setting
This setting is not recommended if registrants are allowed to buy multiple tickets in an order.
If you're collecting the ticket buyer information only, clicking the update button in the Ticket Buyer Information will not update the information in Salesforce.
You need to ensure that the data that you want to update is also present in the ticket holder fields, then click the Update button in the Ticket Holder Information.
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.