Best Practices for Integrating with CVent

[Anonymous]

Hi,

I am looking for a best practices guide on Cvent and any caveats to know.

Thanks!

-Kait

[Amith_Nayanar]

Hi Kait,

Were you able to integrate Cvent with Marketo? If yes, how much it took for you to integrate both the systems?

Curious

Thanks

Amith

[Kim_Wieczner]

Hi Amith - once we resolved some questions, it was actually quite simple. Field mapping is straightforward (although country values cannot be changed so you may have to do some normalizing once in Marketo), and you can set it up using static lists (adds/removes) or campaign requests. Their integration support is actually quite helpful as well but let me know if you have any specific questions.

[Anonymous]

The integration appears to be one way - cvent to Marketo only, is that correct? We are having a lot of difficulty setting up the integration points that we want, for example, we want to sync through if someone is pending approval, but we've been told we have to approach our account manager for additional integration points.  Ideally we'd like to add people to the invitee list in Marketo and have them sync through to cvent but this doesn't seem to happen?

We don't want to add people via the Contact/Import facility as this isn't specific to an event.

Would appreciate advice on this -

Thanks,

Erica

[Stephanie_Sweet]

With the Marketo integration with Cvent, you are able to pull information from Marketo to pre-populate fields for your registrants that are found within your database. In addition, you can assign registration types based on fields you have in Marketo. You can create logic within Cvent to look at certain fields in a lead’s profile to assign registration type. Unfortunately if any activity does happen in Marketo, there is no trigger within Cvent to look at that activity to sync the data.

[Kim_Wieczner]

Thanks Christina! We would have our internal staff making the substitutions, but that still would cause a problem with the integration? Makes sense but might be hard to get our events folks to stop using that feature. Any additional insights/suggestions are welcome - thanks!

[Josh_Hill13 · Accepted solution]

They have pretty good docs on the integration. Just make sure you setup the right fields to sync back to Marketo. It's really up to you.

Just be careful to field block some fields ahead of time and be clear which fields can be overwritten from cvent.

[Kim_Wieczner]

Hi Josh - While Cvent has decent documentation on how to set it up from the Cvent side, I'm more looking for best practices when it comes to marketo program/list setup, or what you recommend for integration points. Can you suggest any resources for this? Also - do you know how substitutions register when it comes to triggering these integration points? Any help would be appreciated - thanks!

[Stephanie_Sweet]

Currently Cvent does not have an integration point specifically for when an invitee is substituted. In Cvent when a person is substituted their entire registration is taken over by the person who substituted. However, on the Marketo side there should not be any changes/updates to a lead’s information. If the substituted registrant is a new lead, when a triggered action is done a new lead will be created. For example, if Mary substituted John’s registration and Mary ended up cancelling and you have that integration point active, John’s lead information will not be touched by Cvent, Mary will either be created as a lead or her information will be updated.

In terms of best practices with the integration, it is recommend to have campaigns or lists for each of your integration points. This will help you organize your leads within Marketo, so you know which events people registered for and send emails based on those events in Marketo. In addition, if you are adding registrants to lists when they are registering, make sure to remove them from that list when they cancel.

[ChristinaZuniga]

Tell your event team to not allow substitutions because I found that overwrote parts of the marketo record in some cases. This is set up that they can block on their side and they can include wording on registration confirmation emails that say "for changes, reach out to <email address> directly".

[Anonymous]

Hi Josh, do you know if Cvent or Marketo would have these documents? I'm hoping to get a head-start on integration. Thank you.

[Anonymous]

Hi Jack,

Did you ever find anything?  We're integrating with Cvent and I'm looking for the same kind of documentation. 

[Stephanie_Sweet]

Cvent documentation here: Event Management Archives - Cvent | Developer Hub