Campaign And Event Sync

Campaign To Event Sync

Salesforce campaigns synced with events is an extremely powerful way to link together your marketing initiatives and the registered attendees that are generated as a result. When paired up with a powerful Email marketing tool, you can take automation to the next level.

The general principle behind combining Email Marketing tools with Salesforce/Campaigns is that you can build lists, segment data, and send out email campaigns, directly from within Salesforce. Some of this functionality is evident with tools like Pardot, Campaign Monitor, and Mailchimp that all have their own Salesforce connectors.

Initial Setup

There are fields and buttons to add to Campaign and Campaign Member Page Layouts.

  1. On the Campaign Page Layout, add the field 'Event' and the button 'Add Attendees'.
  2. On the Campaign Member Page Layout, add fields: Attendee and AttendeeLink.

Invite Attendees from the Campaign

Relate an Event to your Campaign

To start, we have to relate an event to the Campaign. This field must be defined to create and invite Attendees for an Event from Campaign Members.

To configure this:

  • Set the Event lookup on the Campaign

Note: When the Event lookup is populated on the Campaign, the same Campaign lookup on Event is populated.

Configuring the Attendee Registration Status

_To add the fields on the layout, edit the Campaign Page Layout and drop the below mentioned three fields.__To add the fields on the layout, edit the Campaign Page Layout and drop the below mentioned three fields._

To add the fields on the layout, edit the Campaign Page Layout and drop the below mentioned three fields.

We have added three new fields to the Campaign object that allow you to configure the Attendee Registration Status.

  1. Attendee "To Invite" Status
    • Attendee "To Invite" Status: Define the Campaign Member status for when an Attendee is created with a Registration Status of "To Invite".
      For eg. If Attendee "To Invite" Status = To be Invited, when a new Attendee is created where the Campaign Member status = "To be Invited", the Registration Status = "To Invite".
  2. Attendee "Registered" Status
    • Attendee "Registered" Status: Define the Campaign Member status for when an Attendee is created with a Registration Status of "Registered".
      For eg. If Attendee "Registered" Status = Responded, when a new Attendee is created where the Campaign Member status = "Responded", the Registration Status = "Registered".
  3. Attendee "Invited" Status
    • Attendee "Invited" Status: Define the Campaign Member status for when an Attendee is created with a Registration Status of "Invited".
      For eg. If Attendee "Invited" Status = Sent, when a new Attendee is created where the Campaign Member status = "Sent", the Registration Status = "Invited".

Auto Add Campaign Members

A new field has been added called Event Auto Sync.

  • To add this field on the page layout, edit the Campaign Page layout, drop the field on the layout.

When Event Auto Sync = Yes, new Campaign Members are automatically added as Attendees to the related Event.

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Mass Add Campaign Members

If you mass add more than 5 campaign members when auto-sync is turned on, a scheduled job is created to add the members as attendees in 30 minutes.

If you need members created as attendees quicker than 30 minutes, turn off the sync, mass add your members, then click the "Add Attendees" button.

Uploading Campaign Members
When a bulk number of campaign members are uploaded, this process will take some time as it is then set as a scheduled job. The scheduled job runs an hour later to convert the newly inserted members as attendees.

  • This will run a batch to insert 30 attendees at a time. After this process, the campaign member is updated with the Attendee ID and AttendeeLink fields.

Existing Campaign Members
This process would fire automatically only when a new member is inserted. For existing members, you would still need to click the 'Add Attendee' button to create them as Attendees under the given Event.

Send Invite to All Attendees

On the Event add the button "Send Invite". Clicking this button will update the Attendee Registration Status = Invited

If your Salesforce Workflow rule of "Send Blackthorn | Event invite email" is set to Active, this will trigger the sending of the invite to your Attendee.

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VERIFY INVITE EMAIL BEFORE CLICKING "SEND INVITE"

If you are using the workflow we provided, your campaign members will immediately receive the invite email when you click the "Invite Attendees" button.

Event To Campaign Sync

When a Campaign is defined on the Event and an attendee registers for the Event, if the Attendee's related Contact or Lead is not part of the Campaign, then the Attendee's Contact or Lead is added as Campaign Member under the defined Campaign.

When a Campaign is defined on Event, if the Campaign's Event lookup is null then the Campaign Event lookup is updated with this Event

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Please make sure to have an associated Campaign set up before an Attendee registers or else attendee will not sync to Campaign. If adding Campaign to an Event after Attendees have already registered, you can use an Attendees with Contact Report to mass add these Attendees to new Campaign using the Add to Campaign button which will sync Contacts over to the Campaign.

Update Campaign Member Status

You can define the Status that needs to be set when the Attendee registers/declines/attends the Event.

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If using custom Campaign Member Statuses, make sure to add these values to "Campaign Member Statuses" on related Campaign to ensure Statuses correctly sync from Attendee. Please find steps here for adding values.

Create/Update the Event Setting record

1. Campaign Member Registered Status
Whenever an Attendee registers for the Event, the Status on the associated Campaign Member is updated to the defined value, and if NULL Status is set to Responded

2. Campaign Member Declined Status
Whenever an Attendee declines for the Event, the Status on the associated Campaign Member is updated to the defined value, and if NULL Status is set to Responded

3. Campaign Member Attended Status (v2.17 onwards)
Whenever an Attendee attends for the Event, the Status on the associated Campaign Member is updated to the defined value, and if NULL Status is set to Responded


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