Salesforce is available as an add-on in Premium plans and included in Enterprise plans. Take a look at our pricing page for more information.
Please note! WebinarGeek currently does not support connections with sandboxed SalesForce accounts.
Salesforce is a widely used system for inbound marketing and sales, offering a comprehensive CRM platform to manage products and customer interactions. This integration enables you to effectively follow up on leads and segment contacts, enhancing your overall sales and marketing efforts. Experience the combined power of WebinarGeek and Salesforce to optimize your webinar strategies and drive business growth!
How does Salesforce work with WebinarGeek?
Once you've connected your Salesforce account with WebinarGeek, the foundation is set, enabling you to leverage the following benefits:
1. Automatic registration and updates: All webinar registrations are seamlessly recorded or updated in your Salesforce CRM, ensuring that you capture relevant attendee information.
2. Tracking viewer behavior: WebinarGeek sends all viewer actions and engagement, such as poll responses, call-to-actions, questions, and evaluation forms, as events to Salesforce. This comprehensive data empowers you to gain insights into attendee behavior and tailor your follow-up strategies accordingly.
3. Custom properties for contacts: Contacts and leads are tracked as campaign members of campaigns which are created per broadcast. There you can see if they registered, unregistered, or watched the webinar. These properties can be leveraged to segment your contacts and personalize your communication based on their webinar engagement.
Campaign members created through the WebinarGeek integration have 3 statuses:
"Registered", "Watched", and "Unregistered"
"Registered" will be the Salesforce default status for the created campaign members; "Watched" will be the "hasResponded" status. If you have multiple "hasResponded" statuses already as part of your Salesforce default setup, we'll leave them untouched and just create a new "Watched" status alongside those.
If a subscriber unsubscribes after watching the webinar, the final status will be "Unregistered"
Each contact or lead is associated as a campaign member to a campaign. Campaigns are specific to broadcasts.
The integration works like this:
We first search for a contact by email address (if there are multiple we pick the one with the latest activity)
Then we search for a lead
A lead is created if nothing is found
Connect WebinarGeek with Salesforce
Click on 'Account' in the top right of your WebinarGeek page
Select 'Integrations'
Choose 'Salesforce' and click 'Connect'
If Salesforce connects successfully you will see a standard set of triggers. From this point onward the integration is up and running and data will be flowing for new subscribers. Feel free to modify or add triggers to fit your needs.
A Salesforce campaign will currently be created if none exists for any trigger. Each broadcast in a webinar will create a new campaign. 'Marketing User' needs to be enabled for the account that is used to create the integration. This setting can be found under 'Role' in 'Profile Settings' > 'My Personal Information' > 'Advanced User Details'.
Please note! After connecting to Salesforce WebinarGeek will create several invisible external ID fields in Salesforce with names like WebinarGeek_BroadcastId. This field should not be removed, or edited nor its permissions be changed if you intend to use WebinarGeek’s Salesforce integration. If you want to disconnect Salesforce from WebinarGeek permanently you can remove the field.
Permissions
WebinarGeek currently acts on behalf of the account's System Administrator role. For additional user-friendliness, we set up everything in the Salesforce accounts automatically using the ModifyMetadata permissions. We also require to read some organization data which requires the ViewAllData permissions. Please contact the support, in case you can't grant some of these permissions.
Additional set up
Once you connect your integration, by default we will enable all available triggers. In a nutshell, this means that you will have your attendee and viewer activity tracked on your contacts or leads as campaign members.
Thus all triggers will try to find contacts, find or create leads, and campaigns.
Some interaction triggers, like for example form submissions and quiz responses, will be tracked as Salesforce tasks on your contacts or leads. If you don't want tasks to be created, you can disable these triggers (see all available triggers and what they do in the triggers section below).
New registration
This trigger takes place when someone registers for a webinar. When it triggers, a campaign member will be created in Salesforce.
For the best experience, it's important that you set up your webinars in WebinarGeek in a way to generate the best data possible.
You need to keep the following in mind about the data transfer from WebinarGeek to Salesforce:
All general fields you add to the registration page are transferred to Salesforce if available.
If there is already a Salesforce contact or lead with the used email address and the subscriber enters existing information such as a phone number, this contact will have that data overwritten.
Keep in mind that Salesforce requires contacts to have a last name. If someone signs up for your webinar without submitting a last name, their last name will be set to a ‘-’ in Salesforce.
For leads, it is required that they have a last name and a company.
On the WebinarGeek side, it is required that your webinar prospects subscribe with a first name and email.
Given the requirements of the two platforms, it is recommended that you set up your webinar in a way to gets the best data possible:
Edit your webinar
Go to 'Registration' and then 'Registration fields'
Create general fields 'Surname' and 'Company' and make them required fields.
Please note! If you choose to add other general fields and make them required, then they will overwrite data in Salesforce if a lead or contact with that email exists. When optional fields are left empty by the subscriber, WebinarGeek does not overwrite them in Salesforce.
Broadcast canceled
This trigger takes place when you cancel a broadcast. When it triggers, the corresponding campaign in Salesforce will be set to ‘Aborted’.
Unsubscribed from webinar
If a subscriber unsubscribes after watching the webinar, the final status will be 'Unregistered'.
New viewer
'Watched' is flagged as 'hasResponded' in Salesforce.
The watched trigger will be triggered when someone watches a webinar. The trigger will change after the webinar has ended.
New quiz response
Creates a task in Salesforce.
New poll vote
Creates a task in Salesforce.
New call to action
Creates a task in Salesforce.
New evaluation form
Creates a task in Salesforce.
New webinar question
Creates a task in Salesforce.
Assessment successful
Creates a task in Salesforce.
Finding your webinars in Salesforce
Go to the 'Campaigns' tab in Salesforce
Set the list to 'Recently Viewed'
A campaign will be made in Salesforce as soon as your webinar receives its first subscriber. The campaign will have the ‘Planned’ status unless you change it manually.
Should you cancel a broadcast, the webinar will be added to Salesforce as a campaign with the ‘Aborted’ status.
Finding your subscribers in Salesforce
All subscribers:
Go to the 'Leads' tab in Salesforce
Select the subscriber you want to view the information of
Per webinar:
Go to the 'Campaigns' tab in Salesforce
Select the webinar you want to view the subscribers for
Scroll down to 'Campaign members' and click 'View all'
Select the subscriber you want to view the information of
The campaign history shows you all the webinars that the contact has ever signed up for.
Salesforce Marketing Cloud and Pardot
Use 'Campaign Member Statuses' to automatically segment based on webinar data such as webinar registrations, viewers, and no shows. This allows you to create segmentation lists and reports in Marketing Cloud or Pardot for example.
Pardot and marketing automations
Use Leads, Contacts, and Campaigns to sync webinar data with Pardot Prospect Records, Pardot Automation Rules, Dynamic Lists, and more.
Please note! Webinar data within Salesforce is logged as Lead/Contact Campaign History rather than Prospect Activity. This is separate from Engagement History.
You can also use our direct Salesforce Integration to sync your webinar data with Salesforce Marketing Cloud and more.