Salesforce Integration - Export Registrant Data

Modified on Fri, 19 May 2023 at 10:00 AM

Salesforce is a CRM that equips sales, marketing, service teams, and the admin team with the customer information required to administer its interaction with them. The Zuddl - Salesforce integration enables organizers to pass attendee information seamlessly from Zuddl to Salesforce.

Currently, the following attendee activities are passed on to Salesforce:

New user registration
Attendee event entry
Polls answered
Questions asked
Questions upvoted
Session attended
Event duration
Room duration
Booth duration
CTAs clicked
Breakout room attended

You can also install and configure the Salesforce Installer Package in your Salesforce which would automate all the necessary steps to integrate Salesforce with Zuddl.

Integration

The Salesforce integration can be split into two main steps

Global-level integration
Event-level integration

Important: The integration only passes new registrant data that gets captured after the app installation and enabling event-level integration. The older registrations in the event are not passed to Salesforce.

Note: If your organization requires you to create a special user with required permissions for integration purposes, you need to create an API-only user profile in your Salesforce with Modify All Data or Modify All permissions. Learn how to create an API-only user profile.

Global-level integration — Install Salesforce on Zuddl

On the Zuddl common Dashboard,

Click on Integrations.
On the Salesforce card, click on View Details button.
Inside the Salesforce integration details page, click Install app.
On the Salesforce authentication window, click on New authentication.
On the Create a new authentication page, enter the following details
1. Your authentication name: A unique name for you and Zuddl to identify your authentication.
2. Salesforce instance type: Select either Production or Sandbox to authenticate your Salesforce production or sandbox instance with Zuddl. Use the Sandbox instance to test out the integration and later authenticate your production instance.
  Tip: If you wish to test out the integration on your sandbox instance, for the first time you can authenticate by selecting the Sandbox instance. Later, if you wish to connect your Salesforce production instance, you need to Uninstall app and re-Install app to(from the common dashboard) create a new authentication for your Production instance.
On the Lead Object Mapping page, map the Zuddl fields to the corresponding Salesforce fields. When a new Lead is added, the First Name, Last Name, Email, and Company fields are also auto-mapped as mandatory fields. You can also map the below optional fields with their Salesforce counterparts:
1. Title: The title used for the lead name.
2. Phone: The contact number of the lead.
Click Next.
In the Lead Source field, enter a value for the lead source in Salesforce whenever a lead is created through the integration. Defaults to Events. You can edit this later.
Click Finish. This creates the authentication for your Salesforce instance

Once the installation is done and the authentication is successful, all new registrants for your event (not present in Salesforce) are added as a Lead in Salesforce. You must set up the event-level integration for every event individually to establish this data flow.

Event-level integration — Turn on Salesforce for an event

In Salesforce you can leverage the Campaigns object to track event-level data that comes from Zuddl. Each Zuddl event must be tied to a campaign on Salesforce to track attendee activities and event status, namely:

“Registered”: When an attendee registers a Zuddl event
“Attended”: When a registered attendee enters a Zuddl event

These statuses need to be made added in each new campaign to connect with a Zuddl event. A campaign ID is used to link each Zuddl event with a Salesforce campaign. So this helps us track the campaign member for a specific event.

Create a Campaign

To create a campaign,

Go to your Salesforce dashboard and click Campaign on the main menu
Click New.
Under the New Campaign form, enter the following details:
1. Campaign Name: Enter your event name.
2. Select the Active checkbox as per the requirements.
Optional. Fill in the rest of the fields.
Click Save. This creates your new campaign. You will be redirected to the campaign detail view.
The created campaign must be linked to a particular event on Zuddl in order to track the campaign members for a particular Zuddl event. The URL of the page contains the campaign ID which can be copied and pasted on Zuddl. You can copy the campaign ID from the URL as shown below:

On the Campaign Member Statuses table, click New to create new status to capture Zuddl-specific data.
On the Campaign Member Status field, enter
1. “Registered”: When a user registers for an event.
2. “Attended”: When a registered user joins the event, the “Registered” state gets updated to “Attended”.
  
  Warning: The Member Status value should be an exact match of the Zuddl keywords “Registered” and “Attended”. Minor spelling errors would obstruct the data sync.
Click Save. The newly added statues appear as shown here.
Inside the Zuddl dashboard, go to the connected event then inside event setup, go to Integrations > Salesforce.
Toggle on Salesforce.
On the Campaign ID field, paste the campaign ID copied from the Salesforce URL. This establishes the connection to your Salesforce account.

Adding members to Campaigns

It is likely that a single attendee is invited to other events from your Zuddl account. For instance, Mary (a prospect) is invited to two events (event A and event B) and respective Salesforce campaigns are linked to each event. Now, out of the two, Mary registered for event A because of which the integration automatically creates a lead and also adds her to the respective campaign.

For event B, in order to avoid duplicate entries for Mary, the integration checks if the Mary’s email address exists in your Salesforce instance. The integration searches in the relevant Salesforce objects in the following order:

Campaigns: If present, does nothing.
Contacts: If present, the email is automatically added to the campaign
Leads: If present, the email is automatically added to the campaign

If a registrant does not exist in Salesforce, just like in the case of Mary for event A, the integration automatically creates a lead and also adds to the respective campaign.

Configure Salesforce objects for activities

The integration also captures certain action attendees take in the event and pass it onto Salesforce. All attendee activities (except Attended and Registered) are synced 1 hour after the event end-time.

Note: Registered attendee data is synced in real-time and Attended about 1 minute after the attendee joins the event.

To create a new field,

On your Salesforce instance, go to Setup > Object Manager and search for Campaign Member.
Go to Fields & Relationships and click the New button.
Under Step 1. Choose the field type section, select Text Area (Long) data type and click the Next button. This creates a new custom field.
Under Step 2. Enter the details section, enter the Field Label and click Next. Enter the below field names with the exact keyword match:
1. “Zuddl Polls Answered”: Lists the poll questions that the attendee has responded to.
2. “Zuddl Questions Asked”: Lists the questions asked by the attendee
3. “Zuddl Question Upvoted”: Lists the questions the attendee has upvoted
4. “Zuddl Session Attended”: Lists the names of the sessions that the attendee has attended.
5. “Zuddl Breakout Room”: This indicates whether an attendee has joined the breakout room or not.
6. “Zuddl Event Duration”: This shows the total time spent in an event.
7. “Zuddl Discussion Room Duration”: This shows the total time spent in a room
8. “Zuddl Booth Duration”: This shows the total time spent in a booth
9. “Zuddl CTA Clicked”: Shows the comma-separated list of button texts the attendee has clicked. The buttons with links are also shown with the link in the report.
  
  Warning: The Field Label value should be an exact match of the Zuddl keywords as listed above. Minor spelling errors would obstruct the data sync.
Under Step 3. Establish field-level security section, select the Visible header checkbox in the table to grant edit access to this field for all profiles in your Salesforce instance. Then click Next.
Note: This selection depends entirely on the user.
On the Step 4. Add to page layouts section, keep the default settings and click Save.

This creates a new field, say “Polls Answered” visible to the campaign members as per the selection in Step: 3. Similary, you can create other field labels as listed above.

Note: Minimum of 1 minute of attendee activity in a Zuddl event is required for passing any duration-specific data to Salesforce.

Note: Field creation is a one-time activity. This means, if you’ve already created it for an older event, you need not create it again for a new event.

Test the integration

In order to test the integration for different scenarios, you can do the following:

Testing a new registration

Login to your Salesforce instance.
Create a campaign on Salesforce and copy the campaign Id.
Go to Zuddl dashboard and create a new event.
Now on Zuddl dashboard, go to People > Attendees and invite an attendee by entering an email (for example john@acme.com) address and other details.
Now, go back to your Salesforce instance and check for a similar entry in the Leads table with the same email address.

This lead gets automatically added to the campaign created for the event.

Test campaign member status

Assuming that a certain email address already exists in Salesforce as either a Lead or a Contact by way of a Zuddl event. To test the status of the campaign member on different Zuddl actions:

Login to your Salesforce instance.
Create a campaign on Salesforce and copy the campaign Id.
Go to the Zuddl dashboard and create a new event.
Link your Zuddl event to the newly created campaign by pasting the campaign Id to the Salesforce integration for that event. (Refer to the exact steps in the above sections)
Now on the Zuddl dashboard, go to People > Attendees and invite an attendee by entering the email address, say “john@acme.com”.
Now when John registers for the event, an entry is made in the campaign member table with the status “Registered”.

When the same user joins the event, the same entry is updated with the status “Attended”.

Test for attendee activity

To test attendee activity, you would need the help of your team members to take action in a mock event:

Go to the Zuddl dashboard and create a new event.
Link your Zuddl event to the newly created campaign by pasting the campaign Id to the Salesforce integration for that event. (Refer to the exact steps in the above sections)
Now on the Zuddl dashboard, go to People > Attendees and invite your team members as attendees by entering their email addresses.
Go to the event backstage and do the following:
1. Create a Poll inside a stage, room
2. Accept join requests by team members
Your team members can do the following, inside a stage, room, and expo
1. Respond to the published poll
2. Ask a question
3. Upvote a question
4. Join a room, stage, or expo
Now, go back to your Salesforce instance, in your created campaign, click on a particular contact to view the activity.

Note: The attendee activity data gets synced 1 hour after the event end time. The activity is displayed as shown below:

Campaign member status view

To enable the campaign member view, on Salesforce:

Go to Setup > Object Manager.
Find or search for ‘Campaign’.
Find ‘Page Layouts’ in the sidebar and click to edit the ‘Campaign Layout’.
Scroll down the list to find “Related Lists.” Drag the “Campaign Member Status” related list onto the page and click the Save button.
Go to Campaign and find Campaign Member Statuses.
Click New Button and add “Registered” and “Attended”.

Warning: The Member Status value should be an exact match of the Zuddl keywords “Registered” and “Attended”. Minor spelling errors would obstruct the data sync.