What is in this article?


This article describes the integration possibilities of the CRM and marketing tool Pardot at STREAMBOXY. 

STREAMBOXY offers you an interface to integrate CRM and event-marketing tools - directly into your event or invitation management. 




What does the STREAMBOXY-Pardot integration offer?

Control registrations and participant communication centrally from Pardot. Benefit from usage data to address and score shows and no-shows individually.


The STREAMBOXY-Pardot integration currently offers the following features:


  • Synchronize event registrations from Pardot to STREAMBOXY.
  • Write back the show / no show status from STREAMBOXY to Pardot







Requirements for the integration

The following points are required for a STREAMBOXY-Pardot integration: 


  • Existing Pardot environment with Salesforce connection with permissions to Prospects and Lists
  • A STREAMBOXY Tenant wit valid Subscription and Tenant Admin permissions




Setup & Configuration

The setup and configuration forms the basis for all interactions between a Streamboxy client and Pardot. Therefore, the following section will describe how to connect Pardot to STREAMBOXY. 


Connect Pardot with STREAMBOXY


Step 1 -  Navigate to the Integrations section of STREAMBOXY

In the Tenant settings in the STREAMBOXY Backstage, click on "Integrations" in the left navigation bar. In this tab, all platforms that are currently possible to integrate are listed - including Pardot. 


integrations overview



Step 2 - Connect with Pardot

To connect Pardot with STREAMBOXY, click on the orange button "Configure" to the right of the Pardot symbol. 

A new window will open where you can connect STREAMBOXY with the Pardot integration. To do this, click on the button "Connect to Pardot". 

Before connecting to Pardot, the status (in grey) is set to "Not connected to Pardot". The settings are only taken into account after the connection. 





Step 3 - Log in to Salesforce

By clicking on the button "Connect to Pardot", a Salesforce window opens in which you can select your existing account or log in with your user name and password. After entering your data, click on "Log in". 





Step 4 - Granting permissions for STREAMBOXY Pardot

After you have logged in to Salesforce, you still need to grant permissions for STREAMBOXY-Pardot to establish a secure data connection. Press "Allow" to grant the permissions. 

The STREAMBOXY-Pardot integration will run in the context of the user who granted the permissions. 





Step 5 - STREAMBOXY is now connected to Pardot

After you have granted the permissions, STREAMBOXY is connected to Pardot. The status (in grey) is now set to "Connected to Pardot". If you want to disconnect, you can click on the button "Disconnect from Pardot" at any time. 



Settings

After Pardot has been connected to STREAMBOXY, you can now edit the settings and activate and deactivate various synchronisation functions. 

Check the respective boxes and configure the desired synchronisation mechanism.

Please note that the first tick must be set if the second or third box is to be ticked. 


Synchronizing Pardot prospects with STREAMBOXY events.

When checked, Pardot lists can be mapped to STREAMBOXY Events.

Any prospect added to a STREAMBOXY mapped Pardot list will be added as STREAMBOXY User and assigned to the event. 

Also, a personalized event link is written back to Pardot.


Create Pardot Attendance Lists (Show / No Show)

When checked, Pardot mapped STREAMBOXY Events will create additional Lists with the Naming Schema "<Original Listname> Show" and "<Original Listname> No Show" once the event will be set to Ended.

These lists can be used for segmentation and targeted communication within Pardot.


Create Show/ No Show as external activities in Pardot

This feature is currently on our roadmap


Pardot Business Unit

The Pardot Business Unit ID is required for synchronisation to work. 

To find the Pardot Business Unit ID, use the setup in Salesforce. 

If you do not have access to the Pardot Account Setup information, ask your Salesforce administrator to provide you with the Pardot Business Unit ID. 


In Setup, enter "Pardot Account Setup" in the Quick Find field. 




Your Pardot Business Unit ID starts with "0Uv" and is 18 characters long.





Pardot Field Name for User SSO Link

The Pardot field name is the name of the field in the Pardot prospect where STREAMBOXY writes back a Single Sign On URL for prospects that have been synchronised with STREAMBOXY. 

You can use this field to send emails with direct links to the event the client has signed up for.

This can either be a standard field or a custom field. Instructions on how to create a custom field can be found here.




To save the settings, click on the "Save" button.


How to use the integration


Synchronization of a Pardot List to a STREAMBOXY Event


Step 1 - Create a list in Pardot

Create a list for your event in Pardot. It is mandatory to fill in the name and the folder where the list should be saved. To finally create the list, click on the button "Create list" at the bottom right.

The list is then the place where you enter all your Prospects who should participate in the STREAMBOXY event.




Step 2 - Create an event in the STREAMBOXY Backstage

Create an event in the STREAMBOXY Backstage. You can find more information about creating an event here. 



Step 3 - Inserting the Pardot list into the event

In the event settings, click on "Custom Properties" in the left navigation bar. Here you can now enter the name of the list in the custom property "Pardot List Name". Please note that the name must not contain any spaces.

By entering the name, the Pardot list is connected to the STREAMBOXY event.


In this screenshot, the name of the Pardot list is "SBXYPardotTest".


Step 4 - New prospects are now being synced every five minutes

When the synchronization of Prospects to STREAMBOXY is enabled, Pardot list memberships of assigned STREAMBOXY events are synchronised with STREAMBOXY. 


For each Pardot list membership the following actions are executed:

  1. If the STREAMBOXY user does not exist, a new user is created 
  2. For each STREAMBOXY User a Access Link will be written back to the configured field of the Pardot prospect
    • If a User has access to multiple events, STREAMBOXY show a selection page where the user can choose the desired Event
    • STREAMBOXY will show the current event first
  3. The user will be added to the mapped Event.




Write Back Show/ No Show data from STREAMBOXY to Pardot

Learn how to automatically create Pardot attendance lists.


Step 1 - End the STREAMBOXY event

In order to create Pardot attendance lists, the main (lobby) session must be ended beforehand. More details about this can be found here.

STREAMBOXY synchronises the participant statistics of ended Events directly after the state Changed to Ended.



Step 2 - Using the lists in Pardot

After you have finished the session/event, two lists are automatically created in Pardot with "Show" and "NoShow". 

These lists contain the participants who were present at the event (Show list) and the participants who were absent (NoShow list). 

Both lists are in the same folder as the original list which was used to synchronize the prospects.


The naming scheme is as follows: 

<EventName> Show

<EventName> No Show


 





Optional - Repeat Show / No Show Sync

If you want to repeat the sync, set the custom property "PardotIntegrationAttendanceProcessingState" from "Success" back to "Pending". 

The list data will be updated again.



Current Limitations

  • If the "Show" or "No Show" list is deleted, synchronisation will fail.
  • The Show & No-Show data is written once at the end of the event. Synchronisation can be restarted by deleting the user-defined property "PardotIntegrationAttendanceProcessingState".