Mappings

This article covers most of our mappings features. It is worth noting you can also create custom questions and answers in Eventbrite. You can map the answers to fields on a Salesforce contact or lead. To learn more please click here.

In this article we will cover creating and mappings for:

1. Eventbrite attendees to Salesforce leads and contact.
2. Eventbrite events to Salesforce campaigns.
3. Evenbrite orders to Salesforce opportunities.

This is all turned off by default so we do not impact existing your Salesforce data.

Mappings for leads/contacts and campaigns

  • On the Salesforce App Launcher Select Eventbrite admin, then select the Evenbrite settings tab
  • On the left side of the page select Mappings
  • At the top of the screen you will notice the page is split between Leads/contacts and Campaigns
  • The page shows three main headings and steps you can amend but are all optional: Matching rules, creation rule, mappings.
  • To unlock the page to make changes to each section, on the top right of the page click Edit.

Matching rules for leads and contacts

  • The first step is to decide how you want to match Eventbrite attendees to Salesforce records.
  • The default match is made by using the standard Salesforce email address field found on the Contact or Lead objects. For many customers this is enough but you can choose to build your own Salesforce Duplication and Matching Rules and use those instead. N.B. Matching rules require a corresponding Duplicate rule.
  • Once you have clicked Edit on the top right hand side of the screen, under matching rules you can click on the arrows to select the two options to match leads and contacts by.
  • Remember to Save any changes before leaving the page
  • If you are not familiar with Salesforce matching rules Click here. You need to have configured both Salesforce Duplication Rules and Salesforce Matching Rules. You can test these rules by simply manually enter Leads or Contacts in Salesforce and checking if you rules warn you of matches. It is worth noting that when setting up a rule you can choose to Report or Block. We recommend using report as this will allow the flow to still run.

One you have setup a matching rule you can test to make sure it works by clicking on the check matching rules button as illustrated below. The check will ask you to enter an email address of an Eventbrite attendee. Once entered the email address will be checked against the matching rule.

Matching Rules are a standard Salesforce feature which are outside the support we provide. Ensure your matching rules work first before trying to use with Eventbrite for Salesforce .

Creation rule

As mentioned above by default we do not create records on standard Salesforce objects without your input. Auto create lead, contacts, accounts and campaigns using the steps below.

  1. The first step is to choose what to do if no match can be made.  

  2. If you choose to create Lead records then simply select Create a lead the icon next to the dropdown box is optional it allows you to select a Salesforce Lead record type.

  3. If you choose to create a Contact the process is slightly more complex. Generally Salesforce requires a contact to be linked to  an Account.

  4. In addition to creating a Contact we can also match to an existing Salesforce Account, using the Eventbrite company field or Salesforce matching rules.

  5. If no match can be found the integration can create the account. If you decide to create an account you can specify how the name is built up the default is [Company]. The value is encased in [ ] to allow you to specify a variable in this case the Eventbrite company. You can also put plain text in i.e. Eventbrite account or combine the two to give you [Company] Eventbrite account

  6. In addition to creating a Contact we can also match to an existing Salesforce Account, using the Eventbrite company field or Salesforce matching rules.

Mapping Rules for Leads and Contacts

Mappings are split between Leads and Contacts but the process for each is identical. You can either manually select which fields correspond or click the Auto map button which will align fields based on name.

  1. If you need to reset the mappings simply click Clear mappings.

  2. Validate is a useful feature that will allow you to test to see if a record can be updated or created. Once validated a message will appear showing you any mapping errors.

  3. Default values are useful if you want to update a Salesforce field but do not have a value in Eventbrite. For example if an event was for one company and you were not capturing that information you could set a default value.

  4. First you need to choose what to do if No match can be made.  

  5. If you choose to create lead records then simply select Create a lead the icon next to the dropdown box is optional it allows you to select a Salesforce lead record type.

  6. If you choose to Create a contact the process is slightly more complex. Generally Salesforce requires a contact to be linked to a an account.

  7. In addition to creating a Contact we can also match to an existing Salesforce Account, using the Eventbrite Company field or Salesforce matching rules.

  8. If no match can be found, the integration can create the Account. If you decide to create an Account you can specify how the name is built up the default is [Company]. The value is encased in [ ] to allow you to specify a variable in this case the Eventbrite company. You can also put plain text in i.e. Eventbrite account or combine the two to give you [Company] Eventbrite account

  9. In addition to creating a Contact we can also match to an existing Salesforce Account, using the Eventbrite company field or Salesforce matching rules.

Campaigns Mappings and Campaign Statuses

In Campaign settings you can choose to activate Auto create Salesforce campaigns from your Eventbrite events and link the two together. Salesforce campaigns will be created when the main sync runs. Mappings are split between Campaign mappings and Campaign statuses.

When an Eventbrite event is linked to a Salesforce campaign it will use these mappings to update the Salesforce campaign fields. This happens each time the sync runs.

  1. If you need to reset the mappings simply click Clear mappings.

  2. You can either manually select which fields correspond or click the Auto map button which will align fields based on name.

  3. Validate is a useful feature that will allow you to test to see if a record can be updated or created. Once validated a message will appear showing you any mapping errors.

  4. Default values are useful if you want to update a Salesforce field but do not have a value in Eventbrite. For example if an event was for one company and you were not capturing that information you could set a default value.

When setting the Campaign Name you are limited to 120 characters.

Campaign statuses

The Eventbrite sync can Auto create missing member statuses and map them based on Eventbrite attendee statuses (these are Salesforce Member Statuses that are unique to each Salesforce campaign). In some cases you may only want the status to be updated once. This avoids manual status updates being overridden by the primary Eventbrite sync.

If the Salesforce Campaign Member status values do not exist for the Salesforce Campaign, then the Member status will not be updated. We recommend enabling the Auto create missing member statuses setting.

Opportunity Mappings

The Eventbrite sync can auto create and keep up to date, Salesforce opportunities based on Eventbrite orders. The opportunity mappings can be found under Eventbrite Settings --> Mappings --> Opportunities.

The following Opportunity features are supported:

  1. Automatically create an opportunity based on a Eventbrite order.

  2. Dynamically build the Opportunity name based on special and mapped fields.

  3. Only create opportunities where the value of the Eventbrite order is over a selected amount (and also based on date of the Event).

  4. Map Eventbrite order fields to Salesforce opportunity fields.

  5. Provide a default lead Source for new opportunities created from Eventbrite orders.

  6. Provide a default opportunity record type for new opportunities created from Eventbrite orders (this option will only appear where the opportunity object has been configured to use Record Types).

  7. Run Salesforce reports and dashboards on Eventbrite created opportunities. i.e. view the number of opportunities based on the probability of placing a ticket. Or the total ticket sales based on a close date.

  8. Map Eventbrite order status to Salesforce stages. This includes automatically setting the stage name, probability and close date.

Opportunity Automated Naming

The Salesforce opportunity name can be dynamically generated based on special fields and mapped Eventbrite order fields. Configure the name using the Opportunity name pattern field under Opportunity Settings. Fields need to be surrounded by square brackets (i.e. [AccountName]).

Automated naming only applies to new opportunity records created via Eventbrite.

You can use Eventbrite order fields in the name pattern (only existing managed fields are supported). i.e. [eb4sf__Last_Name__c] (these field names can be found in Salesforce under Setup, Object Manager --> eb4sf__Eventbrite_Order__c).

There are several commonly used special fields

  1. [AccountName] - Either the parent Salesforce account name related to the Salesforce contact that is connected to the order or the company name of a lead (where leads are created or already exists in Salesforce).

  2. [EventName] - This is the Eventbrite event name.

  3. [FullName] - The full name of the person who is on the Eventbrite order (i.e. John Smith).

  4. [OrderId] - The Eventbrite order ID (i.e. 1376152314).

  5. [EventStart] - The Eventbrite Event start date/time (i.e. 2020-03-13 19:00).

  6. [EventEnd] - The Eventbrite Event end date/time (i.e. 2020-03-13 19:00).

When setting the Opportunity Name you are limited to 120 characters.

Opportunity stages

The Salesforce opportunities can be configured to use stages (i.e. Prospecting, closed, won etc), along with the probability of the opportunity closing (i.e. 50%) and the close date of the opportunity.

The Salesforce opportunities stages, probability and close date will be set when the opportunity is first created and subsequently updated when the Primary sync runs.

  1. Opportunity stage - you can map the Eventbrite statuses (i.e. Started, Pending etc) to your Salesforce opportunity stages.

  2. Opportunity probability - set the Salesforce opportunity probability for the stage (i.e. 10%).

  3. Close date - set the Salesforce opportunity close date for the stage. This will add X days to the Eventbrite order created date.

Opportunity Contact Roles

When we create an opportunity record based on an Eventbrite order we will also attempt to create a contact role based on the person that placed the order.

Testing Mappings

You can perform tests agains the Eventbrite order or attendee records stored in Salesforce. This process is useful as you test a particular record to see if there is an issue. For more information please see this article.

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