A note on integrating Hopin with Salesforce
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 Hopin.
Which plans is the Hopin<>Salesforce integration currently available on?
The Salesforce integration is available on Hopin's Pro, Business and Enterprise plans.
What are the capabilities of the Hopin<>Salesforce integration?
1. Export registrations from Hopin to a Salesforce object (optional).
2. Import registrations from Salesforce object into Hopin's invitation system (optional).
3. Export magic links from Hopin into a field on a Salesforce object (optional).
Note: If you are using Salesforce to send your magic links, the Magic Links/Manage Invitations tab in the Event Dashboard will not update the ticket status to Invited. You will need to use Salesforce to track if you have sent the invitations. However, once a registrant accepts their magic link, their Hopin magic link status will change to Registered.
How often does the Hopin<>Salesforce integration sync?
The Salesforce integration syncs in real-time.
When you click 'Connect' on the Salesforce integration it will take you to a new screen that will take you through authorization and the setup of all of the above workflows. You can skip any of the workflows above by not completing the fields in the screen for that workflow.
You'll need a Pro, Business or Enterprise plan to use the Salesforce integration.
Exporting registrations from Hopin to a Salesforce object
Find below what you'll need to do to enable this workflow.
1. Login to your Hopin account and select the relevant organization from the left-hand menu. Click on the Integrations tab, select the Salesforce integration and click on install application
2. Login to Salesforce when prompted.
3. Proceed to the following screen, 'Export registrations'. If you don't need to export registrations from Hopin to Salesforce, you can hit 'Next' and skip this screen. If you do wish to export registrations to Salesforce, choose the object you'd like to create when a registration is created, and map Hopin's first name, last name and email fields to your Salesforce registration object. If you want to also map add any optional fields, you can choose 'Add a new mapping'.
4. Click 'Next' and proceed to the 'Import registrations' screen.
Importing registrations from a Salesforce object to Hopin
1. If you wish to import registrations from Salesforce, you'll need to have Hopin's ticket 'integration code' populated in a field on a Salesforce object. This code allows us to correctly map your Salesforce registrations to the correct Hopin event and ticket. The code can either be at the event level in Salesforce (e.g. at the Campaign level) or can be at the registration level (e.g. the Campaign Member).
We'll explain in step 5 where to find Hopin's ticket integration code. In the example below, we have added a ticket integration code field to the Campaign, on which Campaign Members (registrants) are created.
The integration code can be added to any objects that can be used for events and registrations, not just a Campaign/Campaign Member configuration.
2. Return to the 'Import registrations' screen and choose the Salesforce object that contains the 'integration code' field, and then select that field.
3. Click 'Next' and in the next screen select your 'registration' object in Salesforce (in this example we've used the Campaign Member as a registration object), and map the Hopin fields to the correct fields on that object.
Note: The Magic link field is required to be able to pass a magic link back to Salesforce. If you wish to send your magic link emails from Hopin and not from Salesforce, you don't need to complete the mapping of this field. The 'Salesforce ticket object ID' is the object ID from the previous 'Import registrations' screen (the Campaign ID in this case).
4. Click 'Finish' and you'll receive a confirmation message that everything has been set up correctly.
Testing the Salesforce integration
Now we can test the integration.
1. You'll need to have a Hopin event set up with at least one ticket created.
In your event on Hopin, open the Tickets tab in your event dashboard and find the ticket’s integration code. You can get the integration code by going to Registrations > Tickets.
Copy the link to the ticket and open it in a browser tab.
The end of the URL (after the =) is your integration code.
2. Go to Salesforce and create a new ticket under your 'ticket' object (in our example, the Campaign), and add the 'Integration Code' you just copied to the field that you created in your Salesforce object for the ticket integration code.
3. Create a new 'registration' in Salesforce (in our case, a Campaign Member).
4. Navigate back to your Hopin account, and the registration should be imported into the 'Magic Link Invites' page under 'People > Magic Link Invites'.
5. Return to Salesforce, and the magic link field that you created on your 'registration' object should be populated with the magic link:
6. You're now complete and ready to go!
Things to consider
Please note that in order for data to be updated from Salesforce to Hopin and back again, Salesforce has a few settings that need to be taken into consideration:
- 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
- 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.
- 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.
Feel free to reach out to us at firstname.lastname@example.org in case you have questions or need assistance.