Product: Omatic Cloud

Description: This solution presents instructions on importing event registrations into BBCRM

Environment: BBCRM

Answer:


The BBCRM data source destination supports importing event registrations and, if applicable, payments for the event registrations.



TABLE OF CONTENTS


Object: Constituent / Event Registration

The "Constituent / Event Registration" object maps to an event registration record in BBCRM for the "Constituent" object the event registration object is nested under.  Important fields, along with a description of their behavior, are called out below.


FieldDescription
Add registration?
  • If this value resolves to "True" or "Yes", a registration using the mapped data will be created in BBCRM.  
  • If this value resolves to "False" or "No", all further "Constituent / Event Registration" and "Constituent / Event Registration / Guest" fields will be ignored and a new event registration record will not be created in BBCRM.
Event lookup ID
  • Indicates the BBCRM event by event lookup ID the registration should be associated with.  
  • When creating a new event registration, either an "Event lookup ID", "Event name", or "Guest of registrant lookup ID" value must be provided.
  • If both "Event lookup ID" and "Event name" are provided, "Event lookup ID" takes precedence.
Event name
  • Indicates the BBCRM event name the registration should be associated with.  
  • See "Event lookup ID" for additional detail.
Registrant lookup ID
  • Overrides the default "Registrant lookup ID", which is visible from the "Registrant Page" within BBCRM.  
  • Value should uniquely identify the registrant's record among all system-wide BBCRM registrant records.
  • Providing a value for "Registrant lookup ID" can provide the following benefits:
    • Since BBCRM enforces a system-wide unique value for registrants (e.g. evreg-1000303), setting this value to the source system's unique registrant identifier prevents duplicate registrations from being imported.
    • If guest registrants will be imported as separate rows and associated with this event registration, the guest registrant records can populate the "Guest of registrant lookup ID" field with the "Registrant lookup ID" value, allowing a later record to be associated as a guest of an existing record.  For example, if Bob is a guest of Alice, Alice's registrant record can be imported with "Registrant lookup ID" value "112233" and Bob's registrant record can be imported with "Guest of registrant lookup ID" value "112233", creating Bob's record as a guest of Alice's.
Registration option
  • Maps to the name for the BBCRM "Registration option" found on the "Options" tab on the event page in BBCRM.
Guest of registrant lookup ID
  • Per description associated with the "Registrant lookup ID" field, if this value is provided, the incoming event registration record will be created as a guest of the existing BBCRM event registration, identified by the value in this field.




Object: Constituent / Event Registration / Guest

The "Constituent / Event Registration" object maps to an event registration record in BBCRM for the "Constituent" object the event registration object is nested under.  Important fields, along with a description of their behavior, are called out below.


FieldDescription
Add guest to registration?
  • If this value resolves to "True" or "Yes", either by using a "Defined" field or by using a field mapping that provides a True/Yes value, a registration record using the mapped data will be created as a guest registrant of the parent "Constituent / Event Registration" record, in BBCRM.  
  • If this value resolves to "False" or "No", all further "Constituent / Event Registration / Guest" fields will be ignored and a new guest registration record will not be created in BBCRM.
Constituent lookup ID
  • Indicates the constituent record to associate the guest registration record with.  
  • One of the following fields must be true when creating a guest registration record:
    • "Constituent lookup ID" must be provided and resolve to an existing constituent record.
    • "Constituent alternate lookup ID type" AND "Constituent alternate lookup ID" must be provided and resolve to an existing constituent record
    • "Add as 'Unnamed guest'?" must resolve to "True" or "Yes", indicating the constituent record isn't known and that a generic "Unnamed guest" record should be used.
Constituent alternate lookup ID type
  • Indicates type of alternate lookup ID to use for identifying the existing constituent record to associate with the guest registration.
  • See "Constituent lookup ID" description for more detail.
Constituent alternate lookup ID
  • Indicates type of alternate lookup value to use for identifying the existing constituent record to associate with the guest registration.
  • See "Constituent lookup ID" description for more detail.
Add as 'Unnamed guest'?
  • Indicates the specific constituent record is unknown or does not exist in BBCRM and that the generic BBCRM 'Unnamed guest' record should be associated with the guest registration. 
  • See "Constituent lookup ID" description for more detail.
Registrant lookup ID
  • Overrides the default "Registrant lookup ID", visible from the "Registrant Page" for the guest registration within BBCRM.  
  • Value should uniquely identify the registrant's record among all BBCRM registrant records.
  • See "Registrant lookup ID" field description under "Constituent / Event Registration" for more detail.
Registration option
  • Maps to the name for the BBCRM "Registration option" found on the "Options" tab on the event page in BBCRM.



Object: Revenue / Payment / Event Registration

Payment Application Logic

The logic for determining which event registration to apply payment to is as-follows:


  1. If "Event registration lookup ID" is provided and references an existing BBCRM event registration with a balance, the payment will be applied to the referenced event registration.
  2. If an event registration is included on the same incoming data in the "Constituent / Event Registration" fields, the payment will be applied to this event registration.
  3. If the constituent on the incoming data in the "Constituent" fields is matched to an existing constituent and the existing constituent has a single event registration balance with the same amount as the payment, the payment is applied to that event registration.


FieldDescription
Add registration payment?
  • If this value resolves to "True" or "Yes", either by using a "Defined" field or by using a field mapping that provides a True/Yes value, an event registration payment record will be created using the mapped data will be created.  
  • If this value resolves to "False" or "No", all further "Revenue / Payment / Event Registration" and "Revenue / Payment / Event Registration / Recognition" fields will be ignored and a new event registration payment record will not be created in BBCRM.
Event registration lookup ID
Amount
  • Amount to apply to the event registration balance.