Managing Prospects from Splash
Prospects are one of the core elements of Pardot, functioning as the primary way to store data about people who have interacted with your marketing campaigns. Typical stored data includes a Prospect’s First Name, Last Name, Email, Company, Phone Number, etc.
With this integration, those with integration admin privileges can map fields from Splash event registration and survey forms to automatically create or update Pardot Prospects, associating them with a campaign where appropriate.
We recommend this integration be set up at an organization-wide level, but it is possible to configure at the event- and theme-level as well.
Learn more about the Salesforce Pardot Prospects and Form Handler integrations in the video below.
How to Create a New Integration
To get started, you'll need to log in to your Splash account.
1. On your Events Dashboard, mouse up to your user account icon, and click it to open the dropdown.
2. Choose the Account Info Info option.
3. This screen lets you manage all of the information on your account. From the tabs at the top, select Integrations.
4. All of your integration configurations are listed here on this page. To create a new configuration, click the New Integration button.
5. This opens a menu with all of the available integrations. Scroll down slightly to find Salesforce Pardot Prospects.
6. When you first create this config you will be asked to sign in to Pardot. Enter your credentials in the window that pops up.
Note: In the User Key field, paste the key you retrieved earlier from your Pardot instance.
After signing in, you will be returned to the integrations page and your new config will be opened, ready to be set up! There are a few core options to fill out which will determine how this config will behave.
1. The first step is to choose a name for it. Click on the open field and type a descriptive name. For the demo, we’ve called ours “Splash Event Guest to Pardot Prospects.”
2. Next, you will need to select a trigger for this config. Click on the dropdown and choose Attendee.
3. Finally, an action to fire the config must be picked. In the dropdown, choose “RSVP Yes.” This means that whenever an attendee RSVPs as attending an event, this integration will be activated.
Note: This dropdown is a multiple-select, allowing for several activities to potentially activate it. Keep this in mind when altering this field.
4. The next box deals with additional integration settings. There are presently two options here. The first is for choosing whether to update existing prospects or create new ones each time. Here, we’re leaving this at the default: Update existing prospect if exists.
5. The second option is a dropdown for associating these prospects with campaigns. It will automatically import a list of your existing Pardot campaigns to choose from.
Note: There are several use cases when creating a new prospect for each RSVP might be desirable, so this option has been included.
Next, the fields for each new record object must be mapped. Each of the fields created here will directly correspond to one of the fields in the Pardot Prospect record. Mapping a field is simple! Just follow these steps.
1. First, the Splash object must be specified to pull data from.
2. Then, a Splash field in that object is chosen. This is the data that will be sent to Salesforce Pardot.
3. Last, a remote field must be chosen. Clicking on the dropdown opens a list of available fields for prospects.
Note: The first field for prospects must always map the email address.
4. When the field is properly mapped, a new one can be added by clicking the “Add a Field” button below the last mapped field.
For the purposes of this guide, there are five mappings.
To map a field such as the first name:
1. Choose “Contact” as the Splash Object.
2. The Splash Field is then set to “First Name.”
3. For Remote Field, open the dropdown and look for the name of the corresponding field. For this example, it’s “first_name.”
Note: You can search the dropdown list by typing in the field.
4. Repeat this process for each field until all of the relevant ones are mapped.
Note: to remove a field, click the minus symbol to the right of the field mapping.
The last thing you need to do here is to turn the config on and save it.
To turn it on, simply scroll up to the top of the config and toggle the “On/Off” switch.
Then, back at the bottom of the config, click Save.
Creating a Sample RSVP
Now that the configuration has been set up, you can test it to make sure it is working properly. The first step is to make a sample event for this test.
1. First, return to your Events Dashboard.
2. Click on Create Event.
3. Fill out the form for the event. For this guide, some sample information has been entered.
Note: The event URL for the event must be unique!
4. Then, select a theme for the event, and create the event page as desired.
For this configuration to work as desired, you will need to gather additional information on the company and job title of the guest. By default this is not available, but it can be quickly added.
1. Click on the Form tab.
2. This opens the RSVP form for the event. Simply click the “Add a question” button.
3. This opens a pop-up of options for additional questions. From this list, pick Job Title.
4. After doing this, the new question will appear on your RSVP forms. Repeat this process for the company field by adding another question.
This time, choose the Company option.
5. Click Save.
With the form properly configured, you can now RSVP as a guest to test the integration:
1. Click on the eye icon to view this event as a guest.
2. Click the RSVP button (Sign Me Up in this example) and fill out the form.
Note: this will send an email to the entered address, so be careful with which one you choose!
3. Finally, click Submit!
Verifying in Splash and Pardot
In order to see if the configuration was properly activated with the activity log:
1. Return to the integrations screen in your account info page. Open your integration back up by clicking on it.
2. At the bottom of the integration, find the Activity Log button and click on it.
3. The dialog that pops up will show a list of all the activity in that config. This one shows the recent guest RSVP. Clicking on Show Details will open up more information about that activity.
Note: Sometimes the request queue can get backlogged. It may take several minutes for the integration to fire.
4. The window now displays the HTTP request sent to Pardot.
5. If you scroll down to the bottom, you can see a successful 200 code.
Now you can check to see if Pardot successfully received the information:
1. Starting in your Pardot instance, use the search bar at the top to search for the Prospect you used to RSVP.
2. Clicking on that Prospect opens up their record in Pardot. If you scroll through the entry, you should see that both the Company and Job Title fields have been filled out with the information entered.
To find out how you can use Pardot form handlers to track the attendee status of prospects, check out the next chapter of the guide here!