Salesforce Integration

Real-Time Campaign Sync

Check in a guest. Salesforce updates.

RSVP and attendance data flows to Campaign Members as it happens. No exports.

First-Party Data Back to CRM

Registration cleans your records.

When guests update their company or title at registration, those changes push to Salesforce.

Custom Object Support

Works with your Salesforce setup.

Standard Campaigns or custom objects like Events or Functions.

How the Integration Works

Gatsby captures event data at the door and pushes clean records back to Salesforce. Your CRM stays the source of truth for contacts. Gatsby is the staging area for event execution.

The integration pushes event participation UP to Salesforce. It does not pull contact enrichment DOWN. If you need Salesforce data in your guest list (company, title, custom fields), export a CSV from Salesforce and import it into Gatsby. The integration handles RSVP status, attendance, and Campaign Member management automatically.

RSVP and Attendance

Two custom fields sync automatically to Salesforce Campaign Members.

RSVP Status

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Invitation responses sync to the RSVP Status field on Campaign Members.

Values: None, Invited, Declined, Accepted, Waitlist, Maybe

When a guest responds to your invitation, their status updates in Salesforce. No manual entry. No batch exports.

Attendance Status

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Check-in data syncs to the Attendance Status field on Campaign Members.

Values: N/A, Yes, No Show

This is your ground truth for who actually showed up. When your team checks in a guest at the event, Salesforce updates immediately.

Campaign Member Sync

Adding or removing guests in Gatsby updates Campaign Member lists in Salesforce. The reverse works too. Add someone to a Salesforce Campaign, and they appear in the Gatsby guest list.

When Gatsby sends data to Salesforce, it matches on email address. If a Contact or Lead with that email already exists, the integration updates that record instead of creating a new one. No duplicates.

First-Party Data Updates

Event registration captures fresh contact data. When guests update their company or title during registration, those changes can sync back to their Salesforce Contact record. This is first-party data from the guest, not a third-party enrichment database.

Configure which Gatsby fields map to which Salesforce fields in Team Settings > Linked Services > Salesforce after completing the initial connection.

Sync Directions

Each mapped field has a sync direction that controls how data moves between systems.

Sync (Bidirectional)

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Data flows both directions. Last update wins.

If a guest updates their title during registration, Salesforce gets the new title. If your team updates it in Salesforce, Gatsby gets the change.

Best for: Contact information like company and job title where either system might have fresher data.

Watch out: Conflicting updates within seconds. The last one processed wins.

Enrich (Fill Blanks Only)

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Only fills in empty fields. Never overwrites existing data.

If Salesforce has a guest’s job title but Gatsby doesn’t, Gatsby gets the title. If both systems have a value, neither changes.

Best for: Supplementary data you want to share without risking overwrites. Phone numbers, secondary emails.

One-Way (Gatsby to Salesforce)

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Data flows from Gatsby to Salesforce only.

RSVP and attendance data should use this direction. Gatsby manages event execution. Salesforce receives the results.

Best for: Event-specific data like RSVP status and attendance that originates in Gatsby and should flow to your CRM.

Connecting the Integration

Setup requires configuration in both Salesforce and Gatsby. Two requirements trip up most first attempts: the Marketing User checkbox on the connecting user’s profile and Change Data Capture enabled for specific objects. Missing either causes silent failures.

Prerequisites

Check these before attempting the connection.

Marketing User checkbox

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The Salesforce user connecting the integration must have Marketing User checked on their profile. This is not enabled by default. Your Salesforce admin must enable it.

Without this checkbox, campaign-related API calls fail silently. You’ll complete the OAuth flow successfully, but nothing will sync.

Change Data Capture

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In Salesforce Setup, Change Data Capture must be enabled for Campaign, Campaign Member, and Contact objects. This is how Salesforce notifies Gatsby of changes.

Search “Change Data Capture” in Setup. Move the three objects from Available Entities to Selected Entities. Save.

Initial Setup

1. Go to Team Settings > Linked Services > Salesforce in Gatsby.

2. Click Connect Salesforce.

3. Enter your Salesforce Login URL:

   • Production: https://login.salesforce.com
   • Sandbox: https://test.salesforce.com

4. Authenticate with a user that has Marketing User enabled.

5. Authorize Gatsby to access Salesforce.

The Salesforce integration requires an additional subscription. Contact us on Slack or email for pricing details.

Field Configuration

Create custom fields in Salesforce, then map them in Gatsby.

Creating the RSVP Status field

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1. Go to Setup > Object Manager > Campaign Member > Fields and Relationships.

2. Click New.

3. Configure the field:

   • Field Label: RSVP Status
   • Type: Picklist
   • API Name: RSVPStatus
   • Values: None, Invited, Declined, Accepted, Waitlist, Maybe
   • Visibility: On for everyone (unless IT specifies otherwise)

4. Save.

Creating the Attendance Status field

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1. Same location: Campaign Member > Fields and Relationships.

2. Click New.

3. Configure the field:

   • Field Label: Attendance Status
   • Type: Picklist
   • API Name: Attendance_Status
   • Values: N/A, Yes, No Show
   • Visibility: On for everyone

4. Save.

Enabling Change Data Capture

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1. In Salesforce Setup, search “Change Data Capture”.

2. Move Campaign, Campaign Member, and Contact from Available Entities to Selected Entities.

3. Save.

Mapping fields in Gatsby

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1. Return to Team Settings > Linked Services > Salesforce.

2. Map each Gatsby field to its Salesforce counterpart.

3. Select sync direction for each field.

4. Save.

Configuring the fallback account

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When Gatsby creates a new Contact in Salesforce, it needs an Account to associate with. The fallback account handles cases where Gatsby can’t match a guest to an existing Account.

1. In Team Settings > Linked Services > Salesforce, find Fallback Account.

2. Select an existing Salesforce Account or create a generic one like “Event Registrations” or “Gatsby Contacts.”

3. Save.

New contacts without a matching Account get assigned to this fallback. Your team can reassign them later in Salesforce.

Create the RSVP Status picklist on Campaign Member

Enable Change Data Capture for the required objects

Linking Events to Campaigns

Each Gatsby event connects to a Salesforce Campaign. Guests become Campaign Members. RSVP and attendance data syncs to their Campaign Member record.

Connecting to an existing campaign

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1. Open your event in Gatsby.

2. Go to Event Details (the settings panel).

3. Select a Salesforce Campaign from the dropdown.

4. Save.

Creating a new campaign from Gatsby

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1. In Event Details, click Create New instead of selecting an existing campaign.

2. Name the campaign.

3. Optionally select a parent campaign.

4. Save. The campaign creates in Salesforce automatically.

Changing the connected campaign

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Edit Event Details, select a different campaign from the dropdown, and save. Future syncs go to the new campaign.

Custom objects (not standard Campaigns)

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If your Salesforce org uses custom objects like “Events” or “Functions” instead of standard Campaigns, the integration works with those too. Contact support to configure custom object mapping.

Common Questions

Is this a two-way sync?

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Partial. RSVP and attendance data flows from Gatsby to Salesforce. Campaign Member additions and removals sync both directions. Contact enrichment from Salesforce does not automatically pull into Gatsby.

Can I customize the picklist values?

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Yes. After creating the fields per the setup instructions, you can modify display values to match your terminology. Keep the API names consistent for the integration to work.

When does data sync?

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Immediately. No batch process. No manual sync button. Check in a guest, and Salesforce updates in real-time.

Can I connect sandbox environments?

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Yes. Use https://test.salesforce.com as your login URL during setup.

What are the requirements?

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• Marketing User checkbox enabled on the connecting user
• Change Data Capture enabled for Campaign, Campaign Member, and Contact
• Custom picklist fields for RSVP Status and Attendance Status
• Gatsby add-on subscription