Setting up a Pardot Integration

atEvent offers the deepest, most flexible Pardot integration—so your team can capture the insights you need at every event, conference, and tradeshow and transfer them into Pardot automatically for near real-time follow-up and nurture. With our Pardot integration, you can instantly convert the details of people you collect at events into Pardot 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 Pardot 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.)

 How to Setup your Pardot Integration

This help article is divided into 3 sections:

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

A. Create New API User (Pardot)

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

2. On the left menu under Admin/User Management click on “Users”

3. Click on “Add User” button

4. Create User - For these fields enter the following:
   a. First Name:  atEvent
   b. Last Name:  User
   c. Email Address – Create a new address that allows atEvent to connect to Pardot

5. From the dropdown menu select “Administrator” as Role

6. Select the “Create User” button

7. Go to Users screen (Step 2) and locate the new user created in Steps 4, 5 & 6. Copy “API User Key”, it will be used to connect this user with atEvent in Section C.

8. Activation status will be “User has not yet activated this account”. If you haven’t received an activation email from Pardot, click on “Resend Activation Email”

9. Go to your email inbox. Click on the link “Click to activate your account”

10. Finish Pardot account setup by completing the following steps:
   a. New Password
   b. Confirm Password
   c. Setup Security Question
   d. Click “Activate Account” button

B. Create Custom Fields (Pardot)

1. Once logged in with new user, under Admin/Configure Fields click on “Prospect Fields”

2. On the Prospect Fields screen click the “Add Custom Field” button

3. Add the following custom field:
   a. Name:  atEvent Event Name
   b. Custom Field ID:  atEvent_Event_Name
   c. Type:  Text
   d. Check Record and Display multiple responses (This means that new values would be appended on
       update of this field)
   e. Click “Create Custom Field” button

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

4. Add the following custom field* :
   a. Name:  atEvent Topics & Subtopics
   b. Custom Field ID:  atEvent_Topics_Subtopics
   c. Type:  Textarea
   d. Check Record and Display multiple responses (This means that new values would be appended on
       update of this field)
   e. Click “Create Custom Field” button

5. Add the following custom field* :
   a. Name:  atEvent Follow Up Action
   b. Custom Field ID:  atEvent_Followup_Action
   c. Type:  Textarea
   d. Check Record and Display multiple responses (This means that new values would be appended on
       update of this field)
   e. Click “Create Custom Field” button

6. Add the following custom field* :
   a. Name:  atEvent Comments
   b. Custom Field ID:  atEvent_Comments
   c. Type:  Textarea
   d. Check Record and Display multiple responses (This means that new values would be appended on
       update of this field)
   e. Click “Create Custom Field” button

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

C. Setting up atEvent/Pardot 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 “Pardot” from the dropdown menu

5. Enter the following Login information for your Pardot account that you created in Section A.
   a. User Key
   b. Email
   c. Password

6. Data Push 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”

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 Pardot name.
   a. Click in any field that is labeled "Not Mapped"
   b. A blue search box (blue) and dropdown list (purple) of Pardot options will appear. You can search for a
       Pardot 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 Pardot options if you are not familiar with the exact names.
   c. Click on the Pardot option and it will automatically save. In this example we are mapping the atEvent field
       "First Name" to the Pardot 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 Pardot?

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 Pardot sync profile over multiple events?

Yes, once your Pardot 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.