Integrating Salesforce with RingCentral Events

This guide explains how to install and map the Salesforce app on your Organization account and configure your Salesforce account.

Before we get started...

Salesforce integrations are notoriously complex given the vast number of possible Salesforce configurations. To address this we have made our Salesforce integration as dynamic as possible, allowing you to map the objects and fields in your specific Salesforce configuration to RingCentral.

How does the integration work?

We are currently syncing First Name, Last Name, Email, custom registration form questions, and onsite event activities between the platforms. The integration capabilities include:

1. Push registrations from RingCentral Events to a Salesforce object.
2. Pull registrations from a Salesforce object into RingCentral Events, and push the RingCentral Events Magic Link back to Salesforce.
3. Push the Registration & Attendance status from RingCentral Events to Salesforce.
4. Push custom registration Q&As from RingCentral Events to Salesforce.
5. Push Onsite Registrations & Attendee data from RingCentral Events to Salesforce.
6. Push UTM parameters from RingCentral Events to Salesforce.

Setting up Salesforce

Before installing and mapping Salesforce on your Organization, you will need to create the following objects in your Salesforce account:

1. One object to store Event Information (e.g. Campaign).
2. One object to store Registration Information (e.g. Lead/Contact).
3. A junction object to store Event Registration Info (e.g. Campaign Member).

If you want to use custom objects instead of the objects suggested above, you need to make sure that you have 2 objects (to store Event and Registration info) and 1 junction object (to store Event Registration info). For detailed instructions on creating a junction object, refer to the Salesforce Help Center.

Installing & mapping Salesforce

To install the Salesforce app on your Organization account: 

1. In your Organization Dashboard, go to the Apps tab.
2. Click Discover more on App Store.
   
   
   
3. In the App store, you can find Salesforce under the CRM integrations and Registration workflow categories.
   
   
   
4. On the Salesforce page, click Install app.
   ✔ You will be prompted to confirm your choice. Click Install to continue.
   
   
   
5. On the Salesforce authentication page, click New authentication.
   
   
   
6. In the pop-up, enter your authentication name (e.g., you can use your Organization's name) and your Salesforce instance type (Production or Sandbox). Once ready, click Create.
   ✔ You will be prompted to log in to your Salesforce account. 
   
   
   
7. Once the authentication is completed, click Next.
   
   
   
8. On the Exporting/Importing Events page, select which functionalities you'd like to enable. Once ready, click Next.
   • Import Registrations: Imports registrations from Salesforce to RingCentral Events, creates Magic Links, and pushes the Magic Link back to Salesforce for each registration.
   • Export Registrations: Exports registrations from RingCentral Events to Salesforce and sets their status as ‘Registered’ in Salesforce.
   • Export Custom Registrations Q&As: Exports registrations, including custom registration form answers, from RingCentral to Salesforce and sets their status as ‘Registered’ in Salesforce.
   • Export Attendee status: Exports registrations from RingCentral Events to Salesforce and sets their status as ‘Attended' in Salesforce once they attend the event.
   • Export Onsite Registration & Attendee data: Exports onsite activity data, including QR code, Event check-in and check-out times, Session check-in and check-out times, and Session registration time, from RingCentral Events to Salesforce.
   • Export UTM Parameters: Exports UTM parameters from RingCentral Events to the Registration Object in Salesforce.
     
9. On the Map Event page, select a Salesforce Event object (e.g., Campaign) to store event information. Wait for a couple of seconds and map the RingCentral Events fields to the corresponding Salesforce fields. Once ready, click Next.
   • RingCentral Ticket Integration Code: Used to link your Salesforce registration to the correct RingCentral event and ticket.
     Note: The Ticket Integration Code field should be created at the Event level in Salesforce (e.g., at the Campaign level). If you have multiple tickets for the same event you can set up the field as a picklist.
   • Event or Session Name: If the ticket integration code is not found, this is used mainly to create an event or session in your Salesforce account with the same name as RingCentral Events in order to export the data.
     Note: If you don't use the functionalities of Export Registrations/Export Attendance/Export Custom Registration Q&As/Export Onsite Registration & Attendee Data, you do not need to configure the field for Event or Session Name.
   • Session's Event ID (if you've selected the Export Onsite Registration & Attendee Data checkbox): Used to link an onsite segment to its event, create a hierarchy structure and, therefore, stamp event-level data on the event and session-level data on the session. For this, you can create a self-lookup field on the same object and refer to it. For example, if you are using Campaign as an Event Object you can choose Parent Campaign Field or any custom self-lookup field here.
     
10. On the Map Registration page, select a Salesforce Registration object (e.g., Lead) to store registration information. Map the RingCentral Events First name, Last name, and Email fields to the corresponding Salesforce fields. Once ready, click Next. 
    
    
    
11. [Optional] On the Export UTM Parameters page, map the RingCentral Events UTM parameters to the corresponding Salesforce fields. Once ready, click Next.
    Note: To export UTM parameters, make sure you have mapped the fields for First Name, Last Name, and Email on the previous page.
    
    
    
12. On the Map Event Registration page, select a Salesforce Event Registration object (e.g., Campaign Member) and map the RingCentral Events fields to the correct Salesforce fields on that object. Once ready, click Next.
    • First Name
    • Last Name
    • Email
    • Magic Link: The field is required to pass a Magic Link back to Salesforce. Make sure the selected field has a length of a minimum of 100.
      Note: If you plan to send your Magic Link emails from RingCentral Events and not from Salesforce, you don't need to complete the mapping of this field.
    • Salesforce Event Object: This field should contain the object ID of the Map Event page (e.g., Campaign ID).
    • Salesforce Registrant Object: This field should contain the object ID of the Map Registrant page (e.g., Lead ID).
    • Headline: To have headline information captured during Magic Link creation, configure a field for it.
    • Attendee Status: To export the attendance status, map the field for status. If it is a picklist field, make sure that it has ‘Registered’ and ‘Attended’ as options.
      
13. [Optional] On the Export Custom Registration Qs&As page, map your RingCentral Events question to the corresponding Salesforce fields. The fields in the drop-down are based on the Salesforce Event Registration object (e.g., Campaign Member) selected on the previous page. Once ready, click Next.
    Note: To complete the mapping, you have to select the Export Registration & Custom Registrations Q&As checkbox earlier (see step 8) and create a custom registration form for your event on RingCentral Events.
    Tip: RingCentral Events custom registration form questions are pulled from all events created under your Organization. If a question is common between 2 or more events, make sure it has exactly the same wording.
    
14. [Optional] On the Export Onsite Registration Data page, map RingCentral Events onsite data fields to the corresponding Salesforce fields. The fields in the drop-down are based on the Salesforce Event Registration object (e.g., Campaign Member) selected previously. Once ready click Next.
    Note: To complete the mapping, you have to select the Export Onsite Registration and Attendee Data checkbox earlier (see step 8).
    • Check In Time: Time the attendee checked in to the event.
    • Check Out Time: Time the attendee checked out from the event.
    • Session Registration Time: Time the attendee booked a seat in the onsite segment.
    • Session Check In Time: Time the attendee checked in to the onsite se
    • Session Check Out Time: Time the attendee checked out from the onsite segment.
    • QR Code Data: This attribute contains the QR Code data. Please choose a large text data type field for it.
    • QR Code Image URL: This attribute contains the QR Code Image URL. Please choose a large text data type field for it.
      
15. Copy the Webhook Receiver Public URL and click Finish.
    ✔ You'll receive a message confirming the integration has been completed.

Testing the Salesforce integration

• To test if registrations are imported from Salesforce to RingCentral Events:

  1. You'll need to have a RingCentral event set up with at least one ticket created.
     Tip: In RingCentral Events, retrieve the integration code for each ticket by navigating to the Event Dashboard > Registration > Tickets. Hover over the listing and click the Copy icon to copy the URL for each ticket.
     
     
     Then, copy and paste the alphanumeric code from the ticket URL (after the "=" sign) as your integration code.
     
  2. In your Salesforce account, create a new record under your Event object (e.g., Campaign), and add the 'Integration Code' you just copied to the corresponding field you created in your Salesforce object.
     
     
     
  3. Create a new test registration in Salesforce (e.g., a Campaign Member).
     
     
     
  4. In your RingCentral Events account, go to Event Dashboard > Registration > Magic Link Invites > Manage Invites to confirm that the person has been added to the list. 
  5. In your Salesforce account, confirm that the Magic Link got populated in the corresponding field on your Registration object.
     

• To test if registrations are exported from RingCentral Events to Salesforce: 

  1. Register for the event via the event landing page (use an Incognito window to create a test registration with another account when you're already logged into your Organizer account).
  2. In your Salesforce account, your test registration should be imported as a Campaign Member record (or another object record) and have the status Registered. Also, if you have configured the mapping for Custom registration Q&A, you will see that answered questions are imported to to the corresponding fields.
     
     
     
  3. If the same person attends the event the status changes to Attended.
     

  Exporting UTM Parameters

  If you have configured the mapping for UTM parameters, you will be able to see them in your Registration Object (e.g. Lead).

  

  Exporting onsite data

  If you have configured the mapping for onsite data and activities, you will be able to see them in your Event Registration Object (e.g. Campaign Member). 

  

  For each Session the attendee registers or attends, the registration creates an event record with Session details and a link to the parent event, as well as a separate event registration record with Session details.

  You will be able to see the Session record linked to the parent event and all of the registrations for that Session within the specific Session record.

  

  

Things to consider

Please note that in order for data to be updated from Salesforce to RingCentral and back again, Salesforce has a few settings that need to be taken into consideration:

1. To create new records in Salesforce, some objects require certain fields to be populated that are not included in the data shared by RingCentral Events. At this time, RingCentral shares first name, last name, and email address in the creation of new Leads and Contacts.
2. The integration can sync to one Registrant object (lead, contact, or custom object) but not to multiple registrant objects. For example, if you have mapped to Contact for your registrant object, the integration will check for existing Contacts before creating a new Contact. It will not check for existing Leads using the same email address.
3. If you are using Pardot with Confirmed Opt-In Process to add data to your Salesforce instance, please read this article about the steps that need to be taken.
4. If you are using a Data Import Wizard in Salesforce, please note that Workflow Executions are disabled by default, and you will need to enable this in the wizard.
5. If you are using Salesforce integrations that modify your data (Pardot/LeanData/etc.), please make sure that the automation users (which those integrations need in order to function) have the "Send Outbound Messages" permission enabled at the account level.