Groundwire Eventbrite Sync Users Guide v1-5 (1)

Groundwire’s

Eventbrite Sync User’s Guide version 1.5

May 15, 2012

1402 3rd Avenue, Suite 1000

Seattle, Washington 98122

phone: 206-286-1235

fax: 206-260-2797

[email protected]

www.groundwire.org

www.groundwire.org 2

CONTENTS 1. What is Groundwire’s Eventbrite Sync? ......................................................................... 4

1.1 Overview ..................................................................................................................... 4

1.2 How You Might Use It ............................................................................................... 4

2. User Tasks ........................................................................................................................ 5

2.1 Where is the application? ........................................................................................... 5

2.2 Creating Your Event In Eventbrite ............................................................................ 5

2.3 Importing Attendees Into Salesforce ........................................................................ 6

2.4 What Happens After Import .................................................................................... 11

2.5 Importing the Next Time ......................................................................................... 13

2.6 Known Issues ........................................................................................................... 14


Eventbrite Sync User's Guide and Eventbrite Sync Installation Guide by Groundwire are licensed under a Creative Commons Attribution-ShareAlike 3.0 Unported License.

Permissions beyond the scope of this license may be available at [email protected].


1. WHAT IS GROUNDWIRE’S EVENTBRITE SYNC? Eventbrite Sync is a Salesforce package that can be installed into any Enterprise, Unlimited or Developer Salesforce instance and is used to import information from Eventbrite into Salesforce.

If you do not already have an Eventbrite account this app will not do you much good until you get one.

1.1 Overview If you use Eventbrite to manage RSVPs and ticketing for your events and you use Salesforce, Eventbrite Sync can help. This simple to use app will import your attendee information into Salesforce and take care of the details of keeping your data clean.

The app is packed with features that are covered in detail in this User’s Guide. The most important of those features are:

• Connect to an Eventbrite account from within Salesforce and read information about events, registrants and attendees

• Selectively import event registrant and attendee information into Salesforce and optionally match on email address

• Import into Leads or Contacts • Records tickets checked in • Optionally associate imported leads or contacts to a campaign • Optionally create Opportunity records when payment transactions present • Remembers your option selections for next import

1.2 How You Might Use It Eventbrite Sync is designed to handle several common activities related to event attendee importing:

• Add your event attendees to Salesforce post-event to track the relationship touch-point

• Import all registrants-to-date for an event to use an email marketing service for sending mass email

• Record your ticket purchases as Opportunities so you have a complete picture of a person’s financial involvement


2. USER TASKS

2.1 Where is the application? Once you have installed Eventbrite Sync (see Installation Guide for instructions), you’ll have a new application available to you called “Eventbrite” that you can select from the drop-down menu at the top right of all Salesforce pages. When you select this application, you will see the following tabs:

• Home • Leads • Contacts • Accounts • Opportunities • Campaigns • Reports • Eventbrite Import • + (for access to additional tabs)

Leads, Contacts and Accounts have no custom fields or functionality. They are included as tabs for reference only. What follows is a description of each of the tabs that have custom functionality or custom fields.

2.2 Creating Your Event In Eventbrite Before you can import you must create an event in Eventbrite. You can, of course, import any of your past events at any time.

One setting to be aware of when creating an event is collection of custom information from the ticket buyer. This setting is located under Event Summary -> Registration -> Customize Order Form.


Eventbrite’s Customize Order Form screen

Your selection on this screen will potentially impact whether you can create Opportunities in Salesforce on import.

1. If you need Opportunity records created for your event you should choose (1) either “Collect only basic information or “Collect information below for the ticket buyer only” option.

2. If you want to import information on every ticket holder then choose (2) “Collect information below for each attendee.” Opportunity creation will not be an option on import when you choose this option. You will still be able to import to Leads or Contacts. If no attendee takes advantage of the option you will get the option to create Opportunities on import.

This limitation on opportunities is a result of Eventbrite’s API; when providing data for multiple attendees, it does not provide distinct information for the order placer, which makes it impossible to create an accurate Opportunity record. We expect in the future Eventbrite will make changes that allow this app to accurately create opportunities for events.

2.3 Importing Attendees Into Salesforce With at least one event in Eventbrite with attendees, you are ready to begin the import process into Salesforce. The importing process takes place on the “Eventbrite Import” tab. The process of importing takes five steps:

1. Log in to Eventbrite 2. Select event to import 3. Select Campaign to add campaign members to 4. Set import options for creating Leads or Contacts and optionally, Opportunities 5. Import data into Salesforce


These steps are represented in a tabbed interface so it is clear what step you are on. Each step is explained below.

1. LOG IN TO EVENTBRITE

In order for the app to talk to Eventbrite you must provide a valid Eventbrite account login. You may either provide your Eventbrite account email and password or a user key. The user key is a unique string assigned by Eventbrite to identify you to their API. Get your user key from Eventbrite.

2. SELECT EVENT FROM EVENTBRITE

There are two steps to selecting an event. The first is to choose the event from the list of events retrieved from your Eventbrite account. Once you select an event you will see a


list of event attendees or registrants loaded into the right panel. You may choose to unselect people who do not with to import.

3. SELECT CAMPAIGN FROM SALESFORCE

Start the Select Campaign step by selecting whether you want to add the imported people to a Campaign or not. If you choose to add to a Campaign you either select an existing campaign from the list of active campaigns loaded from your Salesforce instance or select “New Campaign” to create a new one.

Be sure to also set the Campaign Member Status selection at the bottom of the page to the appropriate value before clicking “Continue”.


4. SPECIFY OPTIONS AND IMPORT

The Import step contains options for setting options related to how imported information is handled. The default selections for the options should work for most people in most cases.

First, choose whether you want to create Leads or Contacts with your imported people. If you choose Contacts then you also must choose whether you want to create Opportunities along with the Contacts. Next set review and set the configuration options.

Option Object Impacted

Comment

Prevent Duplicates

Lead, Contact Option to look for existing records with matching email address. If found, will update existing record rather than create a new record. Default on. For Lead imports always looks for matching Contacts first then matching Leads.

Lead/Contact Lead, Contact Text appended to the description field for


Description reference.

Lead Source Lead, Contact Lead Source value you wish to mark imported records with.

Company Names Contact Option to create a new Account record if company name is filled in and no existing Account name matches. Default off.

Update Contact Info

Lead, Contact Determines how the import handles updating contact information (mailing address & phone number) for existing records. Either import only when Salesforce fields are blank, or overwrites the fields with Eventbrite values. Default is to update only when blank.

Record Type Opportunity Specifies which of your Opportunity record types to create new Opportunity records with.

Stage Opportunity Stage value you wish new Opportunities to be set with.

Contact Role Opportunity Contact role you wish to give the Contact who is associated with the new Opportunity.

Free Orders Opportunity Option to create Opportunity records for all orders even when they have a cost of $0 or free. Unchecking will result in only creating Opportunities for order with a paid dollar amount. Default on.

Once you are satisfied you have set the options correctly, click “Import” to begin the import process. For list of people larger than 100 you will see a loading screen letting you know the import progress.


5. IMPORT RESULTS

Once the import process is completed the above results screen shows you what happened for each person. The Summary column contains information about whether the person was imported successfully and if you mouse-over the label you will get detailed information about what action was taken. Clicking on a person’s name will take you to the updated or created Lead or Contact record. Similarly, if an Opportunity was created you can click the name to go the record.

2.4 What Happens After Import

CAMPAIGNS

Campaigns have a few custom fields added to provide basic information on the attendees rolled up from Campaign Members. The following custom fields are added to Campaigns. Adding of fields to page layouts is covered in the Installation Guide.

Field Name Description

Eventbrite Attendees Checked-In Sum total of checked-in attendees among Eventbrite campaign members.

Eventbrite Attendees Registered Total number of registered (ticketed) attendees among Eventbrite campaign members.

Eventbrite Event ID ID used by Eventbrite to uniquely identify


an event.

Eventbrite Link Link to event page on Eventbrite.

CAMPAIGN MEMBERS

People imported to Campaigns have Campaign Member records created to link them to that Campaign. The Campaign Member record contains information about the attendee such as:

• Whether they were checked-in at the event • Number and type of tickets • Answers to check-in survey questions, if any

The following custom fields are added to Campaign Members. Adding of fields to page layouts is covered in the Installation Guide.


Eventbrite Answers Text of attendee custom questions and answers, if any.

Eventbrite Attendees Checked In Number of attendees who were checked in for the event via Eventbrite mobile app or website.

Eventbrite Barcodes One or more Eventbrite barcodes for this campaign member, separated by semicolons.

Eventbrite Barcodes Checked In Barcodes for this campaign member that were checked-in, separated by semicolons.

Eventbrite Date and Time Date and time of the Eventbrite event for this ticket.

Eventbrite Ticket Quantity Number of tickets registered to this attendee.

Eventbrite Ticket Type Type of Eventbrite ticket(s) ordered by this attendee.


OPPORTUNITIES

Opportunity records are used by many businesses and nonprofits using Salesforce for tracking revenue-generating events. An opportunity record created by this app will have information about:

• Purchaser account and contact • Amount of order ($0 if free ticket) • Number of tickets and their type

The following custom fields are added to Opportunities. Adding of fields to page layouts is covered in the Installation Guide.


Eventbrite Attendee IDs One or more Eventbrite attendee ids for this campaign member, separated by semicolons.

Eventbrite Date and Time Date and time of the Eventbrite event for this order.

Eventbrite Discount Discount code and amount used in the order.

Eventbrite Event ID ID used by Eventbrite to uniquely identify an event.

Eventbrite Order ID ID used by Eventbrite to uniquely identify a ticket order.

Eventbrite Order Link Link to the respective ticket order at Eventbrite.

Eventbrite Ticket ID ID used by Eventbrite to uniquely identify a ticket.

Eventbrite Ticket Quantity Number of tickets registered to this order.

Eventbrite Ticket Type Type of Eventbrite ticket(s) ordered.

2.5 Importing the Next Time The first time you use Eventbrite Sync the options you choose, like whether to create Leads or Contacts, are saved in Salesforce as custom settings. These are specific to your


user account in Salesforce. Every user in your Salesforce instance will have a different set of settings saved after their first use. Every time you use the app your option selections are saved.

2.6 Known Issues

NONPROFIT STATER PACK ISSUES

If you are using the Nonprofit Starter Pack and 1-to-1 model then creating Opportunities may not work as expected. The app does not pass an account ID that is required to associate an Opportunity to an Account.

Documents

Groundwire Eventbrite Sync Users Guide v1-5 (1)