Setting up a Salesforce Integration *

atEvent offers the deepest, most flexible Salesforce integration—so your team can capture the insights you need at every event, conference, and tradeshow and transfer them into Salesforce automatically for near real-time follow-up and nurture. With our Salesforce integration, you can instantly convert the details of people you collect at events into Salesforce prospects. You can share any text-based or selection data from your event forms. 

What the integration can do:

  •  Pass the data in real-time, at the end of the day, at the end of the event or on demand (e.g., manually)
  • atEvent prioritizes updating an existing contact in Salesforce based off of email, and if no contact is found based off of email, then a new contact is created

What the integration cannot do:

  • Create or update any other objects (e.g., companies, deals, etc.)
  • atEvent does not allow for integration with SFDC sandbox as it’s a different URL/system from their production systems.

How to Setup your Salesforce Integration

This help article is divided into 3 sections:

  • Create New API User (Salesforce*)                                              
  • Create Custom Properties (Salesforce*)      * Permissions required in Salesforce    
  • Setting up atEvent/Salesforce Integration (atEvent)

A. Create New API User (Salesforce)

1. Login to your Salesforce live account
   a. Enter Email Address
   b. Enter Password
   c. Press “Login”

2. Once logged in go to the upper right and search for:
   a. Your user account. Click on it and a dropdown menu will appear
   b. Click on “Setup” from the dropdown menu.

3. Under the Quick Links/Users section click on “New User”.

4. New User - For these fields enter the following:
   a. First Name:  atEvent
   b. Last Name:  User
   c. Email: Enter email address to be used for atEvent connection to Salesforce

5. After filling in the necessary information in step 4 scroll down and make sure to check “Generate new password and notify user immediately” and then click the “Save” button

6. Go to user’s email inbox. Find the email with subject “Welcome to Salesforce: Verify your account”. Click “Verify Account”

7. Once logged into Salesforce with the new user:
   a. Find your new user account. Click on it and a dropdown menu will appear
   b. Click on “Setup” from the dropdown menu.
   c. Go to Personal Setup “My Personal Info” and click on it

8. From Personal Setup
   a. Under My Personal Information/Reset My Security Token
   b. Click on “Reset Security Token” button

9. Check your email inbox for security token email with subject “Your new Salesforce security token”. Copy the Security token, it will be used to access Salesforce API.

B. Create Custom Fields (Salesforce)

  1. Once logged in with new user, go to Setup (same as Step A2)
    a. Click on your user
    b. Select “Setup"

2. Go to App Setup/Customize section
   a. Select Leads
   b. Select “Add a custom field to leads"

3. Under Leads section
   a. Fields submenu 
   b. Under "Lead Custom Fields & Relationships" section select “New” button

4. Add the following custom field:  atEvent Event Name
   a. For Data Type select “Text Area”
   b. Click “Next” button

Note: Prior to creating fields, please confirm onboarding meeting has taken place with atEvent so use cases have been confirmed.

Enter the following:
   c. Field Label: atEvent Event Name
   d. Field Name: atEvent_Event_Name
   e. Required: Leave unchecked
   f. Default Value: Leave Blank
   g. Click “Save” button

5. Add the following custom field:  atEvent Topics & Subtopics
   a. Data Type: Long Text Area 
   b. Field Label: atEvent Topics & Subtopics
   c. Field Name: atevent topicssubtopics
   d. Required: Leave unchecked
   e. Default Value: Leave Blank                                                                                                 

6. Add the following custom field:  atEvent Follow Up
   a. Data Type: Long Text Area 
   b. Field Label: atEvent Follow Up
   c. Field Name: ateventfollowup
   d. Required: Leave unchecked
   e. Default Value: Leave Blank                                                                                             

7. Add the following custom field:  atEvent Comments
   a. Data Type: Long Text Area 
   b. Field Label: atEvent Comments
   c. Field Name: ateventcomments
   d. Required: Leave unchecked
   e. Default Value: Leave Blank                                                                                                      

8. Add other custom fields as required for business use case

Note: Prior to creating fields, please confirm onboarding meeting has taken place with atEvent so use cases have been confirmed.

C. Setting up atEvent/Salesforce Integration (atEvent)

  1. Once logged into atEvent Central, mouse-over the circular icon at the right and select “Company Settings” from the dropdown menu.

2. Click "MA/CRM Configuration" tab

3. Create a New Profile
   a. In the empty box enter a name for your new profile
   b. Click the (+) icon to “Add” it

4. Profile MA/CRM
   a. Click inside the MA/CRM box and a dropdown menu will appear

   b. From the Profile Name box under MA/CRM  select “Salesforce” from the dropdown menu

5. Once selected, OAUTH should prompt you to login/allow access to Salesforce
   a. Enter Email Address
   b. Enter Password
   c. Press “Login”

After verifying OAuth process continue with your sync profile setup in atEvent

6. Setting Sync Schedule
   a. Go to “Data Push Schedule” and click inside the box for options

b. Select one of four options for Push Schedule:

  • Immediate
  • Manual
  • End of Event
  • End of Day

7. Click “Test Connection”

8. Once successful connection has been established, click “Save and Fetch CRM Fields”

8b. If the “Save and Fetch” request is successful you will receive the following popup messages:

You will also be able to see the Field Mapping screen.

9. Map atEvent fields to the appropriate Salesforce name.
   a. Click in any field that is labeled "Not Mapped"
   b. A blue search box (blue) and dropdown list (purple) of Salesforce options will appear. You can search for
       a Salesforce option by typing it in the blue search box. Any searched option that matches will immediately
       appear in the dropdown list and can be selected. You can also use the scrolling feature of the dropdown
       menu to search for Salesforce options if you are not familiar with the exact names.
   c. Click on the Salesforce option and it will automatically save. In this example we are mapping the atEvent
       field "First Name" to the Salesforce field "firstname".

  d. After finishing with field mappings scroll to the bottom and click “Save” button

Here is a quick video showing the mapping of Email:

FAQs

How fast will my contacts appear in Salesforce?

Usually a few seconds after they have been synced from the atEvent dashboard. 

How does this feature work when my devices are offline?

Contacts are queued to be added to atEvent as soon as the data synchronizes to the atEvent dashboard.  

Can I use the same Salesforce sync profile over multiple events?

Yes, once your HubSpot sync profile has been activated in the Company Settings it can be enabled in any of your current active events.

How do I disable or remove an integration from an event?

From the Event screen, under Data Sync Profile, unselect the currently displayed sync profile and set it to “None”. You can also disable or delete the profile for those cases where you want to remove it from several events.

For any additional questions regarding this feature, please contact your Customer Success Manager or contact Support (support@at-event.com) for any assistance.