Support | Users | Events Made Easy (Eventbrite)

Getting Started

4 minute read

Events Made Easy (Eventbrite) is a native Salesforce application that securely pushes data back and forth between Salesforce and Eventbrite to provide a seamless experience. The application has been built by Beaufort 12 in collaboration with Eventbrite. Some of the key features include:

View your Eventbrite data alongside your Salesforce records.
Create Events from within Salesforce.
Create or update Salesforce leads, contacts, opportunities or campaigns.
Build Salesforce reports and dashboards by combining Eventbrite data.

Product Demo

Below is a detailed video overview.

Next Steps

Below are two articles that are recommended reading and the best next steps.

Installation & Setup
Mappings

FAQs

Can I use the integration user?

From what we have read, the integration user is meant to handle Salesforce users calling into Salesforce, not calling out of Salesforce. Our integration does both. It is also worth noting that the integration user license is currently quite limited, so it cannot be used with our integration.

This is because our primary sync needs to run with a user with various system permissions. Typically, this is a Salesforce administrator profile and our full permission set. Our primary sync comprises several processes wrapped in scheduled batch Apex, and are created and run by the logged-in user. As part of this, the system checks the user's permissions to make sure everything can run smoothly.

Salesforce currently doesn't let you log in as the integration user, which means you can't start this process. We're hoping that Salesforce will update this user license type in the future so we can use it, but for now, the sync should be run against a Salesforce system administrator.

How our opportunity statuses updated?

How Are Opportunities Are Being Updated?

Linked Data: If an Opportunity in Salesforce is linked to an Eventbrite order, the integration continuously checks to ensure that the Opportunity reflects the latest information from Eventbrite. For example, if the order’s amount, date, or other details change in Eventbrite, those changes will be automatically applied to the Opportunity.

Field Mapping: The integration has specific field mappings that determine which fields in the Opportunity are updated based on the Eventbrite data. If these fields are not marked as “create-only,” they will be updated every time the integration runs, even if you manually change them.

Can this overwrite changes I have made manually?
The short answer is yes. The integration is doing its job by keeping your Salesforce records in sync with Eventbrite. However, this means that any manual changes you make to the Opportunity might be overwritten if the Eventbrite data doesn’t match what you’ve entered.

In summary, the integration is set up to keep your data consistent between Eventbrite and Salesforce, which is why it’s overwriting the changes you’re making. Adjusting the integration settings can help prevent this from happening.

How long does the connection to the sandbox last?

When a user connects Salesforce to Eventbrite, we start a scheduled job to run the primary sync. When the sync runs, it will detect if it's running in a sandbox, and if it is, it will top the schedule if it’s been running for more than 14 days.

We do this because the same token, the same limits are used across your connected Eventbrite accounts. Often user forget to stop or disconnect the sync when testing which will use up your overall limits. By disconnecting after 14 days, it will prevent too many callouts to the Eventbrite API for that customer token.

Does Eventbrite for Salesforce work with the new Nonprofit Cloud

While we don't test every platform configuration available and we recommend you test thoroughly, we can confirm that the Eventbrite for Salesforce supports Person Accounts. We will relate our custom objects for attendees and order contacts to Person Accounts, Contacts and/or Leads.

We also optionally allow you to create and update standard Salesforce objects like Contacts/Person Accounts, Leads, Opportunities, and Campaigns.

The new Nonprofit Cloud has a very complex model for donation tracking which upends the standard sales or nonprofit model using Opportunities, so you will want to test out thoroughly that it meets your needs.

How to Uninstall Events Made Easy (Eventbrite)

To begin uninstalling Events Made Easy (Eventbrite), please click on the following link: Start Uninstallation Process . This will take you directly to the uninstallation page where you will be guided through the necessary steps.

Uninstalling the app will remove any settings or event information stored within the Events Made Easy (Eventbrite) app. It will not remove any standard object records you have created like leads, accounts, contacts, etc...

The uninstallation process is typically quick, but the total time can vary. Generally, it should take a few minutes to complete.

If you encounter any problems during the uninstallation process, please contact us for assistance. Provide us with as much detail as possible about your issue.

Can I add my own reports to the custom Eventbrite screens?

On several of our custom screens in Salesforce, like the Events List or Orders/Attendees screen on a specific event, there is a 'Reports' button. Clicking this button shows a list of specific reports we include for you.

To incorporate your custom reports into those lists, you need to add a special prefix to the Report Unique Name (the API name). Each prefix aligns with the screen it's meant for.

Below are the screens equipped with a 'Reports' button and the requisite API name prefix.

Append this prefix to the Unique Report Name, not the Report Name.

Events List: Eventbrite_List
Event Details Screen: Eventbrite_
Orders/Attendees Screen: Eventbrite_Order_
Questions/Answers Screen:Eventbrite_Answer_
Emails Screen: Employ the Eventbrite_Email_

Examples:

For a report named "Example report1", with a Unique Report Name (API name) of Example_report1, here is what the prefix will look like for each screen.

Event Lists View: Eventbrite_List_Example_report1
Event Details Screen: Eventbrite_Example_report1
Orders/Attendees Screen: Eventbrite_Order_Example_report1
Questions/Answers Screen: Eventbrite_Answer_Example_report1
Emails Screen: Employ the Eventbrite_Email_Example_report1

Here is a screenshot of a report that will be included on the Orders/Attendees screen's report list: https://jmp.sh/6xwuLmJ5

Filters
Apart from the Events List View, reports on all of the other screens open those reports so that it is filtered to the specific Eventbrite Event.

To filter your custom report similarly:

Set your first report's first filter to the Event ID field (not the "Eventbrite Event ID", which is the Salesforce record ID)
Leave the filter blank when you save the report. Note: Your report will return no rows if you open it from the Reports tab
We will fill that Event ID filter for you via a URL parameter as we redirect you to the report (Example URL: /lightning/r/Report/00OS8000001ONuHMAW/view?fv0=557428191727)

Here is a sample of how the filter looks: https://jmp.sh/F3sNgPQx Again, saving the report like this will return no rows. This is fine; we fill the filter when you open it from our button.

Need more help? You can also look at some of our packaged reports to see how that filter is filled from the reports button or learn more about prefilling report parameters from Salesforce Help.

What happens when I cancel

Canceling our Eventbrite integration has several immediate and significant impacts on how your data is managed and what functionalities will be available to you.

Application Visibility: Upon cancellation, our application will be hidden from view in your Salesforce Org. This means you will not be able to access our Salesforce Application or its records.

Synchronization Cease: Any new or updated data from Eventbrite will no longer be synced to Salesforce

Data Storage: While you will lose access to our Salesforce objects and the data stored within them, you will still have access to data stored in standard objects created by our integration (e.g., accounts, contacts, leads).

Important Considerations Before Cancelling

Before canceling, we recommend reviewing the points above. If you do decide to cancel please contact us and we will send you a cancelation form.

How do assignment rules work?

Assignment rules in Salesforce are designed to automatically route leads (and other records) to the appropriate team members based on criteria you've established.

When you enable the creation rules using our integration, we will honor the assignment rules you have set up. We do so as part of our integral code base.

Can I use the integration user?

From what we have read, the integration user is about Salesforce users calling into Salesforce, not calling out of Salesforce. Our integration does both. It is also worth noting that the integration user license is currently quite limited, so it cannot be used with our integration.

This is because our primary sync needs to run with a user with various system permissions. Typically, this is a Salesforce administrator profile and our full permission set. Our primary sync comprises several processes wrapped in scheduled batch Apex, and it's created and run by the logged-in user. As part of this, the system checks the user's permissions to make sure everything can run smoothly.

The hitch is that Salesforce currently doesn't let you log in as the integration user, which means you can't start this process. We're hoping that Salesforce will update this user license type in the future so we can use it, but for now, the sync should be run against a Salesforce system administrator.

Do you provide risk assessments?

Thank you for your interest in our product. As a cost-effective, self-service solution, we focus on delivering value while maintaining operational efficiency. Consequently, we cannot conduct individual security assessments. However, I want to assure you of our product's security and reliability:

Salesforce Integration: Our application is a native solution seamlessly integrating with your Salesforce org. This integration has undergone a rigorous security review by Salesforce, ensuring compliance with their high standards.
Built on Salesforce Platform: We've leveraged Salesforce's robust platform and resources to develop our product, guaranteeing a secure and reliable experience.
Secure Data Transmission: Our application securely communicates with Eventbrite using their well-established APIs. This ensures that your data is transmitted securely and efficiently.

Given the points above, for detailed security assessments, I would recommend that you contact Eventbrite directly if you have questions or concerns about their APIS. You can contact them through their website for more specific inquiries.

Do you delete Eventbrite records from Salesforce?

Your data is always safe in Eventbrite we just take a copy. We will only remove our Eventbrite records from Salesforce if you choose to purge all data via our maintenance tab manually.

Or the records no longer meet the sync settings criteria (https://b12.d.pr/i/FGaEmg), and they will be removed as part of the primary sync. In this case for Eventbrite Events, we use the Event Start date. For orders and attendees, we use the change date i.e. the date the record was last updated in Eventbrite.

How does the cancelation process work?

If you need to cancel your subscription, please contact us. After cancellation, you will not be billed again, and the data synchronization will cease. The application will no longer be visible, and you won't have access to any objects with your Eventbrite data. However, any data you mapped to other standard objects, such as contacts or leads, will remain intact. After canceling your subscription, you can uninstall the application at your convenience.

How do I purge Eventbrite data?

If you need to remove the Eventbrite data created by our integration, you can perform a purge. This will remove Eventbrite records stored within our custom objects in Salesforce. This will not affect your data in Eventbrite itself. It will also not remove any standard records created by our integration. For more information please see - https://www.beaufort12.com/eventbrite/support/events#DeletingEvents

Can I connect more than 1 account?

You can connect more than one Eventbrite account to Salesforce. To do this you simply need to go to the sync settings page and click add Eventbrite connection. For more information please see - https://www.beaufort12.com/eventbrite/support/settings#Clients

Does your integration support Salesforce Platform licenses?

Salesforce Platform licenses are very limited and don't include 'marketing features. From an object-level perspective, this means a platform license cannot access standard Salesforce objects like opportunities, leads, or campaigns. These objects are intrinsic to our Eventbrite integration. For this reason, users with a platform license will not be able to access our Eventbrite records in Salesforce.

How do I re-parent records?

The Eventbrite integration can create standard records (contacts, leads, accounts, campaigns, campaign members, or opportunities) but out of the box, this is turned off. When we create Eventbrite order and attendee records in Salesforce, we will attempt to match them to existing contacts or leads using the standard email address. If a match cannot be found, the Eventbrite order or attendee record will be created but will not be linked.

Changing how a record is matched

If you change to matching rules or are already using matching rules and change to a different rule, this will not re-link existing records. You can force the re-parent process of Eventbrite attendee and order records by running a full sync.

Creating standard records

Our application will never delete standard records i.e. contacts, leads, accounts, campaigns, campaign members, or opportunities. If they have been created in error, they will need to be manually deleted. Like any other standard Salesforce record.

How do I connect additional Eventbrite accounts?

Typically most customers only have one Eventbrite account. But our integration allows you to connect more than one if needed. The option to add another account can be found on the Eventbrite settings tab. For more information please see - https://www.beaufort12.com/eventbrite/support/settings#Clients

How do I manage billing?

To help, we have a dedicated billing screen that you can access right from within Salesforce. The billing screen will allow you to:

Purchase.
Update card details
Update billing information, such as email and physical address, and tax identifications.
View and resend invoices.

For detailed steps, please click here.

How do I change the sync user?

Eventbrite for Salesforce is an integration between two platforms. It requires a user from both to allow our product to work. Should one or both of those users change, you will need to update our sync settings.

Salesforce

The sync will need to run against a user on the Salesforce side. We recommend a person with a system administrator profile and Marketing User enabled.
In addition, they need to have our full permission set this article shows how to add that.
Finally, once the user has our full permission set, they need to be set as the Salesforce Sync User. To do this, go to the sync settings page and click the icon next to the Salesforce Sync User.

Eventbrite

If you need to reconnect your Eventbrite account:

Go to the sync settings page.
Click the dropdown arrow next to Sync Now
Click on Reconnect to Eventbrite

This screenshot also shows the steps above - https://b12.d.pr/AfxIjx

How do I perform a full sync?

It is rare but in certain cases, information between Eventbrite and Salesforce can get out of sync. There are two primary reasons this can happen.

1. Eventbrite API being unresponsive.
2. Custom code or processes which conflict with our integration.

To re-align the data you need to perform a full sync.

Performing a full sync

1. Click this link.
3. Next to sync now button click on the dropdown.
4. Click on Full Eventbrite Sync.

This image might help to orientate - https://d.pr/TH81kD

How do I run a full refresh?

A full refresh can often help if you have made changes to things like mappings.

Performing a full sync

1. Go to the settings tab.

2. On the top right there is a button called Sync Now next to this there is a dropdown arrow click this and then choose the option to Full Eventbrite Sync.

Once clicked a number of jobs will be kicked off to align your data. This can take some time to complete but you are free to navigate away from the page and use Salesforce normally.

Important Note: A full refresh will run the mapping and matching rules again.

It may update Salesforce records (contacts, campaigns, etc) with earlier Eventbrite data. You can set your mappings to Create Only or temporarily disable them.
It may create new contacts and leads because the original record no longer matches the Eventbrite data per the mapping rules. To avoid running matching again, in the full refresh wizard, leave the setting unchecked: Re-match Leads and Contacts for Event Attendees.

How can I get a trial extension?

If you are working in a Salesforce production org and need longer contact us for an extension. Salesforce sandbox trials last indefinitely but are for the sole purpose of testing.

Can I change how contacts and leads are mapped to Eventbrite attendees?

Contact or lead will be linked to an Eventbrite attendee record in Salesforce using the chosen matching method. By default, email address is the method records are matched. But if you change the matching method and want to update all existing records you can perform a full sync. This will re-match existing Eventbrite records to contact or leads using your chosen matching criteria.

How much does the integration cost?

We only offer monthly plans based paid by card. You'll be billed monthly starting from your purchase date, and confirmation will be sent by email when we charge the card on file. Your fee is calculated using the total number of attendees from the past 12 months. We put that number against our pricing tiers (refer to "Eventbrite for Salesforce Pricing" for specifics). We exclude canceled attendees from our calculations.

Example
If you had 10 events in the last 12 months with 20 attendees for each event, then your number of attendees for the last 12 months would be 200. This would fall into tier 0 - 1,000. I.e. the charge would be $25 for that month.

More details
The cost of integrating is separate from Salesforce and Eventbrite. For Salesforce, our integration is compatible with the Essential, Professional, Enterprise, and Unlimited editions. You can try our integration even if you have not yet purchased Salesforce, but purchasing is only possible once your Salesforce organization is fully active. If you're unfamiliar with Eventbrite, we suggest you review their product before proceeding, as it will manage your event creation and registration. Our service integrates your Eventbrite account with Salesforce.

FAQs

Is there a cost for additional users?
Events Made Easy (Eventbrite) is a site license, which means all Salesforce users can access our product if you decide, at no additional cost.

Why do we charge?
We are not part of Eventbrite or Salesforce. Our fee covers the initial and continuing development of the integration and our email-based support team. It is worth noting that we don't receive the full fee, margins are very tight. A significant portion is paid to Salesforce, payment processing, and taxes.

Can I pay by invoice?
Our integration is sold via Salesforce Checkout which we have no control over. The only way to pay is via card payment and on one of our monthly plans. Invoices, purchase orders, bank transfers are not supported.

Can I try before I purchase?
You can install our product into your sandbox or production environment to try free, fully-featured, for 14 days. But before you do this, we'd recommend reviewing these articles:

1. Installation & Setup
2. Getting started guide

The getting started guide contains a video that provides a detailed look into how our product works and hopefully answers many of your questions.

Can all my Salesforce users access Eventbrite?

Events Made Easy (Eventbrite) is a site license that means that all users can access our product at no extra cost. For a user to see our product they will need one of our permission sets. Assigning a permission set is easy please see this article. Once the user has our permission set they will be able to see Events Made Easy (Eventbrite).

How do I buy?

To purchase, go to the billing tab in Salesforce and click on the subscribe now button for your chosen plan type. Once clicked, you will be taken to our dedicated Stripe portal to complete the purchase process. For more information, please see our dedicated support article.

Checklist:

You have already installed our product into your Salesforce Production environment.
You are a Salesforce system administrator.

How do I limit what Eventbrite data is stored in Salesforce?

You can control what data is stored in Eventbrite via the Sync Settings page on the Eventbrite settings tab. This tab is found within the Eventbrite admin app. You can click this link to go to that tab if you have access. If the link is not accessible ask your Salesforce administrator to provide you with the Eventbrite Full Access permission set.

Once on the sync settings page scroll down to the Salesforce Storage Settings section. There you will see three options:

Events (Days to Keep)
Orders / Attendees (Days to Keep)
Sync from Date

You can use any of these settings to limit the data that is stored in Salesforce. NB. you can only limit data older than 12 months.

In addition to this you can limit which events and orders are stored as standard Salesforce objects via the Mappings page on Eventbrite Settings. You can apply filters when creating Campaigns or Opportunities.

If you reduce the data to keep by lowering the days or changing the date, we will run a batch which deletes our custom Event and/or Orders and Attendees. We won't change any data on Contacts, Leads, Campaigns, and Opportunities.

Do you offer product demos?

Great to hear that you're interested in Events Made Easy (Eventbrite)! I've put some helpful info below to get you started, and I highly recommend watching our demo video. It covers everything you need to know about how our product works.

Eventbrite
Eventbrite is a global self-service ticketing platform for live experiences that allows anyone to create, share, find and attend events that fuel their passions and enrich their lives. From music festivals, marathons, conferences, community rallies and fundraisers, to gaming competitions and air guitar contests. If you are not already using Eventbrite, we recommend you check out their product before looking at our integration.

Events Made Easy (Eventbrite)
We have created an integration between Eventbrite and Salesforce. It makes it easy for users to sync their Eventbrite data into Salesforce stored in custom objects and available to Salesforce reporting. Optionally, you can also use Eventbrite data to create standard Salesforce records like contacts, leads, campaigns, and opportunities.

Try before you buy
This article explains how to install and set up a free 14-day trial of our integration product. It can be installed in your sandbox, production environment, or both if needed. After the trial, the integration can be converted to a full license in a Salesforce production org.

Pricing
Billing occurs monthly from your date of purchase. Pricing is based on the number of active attendees you have had in the last rolling 12 months. We use this number against our pricing tiers. See: Eventbrite for Salesforce Pricing

For example, if you had 10 events in the last 12 months with 20 attendees for each event, then your number of attendees for the last 12 months would be 200. This would fall into tier 0 - 1,000. I.e. the charge would be $25 for that month.

You can only purchase our product via monthly card payment using Salesforce checkout. There is no option to purchase by invoice or annually.

Questions
To keep costs low, Events Made Easy (Eventbrite) is a self-service product with email-based product support only. But if you need some extra help, we do have dedicated Salesforce consulting partners who can install, set up, customize, and provide more hands-on support if needed.

How do matching rules work?

Typically this means that your duplicate Salesforce rules aren't working. The actual setup and management of the rules are outside the scope of what we support. Matching rules are a standard Salesforce feature, you can learn more about them here.

A way to test that your rule works as expected is to manually create a record in Salesforce and ensure that Salesforce is preventing those leads from being duplicated outside of our integration.

To help further we have provided a simple way to check your matching rule against. If you have rules set, then a button will appear just above the mappings table. For more information and to see an illustration please click here.

How do I work with sandboxes?

When refreshing a Salesforce sandbox, there may be some settings carried across from production. It is worth noting we do have some code that runs as part of the refresh to avoid this. But in very rare scenarios, the code can be conflicted with. So to help we have two options to return settings to their default state.

In addition to this we have two further options:

1. Before starting the sandbox refresh

When refreshing the Salesforce sandbox, there is now an option to run a post-installation script. You can enter the value EventbriteSandboxRefresh this will execute our code to clear out the settings.

2. After the sandbox has been refreshed

a. Open the Salesforce developer console (developer console-->debug-->open execute anonymous window).
b. Enter in eb4sf.EB4SFAPI.initMappings();

c. Press Execute, this will take a few seconds to execute.

Either option will reset the main settings, after performing these steps you will need to connect to Eventbrite.

For more information please click here.

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Product Demo

Next Steps

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