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Export Attendee Engagement Data from Zuddl to Salesforce for an Event in Zuddl

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Salesforce is a CRM that equips sales, marketing, service, and admin teams with the customer information required to administer interactions 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:


Captured Activities - Webinar/Events

Activity NameEventsWebinar
New user registration

✔️

✔️

Attended

✔️

✔️

Polls answered

✔️

✔️

Questions asked

✔️

✔️

Questions upvoted

✔️

✔️

CTAs clicked

✔️

✔️

Attended Session Live

✔️

✔️

Attended Discussion Room

✔️

Attended Booth

✔️

Engagement Time

✔️

✔️

Discussion Room Engagement Time

✔️

Session Engagement Time

✔️

✔️

Booth Engagement Time

✔️

User Profile Updated

✔️

✔️

Integration

The Salesforce integration can be split into two main steps

  • Global-level integration
  • Event-level integration

If your organization requires you to create a special user with required permissions for integration purposes, 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.

Event-level integration — Turn on Salesforce for an event /webinar

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

  • Registered”: When an attendee registers a Zuddl event/webinar
  • Attended”: When a registered attendee enters a Zuddl event/webinar

Each new campaign must add these statuses to connect with a Zuddl event/webinar. A campaign ID links a Zuddl event/webinar with a Salesforce campaign, helping us track the campaign member for a specific event/webinar.

Create a Campaign

To create a campaign,

  1. Go to your Salesforce dashboard and click Campaign on the main menu
  2. Click New.
  3. Under the New Campaign form, enter the following details:
    1. Campaign Name: Enter your event/webinar name.
    2. Select the Active checkbox as per the requirements.
  4. Optional. Fill in the rest of the fields.
  5. 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/webinar on Zuddl to track the campaign members for a specific Zuddl event/webinar. The page URL contains the campaign ID, which can be copied and pasted into Zuddl.
  6. Copy the campaign ID from the URL as shown below:

    Campaign ID.png


  7. Click New to create a new status to capture Zuddl-specific data on the Campaign Member Statuses table.

    Campaign Member Statuses.png

  8. On the Campaign Member Status field, enter
    1. Registered”: When a user registers for an event/webinar.
    2. Attended”: When a registered user joins the event/webinar, the “Registered” state gets updated to “Attended.”

      Status.png

      Warning:

      The Member Status value should exactly match the Zuddl keywords “Registered” and “Attended.” Minor spelling errors would obstruct the data sync.


  9. Click Save. The newly added statuses appear here.

    Statuses.png

    If you don't want to create Campaign member fields and status fields manually, you can use the Salesforce package installer which creates these fields automatically. 

  10. Inside the Zuddl dashboard, inside the event/webinar setup, go to Integrations.
  11. On the Salesforce card, click Customize on the Export section to configure the event-level settings. The Export section shows a Disabled status before turning on the integration.

    Export Integration Disabled.png

  12. Toggle on the Salesforce export integration. This enables the integration settings.

    One-time Sync.png

  13. Under the Campaign ID tab, paste the campaign ID copied from the Salesforce URL in Step 6. This establishes the connection to your Salesforce account.
  14. Click Save & next.

Map lead custom fields

Any new registrant in Zuddl is added as a Lead in Salesforce. Under the Lead custom fields tab, map any custom fields added to your registration form to suitable Lead fields in Salesforce.

  1. Select a custom field in the Zuddl registration fields dropdown.
  2. Choose a suitable Lead field from the Lead fields dropdown.

    Lead Custom Field Mapping.png

    You can map multiple Zuddl registration fields to a single Salesforce Lead field. This is useful if your event has multiple registration flows.
  3. Choose a Field update policy
    1. Do not update: This option does not pass the Zuddl field value to the mapped Salesforce field. Note: Only updates made to the field won’t be passed. Leads will still be created.
    2. Always update: This option always passes the Zuddl field value to the mapped Salesforce field.
    3. Do not update if source is empty: If the Zuddl field value is empty, this option does not pass the value of the Zuddl field to the mapped Salesforce field.
    4. Only update if target is empty: If the Salesforce lead field value is empty, this option passes the Zuddl field value only in this case.

      Field Update Policy.png

    5. To map more fields, click the + Add field button and follow the same steps as discussed above.
    6. Click Save & next.

Map lead capture fields at the lead-level

For In-person and hybrid events, you can map your Salesforce lead fields to fields you have created for the lead capture app. The Zuddl lead capture app is used for in-person and hybrid events for capture leads details. Learn more about the lead capture app.

When you first set up your event-level integration, you can't switch to the Lead capture fields tab without saving the Registration fields mapping.
  1. Under the Lead capture fields tab, map the fields that you have configured for your lead capture app. Learn how to add fields to the lead capture app.
    1. Under the Lead capture fields dropdown, select the required Zuddl field to map.
    2. Similarly, choose a suitable Salesforce Lead fields.
    3. Select a Field update policy.

    4. Click Save & nextThis saves the mapping. Similarly, add more fields as required using +Add field button.
You can also click the Go to lead capture fields link to go to the Lead capture fields settings under Lead capture app menu.  Learn how to add fields to the lead capture app.

You can also click on the booth name to directly go to the booth settings under Venue Setup

Map contact custom fields

For Contacts already in Salesforce, it is crucial to map the custom fields of your Zuddl event/webinar’s registration form to the Salesforce Contact fields to ensure updated field values are passed to your event/webinar. Under the Contact custom fields tab, map any custom fields added to your registration form to suitable Contact fields in Salesforce.  

Prerequisite
A Zuddl registration form with all the required fields must be created to map the fields.
  1. Select a custom field in the Zuddl registration fields dropdown.
  2. Choose a suitable Contact field from the Contact fields dropdown.

    Contact Custom Fields.png

    You can map multiple Zuddl registration fields to a single Salesforce contact field. This is useful if your event has multiple registration flows.
  3. You can control the sync action for each field by choosing a Field update policy.  
    1. Do not update: This option does not pass the Zuddl field value to the mapped Salesforce field.
    2. Always update: This option always passes the Zuddl field value to the mapped Salesforce field.
    3. Do not update if source is empty: This option does not pass the value of the Zuddl field to the mapped Salesforce field if the Zuddl field value is empty.
    4. Only update if target is empty: This option passes the Zuddl field value if the Salesforce Contact field value is empty.
      Field Update Policy.png
  4. To map more fields, click the + Add field button and follow the same steps as discussed above.
  5. Click Save & next.

Map lead capture fields at the contact-level

For In-person and hybrid events, you can map your Salesforce contact fields to the lead capture app fields. The Zuddl lead capture app is used for in-person and hybrid events for capture leads details. Learn more about the lead capture app.

When you first set up your event-level integration, you can't switch to the Lead capture fields tab without saving the Registration fields mapping.
  1. Under the Lead capture fields tab, map the fields that you have configured for your lead capture app. Learn how to add fields to the lead capture app.
    1. Under the Lead capture fields dropdown, select the required Zuddl field to map.
    2. Similarly, choose a suitable Salesforce Contact fields.
    3. Select a Field update policy.

    4. Click Save & nextThis saves the mapping. Similarly, add more fields as required using +Add field button.
You can also click the Go to lead capture fields link to go to the Lead capture fields settings under Lead capture app menu.  Learn how to add fields to the lead capture app.

You can also click on the booth name to directly go to the booth settings under Venue Setup

Map campaign member custom fields

You can also pass data at the campaign level for new or existing campaign members. Under the Campaign member custom fields tab, map any custom fields added to your registration form to suitable Campaign member custom fields in Salesforce

Prerequisite:

A Zuddl registration form with all the required fields must be created to map the fields.

  1. Select a custom field in the Zuddl registration fields dropdown.
  2. Choose a suitable Campaign member field from the Campaign member fields dropdown

The integration allows passing the following fields for all registration at the program member level apart from registration fields

    1. Ticket type: The name of the ticket tier created in Zuddl for ticketed events.
    2. UTM Parameters: Urchin Tracking Module data(UTM Source, UTM Medium, UTM Campaign, UTM Term, UTM Content, and UTM Id)
    3. Ip data (Ip City and Ip Country): Ip details
    4. Attendee Type: This field is useful for onsite events to distinguish between Virtual and In-person attendance.
    5. Amount Paid:
    6. Add on Details:
  1. Once all the fields are mapped, click Save.
  2. Optional. Suppose your event/webinar registration has started, and you wish to sync the registrations created in Zuddl before the integration was set up. In that case, you can click the Sync button next to the integration toggle.

    Notes:

    This is a one-time option to sync already existing data for your event/webinar. Once used, this option does not show up again.

    Sync Now Button.png


Map lead capture fields at the campaign member-level

For In-person and hybrid events, you can map your Salesforce campaign member fields to the lead capture app fields. The Zuddl lead capture app is used for in-person and hybrid events for capture leads details. Learn more about the lead capture app.

When you first set up your event-level integration, you can't switch to the Lead capture fields tab without saving the Registration fields mapping.
  1. Under the Lead capture fields tab, map the fields that you have configured for your lead capture app. Learn how to add fields to the lead capture app.
    1. Under the Lead capture fields dropdown, select the required Zuddl field to map.
    2. Similarly, choose a suitable Salesforce Campaign fields.
    3. Select a Field update policy.

    4. Click SaveThis saves the mapping. Similarly, add more fields as required using +Add field button.
You can also click the Go to lead capture fields link to go to the Lead capture fields settings under Lead capture app menu.  Learn how to add fields to the lead capture app.

You can also click on the booth name to directly go to the booth settings under Venue Setup

Notes:

  1. Ensure that Zuddl and Salesforce object fields have compatible data types. If fields with incorrect data types are mapped, data could be lost.
  2. Once the integration is turned on, its status changes to Active in the Export section, as shown below.



Active Integration.png


The integration also manages duplicate emails (contacts/ leads) in Salesforce, prioritizing leads/contacts with the latest ‘last activity.'

Adding members to campaigns

A single attendee may be invited to other events/webinars 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 adds her to the respective campaign.


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

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

Suppose a registrant does not exist in Salesforce, just like in Mary's case for event A. In this case, the integration automatically creates a lead and adds it to the respective campaign.

Campaign Members.png

Configure Salesforce objects for activities

The integration also captures attendees' actions during the event/webinar and passes them onto Salesforce. All attendee activities (except Attended and Registered) are synced one hour after the event/webinar's end time.

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

To create a new field,

  1. go to Setup > Object Manager on your Salesforce instance and search for Campaign Member.
  2. Go to Fields & Relationships and click the New button.

    Fields & Relationship.png

  3. Under Step 1. Choose the field type section, select the Text Area (Long) data type, and click the Next button. This creates a new custom field.
  4. Under Step 2. In 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”:  Indicates whether an attendee has joined the breakout room. This is only for events.
    6. Zuddl Event Duration”: Shows the total time spent in an event, both for events and webinars.
    7. Zuddl Discussion Room Duration”: Shows the total time spent in a room. This is only for events.
    8. Zuddl Booth Duration”: Shows the total time spent in a booth. This is only for events.
    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.
    10. Webinar Session Engagement Time”: Shows the total time spent in a webinar session. This is only for webinars.

      Warning

      The Field Label value should match the Zuddl keywords listed above. Minor spelling errors would obstruct the data sync.

  5. 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.

    This selection depends entirely on the user.

  6. 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. Similarly, you can create other field labels as listed above.

Campaign Member.png

Passing any duration-specific data to Salesforce requires a minimum of 1 minute of attendee activity in a Zuddl event/webinar.

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

Campaign member status view

To enable the campaign member view on Salesforce:

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

    Campaign Member Statuses.png

Warning

The Member Status value should exactly match the Zuddl keywords “Registered” and “Attended.” Minor spelling errors would obstruct the data sync.












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