How It Works
The GiveSmart Events Salesforce Connector is an "on demand" API sync, which can sync any settled transactions to your Salesforce instance as Opportunities.
Once the connector is installed and configured, you will be able to execute a bulk sync of transactions and contacts from any GiveSmart Event Site.
The GiveSmart Events Salesforce Connector is a lightweight solution which you can run after your Event is closed and reconciled. When a sync is requested, the connector will:
- Create new Opportunities for settled GiveSmart Events transactions
- Match to existing Contacts by Phone or Email
- Create new Contacts if there is no match is detected
- Sync transactions to a new or existing Salesforce Campaign based on the GS Event Site Name
Getting Started
If you have the GiveSmart Events Salesforce Connector included in your plan, simply contact your GiveSmart Customer Success Manager. They will notify the integrations team, who will then get in touch with your designated point of contact to guide you through the next steps.
Otherwise, contact your Customer Success Manager for more information on how to add support for the GiveSmart Events Salesforce Connector to your current plan.
How to Run a Sync
To run a sync, navigate to the On-Demand Sync tab.
Use the calendar to adjust the Requested Start Date and End Date.
Select "Request from API". Most transaction sync jobs take about a minute to complete.
Note: The Request from API option will initiate a new sync job to pick up any settled monetary transactions within the date range you specify. Just be sure to only click this button once (avoid double-clicking).
Mapping Editor
The Global Form is the primary (default) mapping template, and likely the only template you will need. The Global Form's settings applies to all transactions synced from GiveSmart Events.
Campaign Mapping
When transactions sync to Salesforce and the Event Site name matches to a Campaign's name in Salesforce, the transactions will sync to that existing Salesforce Campaign. If a name match is not found (or does not match exactly), then a new Salesforce Campaign will be created.
The SFDC Campaign mapping is based on the exact name of your GiveSmart Event Site, as shown in your Org Hub.
The Event Site Name can be edited from the Site Settings in GiveSmart.
**Do not adjust your Event Site name in GiveSmart after transactions have been processed to avoid a duplicate Campaign created in Salesforce.
In the Global Form mapping, the Matching Criteria at the bottom is already set to match to the Salesforce Campaign object by Name.
TIP: Include the year in your Event Site name if the campaign recurs on a yearly basis (e.g. "Annual Campaign 2025", "2025 Golf Event") so a new Salesforce Campaign will be created.
Testing the Sync
Prior to running a sync, you may want to test the sync using a real transaction to confirm data can be successfully retrieved from GiveSmart and allow the new Opportunity to be created in Salesforce.
TIP: Prior to executing a bulk sync of transactions, create a Sandbox environment in Salesforce to allow you to test the sync before running the full sync in Production.
There is no test credit card option for GiveSmart. The Salesforce sync can only be tested with eligible monetary donations (minimum $1) submitted through a GiveSmart Event Site.
If you do not have any settled donations in your account to sync yet, you may enter a small donation through your Event Site. This would need to be a true monetary donation paid by credit card, for example. Once the payment has fully settled (often after 1 day), it is eligible to sync to Salesforce.
Use the On-Demand Sync controls as described above to choose the transaction date and request the data.
Resync a Transaction
If you're looking to test the sync using a transaction that's previously synced, you can manually adjust the transaction's sync status to "Unprocessed" so you can reprocess a single transaction for testing purposes.
To do so, first, head to the Transactions tab.
From the transactions report, select the GiveSmart Events Transaction Name for the transaction you'd like to re-sync/test with.
From this page, edit the Sync Status field from Complete to Unprocessed > Save:
Reprocess Transactions
After updating the Sync Status field on the transaction detail page, navigate to the On-Demand Sync tab where you should see the transaction appear in the Unprocessed/Failed queue ready to be actioned.
Select "Process GiveSmart Events Transactions" at the top to re-run the transaction. **Be careful not to double-click this button.
Note: This will create a new Opportunity linked in the Transaction Detail, where you can observe if the changes took effect. You may locate and delete the original Opportunity, if needed.
Troubleshooting Failed Transactions
After executing a sync from the On-Demand Sync tab, it's possible transactions may return a Sync Status of "Failed".
To view the error message, click on the GiveSmart Events Transaction ID, which will bring you to the Transaction Detail page. Select the Related tab at the top.
The most recent Sync Log will be at the top. Click the Log ID to open up the detail.
Observe the error message displayed under Error Log. If the Salesforce error is unclear, copy the content of the Error Log and provide this to Support when opening a case for next steps.
FAQs
What type of information is included in the sync?
Only monetary transactions paid through GiveSmart Events are synced. This includes transactions submitted from a user (self checkout) or by an Admin.
Will non-payment data sync?
No - Information that is not associated with a monetary transaction is not eligible to be synced. This means that payments paid via check, pledge, or with a 100% off discount code will not be synced.
What about orders partially paid by credit card?
- Orders that are partially paid by credit card (or digital wallet) with the rest paid by cash or check will sync with the Total Paid amount.
- Orders that are paid ONLY by cash/check/other/pledge will NOT be synced.
How does the integration handle Contact matching?
The contact matching is done by phone number and email address. If no phone or email match is found, a new Contact will be created. The fields noted under Matching Criteria are what the integration will look at to find a contact match. You are not able to define “and/or” logic or use fuzzy matching within the app at this time.
Will any data get overwritten?
In the Global Form Mapping, if the "exclude on matching" box is checked next to any field mapping, this means that the integration will *not* update/overwrite this field when a contact match is found. This is recommended and checked by default for key contact fields such as First and Last Name.
Are custom questions or fields from my Order Forms able to be mapped?
- At this time, the integration does not support mapping custom fields created in GiveSmart to Salesforce.
What User Permissions are required to access and use the integration app in Salesforce?
- The Salesforce/GiveSmart connector app requires Salesforce Admin privileges. Users without full Admin privileges in Salesforce may not be able to view or access all components of the integration app. Reach out to your Salesforce Administrator for further assistance obtaining the appropriate permissions.
Does the GiveSmart user created for the installation need to remain active in Salesforce?
Once the installation is complete, if needed, you may deactivate the Salesforce user created for GiveSmart. If you need support with troubleshooting a sync in the future, we may kindly ask for the admin user to be reactivated.
What Salesforce objects does the integration map to?
The integration maps to the SDFC Opportunity and Contact object. If you are utilizing Salesforce’s NPSP (Nonprofit Success Pack), new Account and Payment objects will get created for new opportunities, depending on your NPSP Settings.
Where can I find a report of all synced transactions?
In the Salesforce app head to the tab titled “GiveSmart Transactions.” Here you can sort by “All” to return all transactions retrieved from GiveSmart Events with their Sync Status, Date, Name, Opportunity, and other details.
Why are my transactions not syncing?
- If payments were captured in the last few days, it's possible they haven't reach full settlement. The integration can only sync transactions that have reached a Billing Status of “settled”. Since settlement is dependent on the card-issuing bank, transactions it often takes 1-3 days from initial payment to be sync-ready.
- If 3+ days have passed since the transaction was captured and it has not synced to Salesforce, you may reach out to Support for further assistance.