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Marketo integration - Set up event programs

  • Updated

Turn on event-specific Marketo programs so each published Bevy event gets a Marketo event program. Registration sets program status to Registered; check-in sets it to Attended. A community admin prepares the folder and channel in Marketo, then completes the Marketo section under Settings → General.

Event programs use the Marketo REST API with the same client ID, client secret, and Munchkin account ID as membership tracking. For how this option fits with Munchkin and membership tracking, see Marketo integration - Introduction.

Before you start

  • Confirm event programs are enabled in your Marketo instance.
  • Have Marketo Admin access to create (or locate) the Bevy programs folder and the event program channel you will use.
  • Have a Marketo Custom Service client ID and client secret with read/write access, plus your Munchkin account ID (format like 123-ABC-123).
  • Confirm you can open Settings → General in Bevy as a community admin. If the Marketo section is missing, contact your Customer Success Manager or Bevy Support.

Note: Create the Bevy programs folder (and the channel) in Marketo before you publish events with this option on. Nested folders are fine. Use Marketo’s documentation if Admin paths for folders, channels, or Custom Services have moved in your Marketo experience.

Prepare Marketo

  1. Create or confirm the folder where Bevy should store new event programs (default name many communities use: Bevy). Nested folders under a parent are supported.
  2. Confirm the event program channel name you will enter in Bevy already exists in Marketo (default often used: Live Event).
  3. Optional: choose an existing Marketo event program to use as a clone template so new programs inherit that program’s assets and settings where Marketo allows.

Enable event programs in Bevy

  1. Sign in to the Bevy admin dashboard as a community admin.
  2. Go to Settings → General (/accounts/dashboard/#/admin/settings/general/).
  3. Open the Marketo section.
  4. Enter Marketo client ID.
  5. Enter Marketo client secret.
  6. Enter Marketo Munchkin account ID (example: 123-ABC-123).
  7. Enter Marketo Event Program Channel — the exact channel name that already exists in Marketo.
  8. Enter Marketo event programs folder — the exact folder name that already exists in Marketo.
  9. Enter Marketo event program name prefix (default: BEVY).
  10. Optional: enter Clone event program ID — the numeric Marketo program ID to clone from. Enter digits only (for example, if Marketo shows a composite ID, enter the integer program ID).
  11. Optional: confirm Program status - registered and Program status - attended match the status names your Marketo channel uses (defaults: Registered and Attended).
  12. Select Use event-specific Marketo programs.
  13. Click Save at the bottom of the page.

Tip: If you rename the event program channel in Marketo, update Marketo Event Program Channel in Bevy to the new name so new programs keep syncing to the correct channel. Renaming an existing program or folder in Marketo does not break sync for events that already have a stored Marketo program ID.

When Bevy creates the Marketo event program

Bevy creates the Marketo event program when the Bevy event is published — not when you first save a draft, and not when the first person registers.

  • Draft or unpublished events do not create a Marketo event program.
  • After publish, Bevy stores the Marketo program ID so later registration and check-in updates target that program.
  • If a published event somehow has no program yet, Bevy can create it when the first registration sync runs.
  • Updates usually appear in Marketo within about five minutes. You cannot change that timing.

Important: Bevy does not keep updating the Marketo program name or structure after the program is created. Title or schedule changes in Bevy after publish do not rename or rebuild the Marketo program.

How registration and check-in update status

  • When someone registers for the event, Bevy sets their status in that Marketo event program to the registered status (default Registered).
  • When they check in at the event, Bevy sets the status to the attended status (default Attended).
  • Bevy matches leads by email. If Marketo has more than one lead with the same email, Bevy skips that registrant rather than guessing which record to update.

Note: Canceling registration in Bevy does not reliably clear Marketo program status. Use Registered vs Attended (and who never checked in) to see no-shows. Past events are not backfilled automatically when you first turn the option on — ask your Customer Success Manager or Bevy Support if you need a re-sync.

Event program names

By default, Bevy names each program to reduce collisions for events in the same chapter on the same day:

{prefix}-{start_date:YYYY}-{quarter}{start_date:MMDD}-{chapter}-{event_id}

  • prefix — the name prefix from Settings (default BEVY).
  • start_date / quarter — from the event start in the chapter timezone.
  • chapter — chapter title with spaces removed.
  • event_id — the Bevy event ID (keeps each name unique).

Important: If Bevy changes the naming pattern for your community, keep event_id in the format so program names stay unique.

Clone from a template program

When Clone event program ID is set and that program exists in Marketo, Bevy clones it for each new published event (instead of creating a blank Event program on the channel). Assets and settings carry over where Marketo’s clone supports them. If the clone ID is missing or invalid, Bevy falls back to creating a new Event program on the configured channel.

What this option does not do

If programs never appear after a correct save and publish, see Marketo integration - Test and troubleshoot.