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, checkbox and URL format. It will not work if the Salesforce field is a date picker, formula, 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.
If you're mapping the "Phone" field in Salesforce, that field will appear as "Business Phone" in the mapping configure menu in Accelevents.
Contact / Leads Salesforce Fields Mapping
Step 1. Map Order Form Fields to Contact / Lead 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 contact / lead 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.
If you're mapping the disclaimer to a Salesforce picklist, the values should be I agree to the conditions listed above. and I DISAGREE with the conditions listed above.
We can map to these Salesforce fields:
Text
Number
Phone - If you're mapping the "Phone" field in Salesforce, that field will appear as "Business Phone" in the mapping configure menu in Accelevents.
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 per field when a record is updated in Salesforce (instead of creating a new one) for new registrations and when the ticket holder information is updated in the existing order. These are the choices:
Note: The update policy applies to data coming from Accelevents. This does not apply to data coming from Salesforce to Accelevents.
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.
Note: If you're mapping hidden fields, the fields must also be set to Active.
What if I'm not using the ticket holder fields?
If you're collecting buyer info only (toggle to Collect both ticket buyer and ticket holder information is turned off in the setting 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, you need to have the TICKET HOLDER fields ACTIVE in the ticket holder tab BEFORE turning off the toggle to Collect both ticket buyer and ticket holder information.
Step 4: Test the Mapping
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.
Important Step: Please map the Ticket ID. This will ensure that when changes are made to the ticket holder's information, the correct record in Salesforce will be updated. Other records with the same email address may be updated without this information in the Salesforce record.
Campaign Member / Program Enrollment Field Mapping
Mapping to Program Enrollments is coming soon, stay tuned for updates.
In the Campaign Member/ Program Enrollment Mapping section of the configure menu, you can map Accelevents fields to the campaign member record or program enrollment record depending on your settings.
It works similarly with the contact / lead mapping above, left side are Accelevents fields and right side are Salesforce fields.
The ticket holder fields should be active for this to work.
Notes:
Accelevents can only map to custom / user-generated campaign member fields or program enrollment fields. It will not work for default fields.
The mapping here will work even if you don't map them in the contact / lead level.
Updating Ticket Holder Fields in Accelevents
To ensure that changes in the ticket holder information in Accelevents will also update the record in Salesforce, these are the conditions:
The attendee must be campaign member or has a program enrollment record
The Ticket Id must be mapped for the contact or lead so that the correct record will be updated when there are changes in Accelevents
If you miss any of the items above, the information may not be updated, or it may update the incorrect record (e.g., contacts with the same email address)
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.
Notes:
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.
It will update the mapped fields, including name and email, depending on your update policy for each field.
If you have enabled the toggle to Create a new contact or lead when the ticket holder's email address is updated in the order, the old campaign member will be removed from the campaign when the email address is updated in the order, and the new member will be added to the campaign.
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. Since Accelevents only searches in 1 area (contact search only and not in Leads), we call it "Linear Matching."
The criterion for matching is only the email address, and it will only search for matching linear records (search leads if lead was the selected record type and search for matching contacts if contact was the selected record type). When a match is confirmed, it will update the record's additional mapped fields and retain the record's original first and last names.
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.
Here are the scenarios you may encounter when there is an existing matching record and the expected behavior.
Scenario | Behavior |
The registrant signs up for another ticket / another event | The matching record is updated. |
The registrant matches with 2 records | The most recent record created is updated. |
The registrant matches with a cross-record | A new linear record is created. |
The registrant matches with 1 linear record and 1 cross record | The matching linear record is updated. |
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
1. Setting is to collect BUYER and HOLDER data
Updates should be saved in the TICKET HOLDER information in the Order (by admin) or in My Registration (by buyer).
The "Update" button should be clicked in the TICKET HOLDER to push the update to Salesforce.
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.
2. Setting is to collect BUYER data only
If only the TICKET BUYER data is collected, the buyer automatically becomes the ticket holder.
In this case, updates should be saved in the TICKET BUYER information in the Order (by admin) or in My Registration (by buyer) AND the "Update" button should be clicked in the TICKET HOLDER information to update in Salesforce.
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.
💡 In short, the trigger to push the update to HubSpot is to click the Update Button for the TICKET HOLDER in Orders 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.
Changes in the Salesforce Contact or Lead Record
If changes are made to the Salesforce record, the order in Accelevents will not be updated. If you want it to be 2-way, you'll need to set up the integration to export data from Salesforce to Accelevents, and ensure to apply these conditions:
The Ticket Id must be mapped for the contact/lead
The Ticket Id must be known in the contact/lead
Note that if registrations originate in Salesforce, the Ticket Id can populate in the Salesforce record as long as it's mapped. Learn more about Looping Order Information to Salesforce.
If you miss any of the items above, the information may not be updated, or it may create a duplicate order.