Integration with Salesforce

Integrating InEvent with Salesforce can shape a whole new way of creating a customer-centric view of your event attendees that will help you get more results out of your customer database, mitigate risk and enable a frictionless sales process. This integration works two ways, so data that is synchronized to your Salesforce database will also appear on the InEvent platform.

What kind of data and process can be integrated between InEvent and Salesforce?

You can synchronize the following items between Salesforce and InEvent:

  • Salesforce Campaigns with InEvent Events and Activities
  • Salesforce Campaign fields with InEvent Registration form fields
  • Salesforce Fields with various InEvent fields
  • Salesforce Objects with InEvent Questions, Comments, Polls and UTM links

Integrating with Salesforce

Before synchronizing items between Salesforce and InEvent, you first need to integrate Salesforce with InEvent at the Company level. To do so, complete the following instructions:

  1. Navigate to Integrations > Salesforce.
If Salesforce is not visible under Integrations, first enable the tool in Company tools.
  1. Click Edit.
  2. Press Link Production Account or Link Sandbox Account depending on the type of your Salesforce account.
If you wish to have a Sandbox account, you can either create a new trial account to test your registrations or create a permanent paid sandbox account that you can use for a year. If you wish to create a permanent paid sandbox account, contact your sales representative.
Link production account or sandbox account
  1. Complete the Salesforce log-in process. Once your Salesforce account is linked with InEvent, the interface will be updated.
  2. Complete the integration configuration by using the drop-down box for the following options:
  • When exporting a person, define where it will be saved: Select the target Salesforce category to be automatically synced when exporting a person from InEvent. The available options are Automatic, Contacts, and Leads.
  • When creating an event, should we create a campaign?: Select whether or not to automatically create a Salesforce campaign when creating an event. The available options are Yes and No.
Integration configuration
Since only company admins have access to the Company level, they are the only ones who can integrate Salesforce with InEvent.

Configuring synchronization at the Event level

This section will inform you on how to configure Salesforce synchronization with InEvent at the Event level.

The Salesforce integration configuration interface can be accessed from the Event level by navigating to Settings > Integrations > Salesforce.

Salesforce integration event level
If Salesforce is not visible under Integrations, first enable the tool in Event tools.

Through this interface, you can configure the synchronization of the following items:

  • Campaign
  • Fields
Fields is only visible and accessible to company admins with full permissions. Event admins or customized access admins will not see this option. For more information on company admins, refer to our article on Global admins and customized access admins.
  • Event fields
  • Activities
  • Questions
  • Comments
  • Polls
  • UTM

Campaign

In this section, you can manage your Campaign settings and Campaign member statuses.

Campaign settings

Here, you can select a campaign to be synchronized with your event. Below are the available options:

Campaign settings
  • Select a campaign to sync (if applicable): Using the drop-down box, select an existing Salesforce campaign to be synchronized with your event. Once a campaign is selected, the interface will be updated to show Campaign member statuses.
  • Sync new registrations from InEvent to Salesforce: Using the checkbox, enable or disable synchronization of new registrations from InEvent to Salesforce.
  • Sync email opt-outs: Using the checkbox, enable or disable synchronization of email opt-outs from InEvent to Salesforce.
  • Sync leads from Salesforce automatically: Using the checkbox, enable or disable synchronization of Salesforce leads to InEvent. If this tool is enabled, a new option will be displayed:
Choose a target list to sync
Automatic synchronization of Salesforce leads to InEvent typically happens hourly.
  • For new leads added directly to your campaign, choose a target list to sync: Using the drop-down box, select a target InEvent list to be synchronized with new campaign leads added through Salesforce. The available options are Attendees and Invitees.
Syncing new leads to Attendees will consume credits. However, if you do not want to consume credits when syncing new leads, we recommend syncing them to Invitees instead.

Once your campaign is linked and configured, you can manually start the synchronization process by clicking Sync data from the Campaign settings interface. Doing so will also trigger synchronization for all linked fields.

Synchronization triggered by clicking Sync data will happen almost instantly, as long as you have not reached the Salesforce API Request Limit.
Sync data from the campaign settings

Campaign member statuses

This section will explain how you can set up automatic synchronization of Salesforce's Campaign Member Status with your event. This feature makes it easy to keep track of your invitees and attendees' interaction with your event registration and participation and automatically synchronize them to Salesforce.

Before configuring this feature in your event, ensure that you have set up your desired statuses in Salesforce.

Salesforce has several sets of default Campaign Member Status depending on the type of the campaign. However, it is also possible to create custom statuses. Refer to this guide from Salesforce to create new Campaign Member Statuses.

Below are examples of custom Campaign Member Statuses on Salesforce, which will be used throughout this section:

Campaign member statuses

Once you have set up your statuses in Salesforce, we can proceed to configure its synchronization with invitee or attendee interaction at the InEvent platform. To start configuring the synchronization, follow the instructions below:

  1. Navigate to Settings > Integrations > Salesforce > Campaigns.
  2. Click Edit at the top right corner of the page.
  3. Locate Campaign Member Statuses.
  4. Map each trigger on the left to the corresponding status on the right using the Campaign Member Status drop-down box. The available triggers are as follows:
The Campaign Member Status drop-down box will automatically detect and display your Salesforce Campaign Member Statuses. New statuses can be created from the Salesforce platform. Refer to this guide from Salesforce to create new Campaign Member Statuses.
  • User is added to list of invitees: Automatically sync user to a Campaign Member Status on Salesforce once they are added as invitees in your event.
  • User receives an email: Automatically sync user to a status once they have received an email from your event.
  • User opens an email: Automatically sync user to a status once they have opened an email from your event.
  • User clicks on an email link: Automatically sync user to a status once they have clicked on a link on your event's email.
  • User is added to a list of attendees: Automatically sync user to a status once they are added as attendees in your event.
  • User attends the event: Automatically sync user to a status once they have successfully attended your event.
You can only link one Campaign Member Status with one sync trigger. Linking one Status with more than one trigger will return an error. Therefore, we recommend you to create individual Statuses for each trigger.
  1. Press End to save your changes.
GIF showing how to map Campaign Member Statuses according to triggers.

Once you have configured the synchronization, campaign members who complete the defined triggers will automatically have their statuses updated on Salesforce.

The synchronization is typically instantaneous, however it may take up to 30 minutes to complete depending on your configuration, the amount of data, etc.
Salesforce uses Validation Rules to verify that the data entered by an user meets certain criteria before the user can save the record. Validation Rules should be used to maintain user input data or system modified records. You can manage your rule validation checks through Salesforce to set how often rules are checked for violations and in case it triggers while creating a new lead or contact for your event.

Fields

In this section, you can manage your Fields settings and map them to your Registration form fields.

Fields is only visible and accessible to company admins with full permissions. Event admins or customized access admins will not see this option.
Screenshot showing the Fields section
Field settings

Using the checkbox, select whether you want to automatically overwrite default fields.

Field settings

If Overwrite default fields automatically is enabled, InEvent will automatically detect and map new entries from Salesforce. Therefore, some fields will not appear in the InEvent Fields interface.

If Overwrite default fields automatically is disabled, you must manually select the fields to be overwritten.

Synchronizing Fields

You can easily map and link your Salesforce Fields, including Account, Contact, and Lead fields, of all types to InEvent Registration form fields using the drop-down boxes.

For further information on Registration form fields, refer to our Registration Form article.

InEvent will detect your Salesforce fields, including custom fields.

Refer to this Salesforce guide on creating custom fields. After creating or editing Salesforce custom fields, ensure that you click the Sync symbol besides Fields and refresh the page to reflect the changes within InEvent.

The InEvent fields you can link with Salesforce fields are listed below:

GIF showing how to link InEvent fields with Salesforce fields and showing available Salesforce fields.
You can link multiple Salesforce fields with an InEvent field by clicking on the Add more button below the Salesforce fields drop-down box. To remove a field, click the red trash icon.
  • Registration ID
  • Person ID
  • First name
  • Last name
  • Username (Email Address)
  • Role
  • Company
  • Phone
  • Magic link
  • Magic link (event list)
  • Enrollment date
  • utm_source
  • utm_medium
  • utm_campaign
  • utm_term
  • utm_content
  • Custom questions in your Registration form
If Overwrite default fields automatically is enabled, InEvent will automatically detect and map First name, Last name, Username, Role, Company, and Phone fields from Salesforce. Therefore, these fields will not appear in the InEvent Fields interface.

Additionally, you can also choose to override existing field values on Salesforce with InEvent values by checking the Override value on Salesforce box beside the desired field.

GIF showing the Override value on Salesforce checkboxes
Linked fields will automatically be synchronized upon adding a new attendee or modifying the details of an existing attendee.

Event fields

In this section, you can map and link your Salesforce Campaign fields to InEvent Event fields.

Screenshot showing the Event fields section of the Salesforce integration page.
Synchronizing Event fields

You can map and link your Salesforce Campaign fields to InEvent Event fields using the drop-down boxes.

InEvent will detect your Salesforce fields, including custom fields.

Refer to this Salesforce guide on creating custom fields. After creating or editing Salesforce custom fields, ensure that you click the Sync symbol besides Fields and refresh the page to reflect the changes within InEvent.

The Event fields you can link with Salesforce Campaign fields are listed in the table below:

Event field in Salesforce integration

InEvent fields

InEvent ID

Creator ID

Date begin

Total invitations

Creator name

Date end

Total registrations

Creator email

Enrollment begin

Total group rooms

Owner ID

Enrollment end

Total session rooms

Owner name

Enrollment open

Total time spent

Nickname

Access end

Average time spent

Description

Access open

Total invitations (numeric)

Main page

Address

Total registrations (numeric)

Content page

City

Total group rooms (numeric)

State

Total session rooms (numeric)

Name

Total single sessions

Country

Total single sessions (numeric)

feedback_[feedbackID] fields

Total time spent (numeric, seconds)

Average time spent (numeric, seconds)

Linked fields will automatically be synchronized upon modifications or changes to the event details.

Activities

In this section, you can manage the synchronization of InEvent Activities with Salesforce campaigns.

A child campaign will be created automatically for each of your activities. The activities' attendees will be synced automatically as Campaign Members.
Screenshot showing the Activities tab in InEvent's Salesforce integration page.

Synchronizing Activity fields

You can map and link your Salesforce Campaign fields to InEvent's Activities-related fields using the drop-down boxes.

InEvent will detect your Salesforce fields, including custom fields.

The Activities-related fields you can link with Salesforce Campaign fields are listed below:

  • Activity Name
  • Activity Start date
  • Activity End date
When a new Activity is created at the InEvent platform, it may take up to an hour for it to be synchronized to Salesforce as a child campaign. Afterwards, changes to the Activity will be synchronized to the child campaign hourly.

In these sections, you can manage the synchronization of Salesforce custom objects with InEvent Questions, Comments, Polls and UTM links.

Refer to this Salesforce guide on creating custom objects.
Screenshot showing the Activities, Questions, Comments, Polls, and UTM sections in the Salesforce integration interface.

You can easily map and link your Salesforce custom objects to Questions, Comments, Polls & UTM links from your event by using the available drop-down boxes.

Refer to this Salesforce guide on creating custom objects.

Below is a guide on mapping and linking Salesforce custom objects, using Questions as an example:

  1. Select a Salesforce custom object to be linked with your event Questions. Once a custom object is linked, the interface will be updated to show Fields and Default values.
Link Salesforce to event activities
  1. Map your Salesforce fields on the right to the corresponding InEvent fields on the left under Fields.
Map Salesforce field
  1. Create new default values for your custom objects in Default values (optional).
Default values
It may take up to an hour for Questions, Comments, Polls & UTM links to be synchronized to Salesforce. Afterwards, changes to the items will be synchronized hourly.

How do I import Contact Names, Leads, Lists, or Campaigns?

You can import your contacts, leads, lists, or campaigns to Invitees or Attendees on the InEvent platform.

To import attendees, click on People > Attendees > click Edit on the right upper corner. Then, click on the Import and select Salesforce as your data source.

Select Salesforce

A new window will open, where you can select what you wish to export: Contacts, Leads, Campaigns, or All.

Import Salesforce contacts

Choose one option, search the names that are on your Salesforce account you would like to import, and press the Import button at the bottom.

If your search term is campaigns, a new field will appear, so you can select the campaign you desire, and below all the leads from that specific campaign will appear. Then, select your desired fields and click on Import.

After clicking on the Import button, you will be able to see all the contacts that were imported. To identify the names from Salesforce, you will see an icon next to the name.

Icon next to the name Salesforce

To import invitees (People > Invitees) or to add people to lists (People > Lists), you should follow the same process described above.

Exporting edited information to Salesforce from the InEvent platform

You can edit the attendees' details on the InEvent platform and send the updated info directly to Salesforce.

To do so, go to People > Attendees and choose the contact name (from Salesforce). A window with this person’s details will appear. Click on Edit, update the information, and click on the Export to Salesforce button, as shown below:

CRM Sync

Tracking and saving event features

By selecting the custom object integration, you will be able to use the following modules:

Salesforce logs

Here you can monitor all campaigns created using the Salesforce integration.

To access the Salesforce write logs press Settings > Integration > Salesforce > Scroll down to Logs and click on Write logs.

Screenshot showing the Salesforce write logs.

The Salesforce write logs will give you the following information:

  • Name: The name of the user who created the operation
  • Email: The email of the user who created the operation
  • Operation: Name of the operation
  • Result: Shows if the operation was a success or a failure
  • Date (UTC): Date that the log was created

Salesforce VisualForce plugin

VisualForce is a web development framework that enables developers to build sophisticated, custom user interfaces for mobile and desktop apps that can be hosted on the Lightning Platform. You can use VisualForce to build apps that align with the styling of Lightning Experience, as well as your own completely custom interface.

Click here to learn how to link VisualForce with your Salesforce integration.


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