How to Set Up Salesforce Integration with vFairs

Integration Flows Overview

vFairs provides multiple specialized workflows to match different Salesforce data models and event marketing needs:

• vFairs Registration → Salesforce Contact Upsert
  Creates or updates Salesforce Contact records whenever someone registers through vFairs, ensuring your account-based CRM data always reflects the latest event registrations and attendee details.
• vFairs Registration → Salesforce Contact & Campaign Upsert
  Creates or updates Salesforce Contact records from vFairs registrations and automatically adds them to your designated Campaign, enabling comprehensive event tracking, ROI measurement, and account-based marketing reporting.
• vFairs Registration → Salesforce Lead Upsert
  Creates or updates Salesforce Lead records from vFairs registrations, perfect for capturing new prospects directly into your sales pipeline while maintaining clean lead data from event signups.
• vFairs Registration → Salesforce Lead & Campaign Upsert
  Creates or updates Salesforce Lead records from vFairs registrations and enrolls them in your selected Campaign, streamlining lead nurturing, event follow-up automation, and sales pipeline progression tracking.

• Salesforce Contact Upsert → vFairs Attendee Upsert
  Creates or updates vFairs attendees whenever a Salesforce Contact is created or modified, ensuring your event roster always reflects the latest account details and contact information from your CRM.

• Salesforce Lead Upsert → vFairs Attendee Upsert
  Creates or updates vFairs attendees whenever a Salesforce Lead is created or modified, automatically populating your event with prospects from your sales pipeline for targeted event engagement and conversion tracking.

Which Flow Should You Use?

Choose flows based on your Salesforce data model and event strategy:

• Account-based events with existing customers
  • Contact Upsert flows maintain accurate Contact records for known accounts.
  • Contact & Campaign adds automatic Campaign membership for event attribution and executive reporting.
• Prospecting and lead generation events
  • Lead Upsert flows feed new registrations directly into your Salesforce lead management process.
  • Lead & Campaign combines lead creation with automated nurture campaign enrollment.

Enable multiple flows with consistent email mapping for complete coverage while preventing duplicates across registration types and capture methods.

Prerequisites and Field Planning

Prepare both systems before configuration:

• Identify sync fields: Common fields include first name, last name, email, company, job title, phone, country, registration date, ticket type, and custom event fields.
• vFairs setup: Use Form Builder to create or verify registration fields that match your Salesforce schema.
• Salesforce setup:
  • Confirm Contact/Lead fields exist or create custom fields.
  • For Campaign flows, create or identify your target Campaign(s) in advance.
  • Review field-level security and required fields that might block record creation.

Accessing the Integrations Dashboard

Follow these steps in your vFairs event backend:

1. Log in as an administrator with integration permissions.
2. In the left navigation menu, scroll to the bottom and click Integrations.
3. Browse the available apps list and locate Salesforce.

1. Click View Setup (or Launch Setup for first-time connection).

1. If you haven’t connected a Salesforce account yet, Click on Add an account option from Salesforce Account dropdown.

1. Select Production or Sandbox environment.

1. Enter Salesforce credentials, complete any two-factor authentication, and authorize vFairs access.

 

Selecting and Enabling a Flow

After account connection:

1. Review the complete list of available Salesforce flows shown in the overview.
2. Click Setup and Enable next to your target flow. Example Salesforce Contact & Campaign Upsert

On the first screen, you will see a Campaign* dropdown asking select the campaign you want to get submissions for:

• • Choose Campaign to allow the integration to add new records as members.

Click Next to proceed to field mapping.

 

Mapping Fields Between vFairs and Salesforce

Field mapping ensures data flows correctly between systems:

Mapping Direction by Flow Type

• All vFairs → Salesforce flows: Map vFairs registration/capture fields (source) → Salesforce Contact/Lead properties (destination).
• Use the search functionality to match fields quickly. Recent registrations provide auto-suggestions.

Critical Mapping Best Practices

• Email as External ID: Always map email as the primary identifier for upsert functionality (update if exists, create if new).
• Required Fields: Map Salesforce required fields (like Salutation if mandatory) to avoid creation failures.
• Data Types: Match text to text, picklists to picklists, dates to dates.
• Start Simple: Begin with 4-6 core fields (name, email, company, phone), test, then expand.

 

Complete mapping → Next → Click → Save.

 

Testing the Integration

Test methodology (one flow at a time):

1. Enable only your test flow to isolate behavior.
2. Trigger the flow:
   • Registration flows: Submit test registration via vFairs form (use new email).
   • Lead Capture: Perform test scan/capture in Lead Capture app.
3. Verify in Salesforce:
   • Check Contacts/Leads tab for new/updated record.
   • Confirm all mapped fields contain correct values.
   • For Campaign flows: Verify Campaign Member record exists.

1. Test updates (if enabled): Modify a mapped field in vFairs and confirm Salesforce syncs the change.
2. Edge cases: Test with existing email (upsert), invalid data, and required field omissions.

Success criteria: Clean record creation/updates with 100% field accuracy and proper Campaign membership.

Managing Multiple Flows and Avoiding Duplicates

Multi-flow strategy:

• Consistent email mapping prevents duplicate Contacts/Leads across flows.

Troubleshooting and Maintenance

Most common issues:

Issue	Likely Cause	Solution
No records created	Flow disabled, wrong trigger form	Verify flow status is enabled
Field data missing	Mapping error, field permissions	Re-check mappings, Salesforce FLS settings
Duplicates created	Email not mapped consistently	Standardize email as External ID across flows
Campaign not populating	Wrong Campaign ID, membership restrictions	Verify Campaign selection and settings

• Double‑check field mappings for typos or mismatched field types (for example, mapping a text field to a dropdown with incompatible values).
• Verify that the triggering action actually occurred (for example, contact added to the correct campaign).
• Test with a brand‑new email address to rule out issues caused by existing data or previous mappings.
• If you have any additional questions or need further assistance, please don't hesitate to reach out to our integration team at Email To Integrations Team