Before you start
• Your Salesforce account is connected. See How to Connect Your Salesforce Account to zkipster.
• Your Event Permission Scheme includes the Salesforce Integration permission, under advanced settings. It is included in the Administrator scheme.
• Your event and guest list exist in zkipster.
• The people you want to invite are members of a Campaign in Salesforce. You cannot import Contacts or Leads that are not in a Campaign.
Pro Tip: build and clean your Campaign in Salesforce first, then import it when the list is ready. You can import again later to add new members or refresh details.
Step 1: Choose the Campaign
1. Open your event and go to the guest list you want to import into, or to All Guests.
2. Click Add Guests and select Import from Salesforce.
3. Select the Campaign. You can search by name.
The list shows all Campaigns in your Salesforce account, active and inactive. Campaigns with a start date show the date and are sorted from future to past, like your events. Campaigns without a date appear after them, sorted alphabetically.
Step 2: Choose which members to import
Choose one of the two options:
• Import all: imports every member of the Campaign.
• Filter by Campaign Member Status: imports only members with the statuses you select, for example Sent but not Responded. The list shows the statuses used in that Campaign.
zkipster then shows how many Campaign Members will be imported.
Step 3: Choose the guest status
Select one guest status for all the imported guests: Unconfirmed (the default), Confirmed or Declined. This step does not appear if your event does not use RSVP.
• The Salesforce Campaign Member Status cannot be mapped to the guest status.
• When you import the same Campaign again, guests who are already on the list keep their current status.
Pro Tip: to see each guest’s Salesforce status in zkipster, map Campaign Member Status to a custom guest field in Step 4.
Step 4: Map Salesforce fields to guest fields
The matching screen lists Salesforce fields on the left and your zkipster guest fields on the right. Use the search and the object dropdown to find fields quickly.
Fields are grouped by the Salesforce object they come from:
Group | What it contains | When to use it |
Campaign Member | Fields shared by Leads and Contacts, such as first name, last name and company | For data you want on every guest |
Contact | Contact fields, plus the linked Account fields such as Account Name | For data that only exists on Contacts |
Lead | Lead fields | For data that only exists on Leads |
Please note: a field mapped from the Contact group is only filled for guests who are Contacts in Salesforce. Leads imported in the same run will have that guest field empty. To fill a field for everyone, map it from the Campaign Member group.
Last Name is always mapped and cannot be removed. zkipster needs a first or last name for every guest, and Salesforce requires a last name on every Lead and Contact, so this guarantees every import can go through.
Pro Tip: to bring in the company, map the Campaign Member field Company or Account to Organization. It fills for members that are Leads and for members that are Contacts.
Your mapping is saved to your zkipster user, so the next time you import from Salesforce, the same mapping loads automatically. Other users in your account keep their own mapping.
Step 5: Add guests and handle previous imports
1. If the guest list already has guests, zkipster asks Replace Existing Guests? Choose whether to add the imported guests to the existing ones, or replace them.
Please note: replacing deletes every guest on the list, including guests added manually or from a file. zkipster asks you to confirm twice before it runs.
2. If some Campaign Members were imported before, zkipster detects them and asks what to do:
– Create and update: adds new members and updates the details of guests already imported.
Please note: updated guests take the current Salesforce value for every mapped field. If a mapped field is empty in Salesforce, it is cleared in zkipster. If your team edits guest details in zkipster, choose Create only, or remove those fields from the mapping before importing.
– Create only: adds new members and leaves existing guests unchanged. Recommended if you edit guests in zkipster.
Please note: zkipster recognises guests only by the Campaign Member they were imported from, never by name or email. Guests added manually or from a file are not matched, so importing a Campaign into a list that already has those people creates duplicates. Previously imported members are only detected on the guest list you import into.
3. Click Import.
What happens next
• The import runs in the background. A progress bar shows its status, and the guest list is locked until the import finishes, as with other imports.
• You receive an email with the results when the import is complete, or a separate email if there were errors.
• The import is recorded in the Salesforce Activity Log in Integration Hub.
• Each imported guest shows their Salesforce ID under their profile picture, so you can tell which guests came from Salesforce.
