Campaign and Event Sync
  • 25 Jul 2022
  • 5 Minutes to read
  • Dark
    Light

Campaign and Event Sync

  • Dark
    Light

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

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.

  1. Set the Event lookup field on the Campaign.
    releate event to campaign

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

Configuring the Attendee Registration Status

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

Attendee "To Invite" Status

Define the Campaign Member Status for when an Attendee is created with a Registration Status = "To Invite".

For example, 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".

Attendee "Registered" Status

Define the Campaign Member Status for when an Attendee is created with a Registration Status = "Registered".

For example, if Attendee "Registered" Status = Responded, when a new Attendee is created where the Campaign Member status = "Responded", the Registration Status = "Registered".

Attendee "Invited" Status

Attendee "Invited" Status: Define the Campaign Member Status for when an Attendee is created with a Registration Status = "Invited".

For example, 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 Attendee to the related Event.

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 {{variable.Field+CampaignMemb_AttendeeID}} 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 Attendees 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 "Send Blackthorn | Event invite email" is set to "Active", this will trigger the sending of the invite to your Attendee.

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 the Campaign field 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 a 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.

Please make sure to have an associated Campaign set up before an Attendee registers or else the Attendee will not sync to the Campaign. If adding a Campaign to an Event after Attendees have already registered, you can use an Attendee with a 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.

Add Values to the 'Member Status' Campaign Field

If using custom Campaign Member Statuses, make sure to add these values to "Campaign Member Statuses" on the related Campaign to ensure Statuses correctly sync from the Attendee.

  1. View the campaign you want to customize and click the 'Campaign Member Statuses' related list. Click New to add New Status. Type the name of your new Status and click Save.
  2. To change the default status, click Change Default Status. Then click the dropdown menu to choose the default status and click Save.
  3. To change a status name, click Edit next to the status.
  4. To change if the status counts as responded, click Edit next to the status. Members with statuses that count as ‘Responded' are tallied in the Responses in Campaign field on the Campaign.

Create/Update the Event Settings Record

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, the Status = "Responded".

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, the Status = "Responded".

Campaign Member Attended Status (v2.17 onwards)

Whenever an Attendee attends the Event, the Status on the associated Campaign Member is updated to the defined value, and if NULL, the Status = "Responded".


What's Next