Overview

The Cvent Salesforce App empowers your users to interact with Cvent events and helps you prove the impact of events to your business, all natively within Salesforce.

This article serves as a guide on enabling and configuring the Cvent Salesforce App for your Cvent account.

Who Installs the App?

Your Salesforce System Administrator installs and configures the App directly in Salesforce.

A Cvent Administrator must complete some settings within Cvent to allow the integration to function and to connect events and surveys to Salesforce.

User Permissions

Connecting Cvent and Salesforce requires the Salesforce System Administrator to also have Cvent Administrator credentials. A Cvent Administrator can follow these instructions to create new credentials for them, if desired.

If you can’t create Administrator credentials for your Salesforce Admin, a Cvent Administrator coordinate with the Salesforce System Administrator to authenticate into Cvent as they configure the App.

Setup in Admin

To connect Salesforce and Cvent, a Cvent user creates an account configuration. This configuration allows integration with individual events across the Cvent account.

To configure a connection, login to Cvent and select the App Switcher icon. Click Admin. In the left-hand navigation, select Integrations and Cvent Salesforce App.

If you don’t have a configuration, Click Add and give it a name.

Next, review the configuration details. If unsure about some aspects, consult with your team on business requirements.

How Many Configurations Do You Need?

The number of configurations you’ll add depends on your needs:

• To make the same events/surveys visible to sales users in your Salesforce organizations, create one configuration and associate it with all your events.

• If you want different events/surveys visible to different sets of sales users, you can create configurations and associate the appropriate one with each event. For example, you might do this to only show events in a particular region to sales users in that same region.

Configuring in Admin

The following fields exist in a Cvent Salesforce Admin configuration. Review each one and decide on the right setting for your use case. If you need to make any changes, click Edit.

1. Configuration Name: Internal name of the configuration. Used purely to identify a configuration.
2. Configuration ID: Unique ID associated with this configuration. The ID can be viewed in Salesforce after authentication and selected to connect that Salesforce org to this specific configuration.
3. Active: Determines if the connection is Active. When set to Yes, data syncs with the App. When set to No, data won’t sync.

4. Sync Opt-out information from Cvent to Salesforce: Syncs opted-out statuses (Opt-out field No/Blank to Yes) of Cvent Contacts to Salesforce records.

5. Sync Opt-out information from Salesforce App to Cvent: Syncs Salesforce Contact/Lead Opt-out field changes to a matched Cvent Contact using a configured Salesforce Flow.

6. Sync event statuses to Salesforce App: Choose which events sync from Cvent based on status.
   The status you can sync includes: Upcoming, Ongoing, Completed, Cancelled, Archived.
   You may choose specific statuses.

7. Salesforce Organizations: Displays the last 5 Salesforce organizations connected with this configuration. This information can help identify which Salesforce organizations connect to this Cvent account.

What’s Next?

Now that you have configured your Admin settings, you can turn on the integration event-by-event. Or, if you have the Premium Licenses, survey-by-survey.

Event Setup

Once you add a configuration to Admin, you can edit the integration at the event level. To edit the event-level configuration, log in to Cvent and navigate to your event. In the left-hand navigation, select Integrations. Find the Cvent Salesforce App and click Set up or Customize.

This section describes the four parts of the event level configuration.

Basic Settings

You’ll see the following under the Basic Settings tab. To change these settings, click Edit.

1. Sync this event to Cvent Salesforce App: Determines if the event syncs to Salesforce.
   • If set to Yes: all the data for this event, including invitee data, syncs. Sales users see the event in Salesforce. Salesforce contact and leads update with matched registrants.
   • If set to No: no connection or syncing occurs between this event and the App.
2. Configuration: Select the Admin configuration you want to use. This selection determines which Salesforce App this event appears in.

If turning on the integration in the event for the first time, you must click Save to proceed.

Nomination Settings

Nominations are only available with the Premium License.

With nominations, you can require approval for inviting or registering leads/contacts for the event.

You’ll see the following under the Nomination settings.

1. Require nomination for this event:
   • If set to Yes: All leads and contacts need approval.
   • If set to No: Sales users can invite or register contacts and leads immediately without approval.

Invitation Settings

Invitation settings control how sales user interact with this event. You’ll see the following under the Invitation settings.

1. Allow leads and contacts on invitation lists:
   • If set to Yes: Sales users can add contacts and leads to the invitation list from the App.
   • If set to No: Sales users can’t send invitations in the App.

If you’ve allowed leads/contacts to join the invitation list, you’ll see the following setting:

2. Allow sending invitations for this event: Controls whether sales users can email contacts/leads directly about an event.
   • If set to Yes: sales users can deploy invitation emails you configure by clicking Add Invitation Email.

• If set to No: Sales users can only add users to an invitation list. Configure which invitation lists are available by clicking Add Invitation List. Give each a Display Name that appears in the Cvent Salesforce App to sales users.

Allow Sending Emails From This Event

If you set Allow invitations to be sent for this event to Yes, you’ll also see Customize sender preferences. When your invitees receive an email from someone they already know, it increases the chances of them opening the email and clicking to register. To improve the attendee conversion rate, the Cvent Salesforce App lets you personalize the sender details of the invitation email for individual contacts.

3. Customize sender preferences:
   • If set to Yes: You can select a custom contact field in Cvent to pull data from.
   • If set to No: The system uses the default sender details of the email instead.

If you’ve chosen to customize sender preferences, you’ll need to set up custom contact fields that should be used in email sender details. You’ll need three: sender first name, sender last name, and sender email. You must provide the sender email.

You can also customize the handling of email replies:

4. Replies will go to sender email:
   • If set to Yes: when attendees reply to the invitation email, the reply goes to the sender’s email address. This setting proves useful for contacting leads via the normal event channels.
   • If set to No: the reply goes to the planner’s email address configured in the invitation email.

Sender Preferences Details

When you enable Customize Sender Preferences, logic determines which sender details appear. This sender logic follows:

1. First priority goes to the Salesforce App user selecting “Show as a sender of the email” when initiating the invitation in Salesforce.

• The domain restrictions for your Cvent account receive respect. If the sales user’s email doesn’t fall into one of the domains specified in your Cvent account, the invitation email defaults to that email.
• The domain exclusions in Cvent > Admin > Data Lists > Domain Exclusions also receive respect when sending invitation emails. If the invitee’s email falls into one of the specified excluded domains, the invitation email won’t reach the invitee.

2. The next priority goes to the “Customize sender preferences” defined in the event in Cvent.

• If the sender email appears blank or falls into the email domain exclusions found in Cvent > Admin > Data Lists > Domain Exclusions, then the planner’s name and email serve as the sender details.
• If the customized sender name and email lack valid data, the planner details configured in the invitation email serve in the sender details.
• If both the sender’s first and last names remain missing, but the sender’s email appears valid, then the planner’s name pairs with the customized sender email address.

3. The last fallback includes the “From Name” and “From Email Address” of the selected invitation email found in Cvent > Event > Event Emails > Invitation Email.

Registration Settings

Registration settings are only available with the Standard or Premium License.

Your sales users can register attendees directly to the event. The following settings appear in this section:

1. Allow registration for this event:
   • If set to Yes: your sales users can register contact/leads directly to the event.
   • If set to No: This feature is disabled. Attendees must register themselves, or Cvent users must register them.

Survey Setup

Survey syncing is available only with the Premium License.

To turn on the Cvent Salesforce App in a survey:

1. Go to the App Switcher and select the Survey solution.
2. Create a survey or edit an existing one. Be sure the survey is set to “Identify All Respondents”.
3. Go to Settings > Salesforce App. Switch the setting “Sync this survey to the Cvent Salesforce App” to Yes, then choose the account configuration you defined in Admin. Click Save.
4. Add questions to your survey, if you haven’t already. The following question types support data transfer between Cvent and Salesforce:
   • Single select
   • Multi-select
   • Text
   • Number
   • Comment box
   • Rating
   • Net promoter question

Other Operations

This section summarizes other operations you might want to perform with your Cvent configuration after setup.

Deleting a Configuration

You can delete Cvent Salesforce App configurations from your account Admin, if needed. To do so, follow this process:

1. Navigate to Admin > Integrations > Cvent Salesforce App. Hover over the dropdown menu for a configuration.
2. Click Delete.
3. Click Confirm to confirm the deletion of the configuration.

Once you delete the configuration, your data no longer syncs to the Salesforce org associated with that configuration.