Campaign and 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.
   

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.

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

1. Set the Campaign's Event Auto Sync field to "Yes" to automatically add new Campaign Members as Attendees to a related Event.
2. If the Event Auto Sync field isn’t on the Campaign page layout, complete the following steps.
   1. Go to the Object Manager.
   2. In the Quick Find box, enter and click “Campaign.”
   3. Click Page Layouts.
   4. Click Campaign Layout.
   5. Locate the Event Auto Sync field and drag and drop it on the layout.
   6. Click Save.

The auto-sync feature can also perform the following tasks.

• Create Campaign Members with the same Status as the Status designated on the Event Settings.
• Set a Campaign Member’s Status to correspond with the Attendee’s Registration Status = “To Invite”.

Before using the auto-sync feature, add the following fields to the Event Settings' page layout.

• Campaign Member Invited Status (Campaign_Member_Invited_Status__c)
  • When a Campaign Member is invited to the Event, their Status will be updated with the value in the Campaign Member Invited Status field. If the Campaign Member Invited Status field is left blank, the Campaign Member Status will be set to “Sent.”
• Campaign Member To Invite Status (Campaign_Member_To_Invite_Status__c)
  • When a Campaign Member is waiting for an invitation to the Event, their Status will be updated with the value in the Campaign Member To Invite Status field. If the Campaign Member To Invite Status field is left blank, the Campaign Member Status is set to “Sent.”

Upload Campaign Members

Uploading a bulk amount of Campaign Members will take some time as it becomes a scheduled job. The scheduled job runs an hour later to convert the newly inserted members as Attendees.

Each batch job will insert 30 Attendees at a time. After it processes, the Campaign Member record is updated with the Attendee ID and AttendeeLink. This process runs automatically only when a new Campaign Member is inserted.

Existing Campaign Members

Click the Add Attendees button to add existing Campaign Members as Attendees for a specific Event.

When Attendees are added to an Event from a Campaign, the BT Event Attendee Duplicate Rule will be respected, and duplicate records will not be created. If One Unique Attendee Email Per Event = "True" (checked), then all but the individual duplicate Attendee record will be processed. However, if a user clicks the Add Attendees button on a Campaign record, Attendees will be synced to the related Event even if the Event Settings’ One Unique Attendee Email Per Event = “True” (checked). This will happen even if a duplicate Attendee is identified in the Attendees list.

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.

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.

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".