Modified on: Fri, 21 Jun, 2019 at 10:19 AM
Through Attendease's integration with Salesforce you can easily set up the flow of attendee information from Attendease to Salesforce Campaigns. You can associate existing Salesforce Leads and Contacts to specific Campaigns for your events and automatically create new Leads before being associating to the event-specific Campaign.
Connect Salesforce to Attendease
To begin, you need to connect your Attendease account to your Salesforce account. To do so, access your Organization's dashboard and then select the Connected Apps menu item.
On the Connected Apps screen click the "Connect to Salesforce" button to the right of the Salesforce logo. Log in to Salesforce with the account credentials for the organization you'd like to connect your selected Attendease organization with.
Once you are logged in you will be redirected back to Attendease. Your two accounts are now connected. Should you at some later point need or want to, you have the option of disconnecting the Salesforce account from this screen as well.
Note: Your Salesforce account must have the following permissions:
- View/edit Contacts
- View/add/edit Leads
- View/add Campaigns
- View/add/edit/delete Campaign Members
- View/add/edit Campaign Member status options
Configure your Salesforce Integration
Clicking the 'Configure' button once Salesforce is successfully connected will launch the configuration modal where you can configure your field mapping and set some additional options.
Map Attendease Fields to Salesforce Lead and Contact Fields
You can configure field mappings to map fields on Attendease registration forms and surveys to fields on your Salesforce Leads and Contacts. When attendees fill out registration forms or surveys that contain mapped Attendease Global Fields, the entered data will populate (and optionally overwrite) values for the mapped fields in Salesforce.
Since the mapping is done via Attendease Global Fields, you must first setup Global Fields in your root organization. See https://support.attendease.com/organizations-and-business-units/global-fields for more info on setting up Global Fields and using Global Fields on your registration forms and surveys.
The types of Attendease Global Fields that are supported to map to Salesforce fields are: Single-line Text, Country Widget, Dropdown List, Radio List, Inline Radio List, Prepended Text, Appended Text, Multi-line Text and HTML.
The types of Salesforce Fields that are supported to map to Attendease fields are: String, Text Area, Email, Integer, Phone Number, Number, Pick List, Percentage, and URL.
Note: It is up to you to make sure that the mappings accurately reflect the field types in question. For example, if you have an Attendease Dropdown List that maps to an Salesforce Pick List, you need to make sure that the options in Attendease are identical to the options in Salesforce. Similarly, if you map an Attendease Text Field to a Number, Integer or Phone Number field in Attendease, you need to be sure to instruct your attendees to enter the correct format values. You can make use of Attendease form field validation rules to make certain that the correct data format is enforced.
You can determine what happens to attendees whose registrations are cancelled. They can either be removed from the Salesforce Campaign, or their Campaign Member status can instead be set to "Cancelled".
Set Salesforce automations
Once you have authorized Attendease to send activities to Salesforce, you need to specify which attendee activities you want to send over. Automations are connected to specific events. To begin, select the event that you want to set the automations for and on that event's Event tab click the Automations menu item. To add an automation click the "Add Automation" button in the top right-hand corner.
In the "Trigger" field choose the activity that you want to be sent to Salesforce from the drop-down menu. In the "Action" field choose "Send to Salesforce." From now on, every time that attendee activity occurs, Salesforce Leads, Contacts, and Campaign Members will be updated.
You can select from the following triggers that each perform certain actions:
1. Attendee - Registers
Salesforce fields updated, status set to 'Registered'
2. Attendee - Updated
Salesforce fields updated
3. Attendee - Cancelled
Status set to 'Cancelled' or Campaign Member removed (depending on setting)
4. Attendee - Submits Survey
Salesforce fields updated, status set to "Filled Survey"
5. Attendee - Checkin
Status set to 'Attended'
6. Attendee - Checkin Undone
Status set back to 'Registered'
If your Salesforce account is connected, on event creation you will have an option to assign an existing Salesforce Campaign to your event, or create a new Campaign by specifying its name.
You will also be able to edit the chosen Campaign on your Connected Apps screen.
Attendease will use the chosen Campaign when people register for your event, associating your Leads and Contacts to the chosen Campaign as Campaign Members.
Note: Once Campaign Members are added to the Campaign for your event, you will no longer be able to change the associated Campaign.
Salesforce Leads, Contacts, and Converted Leads
When an attendee registers Attendee will first search for existing Salesforce Leads, Contacts, and Converted Leads that match the attendee's email address. If a Lead, Contact, or Converted Lead is found, they will be associated to your event's Campaign as a Campaign Member. If no Lead, Contact, or Converted Lead is found with the new attendee's email address a new Lead is created and associated to the Campaign instead.
Once a Lead, Contact, or Converted Lead is associated to a Campaign for your event, Attendease, at minimum, will update the following Salesforce user information when the information changes in Attendease:
- First Name
- Last Name
Note: In order to capture and track changes to an attendee's company name in Salesforce, you must add a field mapping with the Salesforce Company field before attendees start to register. Otherwise, the company value for new attendees will appear as
N/A in Salesforce.
Additionally, any field mappings that are configured on the Lead, Converted Lead or Contact will update the respective Lead or Contact fields accordingly.
Salesforce Campaign Members
Campaign Members are just Salesforce Leads, Contacts, or Converted Leads that are associated to the Campaign for your Attendease event.
Once a Lead, Contact, or Converted Lead is associated to a Campaign for your event, Attendease updates the following information on the Salesforce Campaign Member when it changes in Attendease:
- Attendease Pass Name
- Attendease Pass Price
- Attendease Registration Code
Note: If you would like to capture the above Attendease information on the Campaign Member in Salesforce, you must add the fields manually to the Campaign Member via the Salesforce Admin before attendees start to register. See below for a screenshot of the exact names and data types for the custom fields to add to the Campaign Member object in Salesforce. You can do this via Setup > Customize > Campaigns > Campaign Members > Fields.
Find a Lead, Contact, Converted Lead, or Campaign Member from an Attendease attendee profile
From viewing an attendee profile on Attendease you can quickly find that person's Salesforce user account. On the attendee profile page, under the Advanced Details section, locate the correct Metadata Keys. Copy the content from the "Value" field.
To locate the user, open your Salesforce account and paste the copied value after the forward slash
/ that follows the
.com . In other words, if the Metadata Key value is "0000100001" then it should be added in the following way -
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