Eventact Salesforce Interface

The Eventact Salesforce Interface automatically transfers event registrants to Salesforce, ensuring each registration and ticket purchase appears as a Salesforce Contact or Lead. Sales and marketing teams can track attendee engagement directly in Salesforce without manual data transfers.

Set up the integration once in the Eventact back office to apply it across the company. Data primarily flows from Eventact to Salesforce, but you can select specific fields to read from Salesforce into Eventact. Each event can have a dedicated Salesforce Campaign, with registrants added as campaign members.

The interface supports Salesforce Contacts, Leads, Campaigns, and Campaign Members only. It does not create Accounts, Opportunities, or custom objects.

Eventact connects to Salesforce through a specific user account. Have the username, password, and security token for this account ready to go.

1. Choose your integration user. You can create a new Salesforce user just for this or use an existing one. Grant only the permissions needed: read, create, and edit for Contacts and Leads, plus Campaigns and Campaign Members if you use them. Make sure API access is enabled, which comes standard with Salesforce Enterprise, Unlimited, Performance, and Developer editions.
2. Generate the security token: a case-sensitive code that lets Eventact access the Salesforce API as your integration user.
   1. Log in to Salesforce as the integration user.
   2. Click the profile avatar and choose Settings.
   3. Select My Personal Information > Reset My Security Token.
   4. Salesforce emails the new token to the user's email address.
3. Keep the security token up to date. Salesforce issues a new token whenever the user changes their password, invalidating the previous token. After a password change, update both the password and token in Eventact.

If your Salesforce policy allows, set a non-expiring password for the integration user. This prevents sync interruptions and avoids the dreaded "Password expired" error.

In the Eventact back office, open the side menu and navigate to Settings > Integrations > Salesforce. The Salesforce Settings page contains four sections.

1. Login Details

1. Enter the integration user's username, password, and security token. The token is case-sensitive.
2. Pick your environment: choose Production for your live Salesforce setup or Sandbox if you want to test things out first.
3. Click Test Login. Eventact will attempt to log in using the provided credentials and display the result.
4. Click Save. The mapping field lists will load from Salesforce only after you save your login details.

2. Options

3. Salesforce Contact Field Mapping

Match each Eventact field to its Salesforce Contact counterpart. Check the Field Mapping section below for guidance. If you create registrants as Contacts, you need at least one Contact mapping.

4. Salesforce Lead Field Mapping

Pair each Eventact field with the right Salesforce Lead field. If you create registrants as Leads, make sure to map at least one Lead field.

When you're done, click Save to lock in your settings.

Each mapping row connects an Eventact token to a Salesforce field and sets the data flow direction. Pick the token on the left and the Salesforce field on the right. The Salesforce list shows every standard and custom field for Contacts or Leads.

New setups start with this default Contact mapping:

Action per Field

When Eventact creates a new Contact or Lead, it sends all mapped fields for that object, regardless of their action setting.

Country fields are sent as 2-letter ISO codes and state fields as state codes to align with Salesforce State and Country Picklists. Values read from Salesforce into Eventact menu, radio, or checkbox fields must exactly match the Eventact option text.

Find a Field's Name in Salesforce

1. Click the gear icon in the top-right corner and select Setup.
2. Open Object Manager.
3. Click Contact or Lead.
4. Click Fields & Relationships. The Field Name column shows the API name. Custom fields end in __c.

Add a Custom Field

1. In Fields & Relationships, click New.
2. Choose the field type (Text, Picklist, Date, Checkbox, and so on) and click Next.
3. Enter the Field Label. The Field Name fills in automatically.
4. Click Next, and give the integration user's profile edit access to the field.
5. Add the field to the page layouts where you want to see it, and click Save.
6. Reopen the Salesforce Settings page in Eventact. The new field now appears in the mapping list.

The bulk sync processes all valid registrants who are new or have changed since the last sync, including imported and uploaded records. It skips in-progress, rejected, canceled, and deleted registrations. The sync runs in batches of 100 until complete.

Sync a Single Registrant

Organizers can review and re-sync individual registrants right from the back office. Go to Registration > Registrants, pick your registrant, and head to the About tab. The CRM card will show:

• Salesforce ID: the ID of the Contact or Lead this registrant is linked to, or "Not Found" if there is no match in Salesforce.
• Synced on: the date and time of the last sync.
• "Unsynchronized with CRM" if this registrant has never been synced.

Two buttons act on the registrant:

• Sync with CRM syncs this registrant right away, using the same rules as any other sync, and shows the result.
• View CRM Data displays a table comparing Eventact and Salesforce values for each mapped field. This view is read-only and can be used to verify data consistency before or after synchronization.

This view is the most efficient way to investigate synchronization issues. Salesforce may reject values that do not match the field definition. For example, a picklist field allowing only "Pharmaceutical" and "Biotech" will reject "Pharma". Sync the registrant, review the error message, and compare the columns to identify the problematic field. Correct the value in Eventact, update the allowed values, or modify the field definition in Salesforce, then sync again.

Results

After a bulk sync completes, the page displays:

• new Contacts or Leads added
• records updated
• records that failed, with a link to each registrant
• registrants already up to date or not created
• registrants added to the event's campaign

A single-registrant sync displays a one-line result, such as "Created Contact", "Updated Lead", or "Already Updated Contact".

The Sync with CRM on Next page option populates a registrant's details from Salesforce during registration. Form logic can then use this data to determine which pages the registrant sees next.

A typical flow:

1. The guest enters their email (and name) on the first page of the form and clicks Next.
2. Eventact locates the registrant in Salesforce and copies the mapped fields into their registration, such as membership status or customer tier.
3. Form logic on the following pages uses those values. For example, members skip the payment page, or VIP customers see a special ticket page.

To set it up:

1. In Salesforce Settings, map each Salesforce field you need, such as a status field, to an Eventact field, with the action Read from Salesforce. Use Read from Salesforce rather than Read or Write by last update time. The registration was just saved, so Eventact counts as the newer side and would skip reading the field.
2. Make sure the sync key field (usually email) is on the first page of the form.
3. In the registration form editor, open the settings for the first page and enable Sync with CRM on Next.
4. On subsequent pages, add form logic based on the Eventact fields populated from Salesforce.

This synchronization runs for every registrant who leaves the page, regardless of the Registrations to sync setting. If the guest is not found in Salesforce, the mapped Eventact fields remain empty. Form logic can check for empty values as well. For example, you can direct guests not found in Salesforce to a page that collects additional details or treat them as new prospects.

Is the setup per event? No. One setup applies to all events in your company. Each event gets its own Salesforce campaign.

Can Eventact convert Leads to Contacts? No. A matched Lead stays a Lead. Convert it in Salesforce if needed.

Does it create duplicates? Eventact searches Salesforce before creating anything, and records which Salesforce record each registration was synced to. Using Email as the sync key gives the most reliable matches.