If you are a subscriber to leading equine platform Prism, then we have fully integrated your Keap App with your Prism portal.
Add new owners from Keap to Prism
Contacts in Keap can be easily added into Prism as new owners, along with all key owner fields (see table at the bottom of this article). This is a typical business process where a contact in Keap becomes an owner for the first time with your business.
Thereafter, a change in one system updates the other within minutes.
To add a contact as an owner in your Prism portal, simply update the Sync With Prism custom field on a Keap contact record to YES. Within minutes, the contact will be added to Prism. No manual entry is required.
You can update the Sync With Prism field to YES manually on a contact, or update many contacts in bulk, or update in an automation sequence after a contact places an order for a share in a horse (preferred). Speak to our implementation consultants about setting up that process.
Periodically sync all owners and horse tags from Prism to Keap
In addition, there is a ‘Sync to Keap’ process in Prism that updates other information on the Keap contact record, such as Nett Ownership Score and Horse Tags (to show which current horses the owner owns).
We recommend performing this sync often, relative to how often you add owners and horses into your Prism account – weekly during the peak yearling sales season, or perhaps monthly thereafter.
Click on the Prism logo in your Prism portal, then navigate to the CRM dashboard. Click the Sync To Keap button.
Note: In your Prism staff permissions, ensure you grant ‘Infusionsoft’ permissions to any staff member who needs to periodically run this Prism > Keap sync process. (Infusionsoft is the old name of Keap).
For each active horse that exists in Prism, a corresponding tag will be created in Keap (in the ‘Horse’ tag category).
When a horse is registered (named) the corresponding tag in Keap will automatically update to match the horse name in Prism.
When a horse is archived in Prism, the corresponding tag in Keap will be deleted.
Each owner of an active horse in Prism receives the horse tag applied to their contact record in Keap to show which horses they own. You cannot see what share percentage a contact owns in each horse in Keap, however.
What data is synchronised between Prism and Keap?
The following data is constantly and immediately kept in sync between Prism and Keap.
As soon as any data changes in one system, the owner/contact data will update in the other system within minutes.
You can also choose 6 custom fields on contact records in Keap, to sync to Prism owner profiles (in addition to the standard contact details fields). This is very useful to be able to view the most important contact data in your Prism desktop or mobile app.
| Prism Owner Profile | Sync direction | Keap Contact Record |
|---|---|---|
| Primary (first) Email Address Additional email addresses not synced* | < > | Email 1 (defaults to Email Work) Additional email addresses not synced * |
| First Name, Last Name | < > | First Name, Last Name |
| Phone Number | < > | Phone 1 |
| Address, Suburb, State, Postcode, Country | < > | Billing Address 1, Billing City, Billing State, Billing Postcode, Billing Country |
| Account Manager | < > | Owner (Keap User assigned as the ‘owner’ of each contact – rarely used) |
| Spouse | < > | Spouse |
| Date of Birth | < > | Date of Birth |
| > | Contact Type Active owners of active horses set to ‘CLIENT’ during nightly automation | |
| Ranking (Platinum, Gold, Silver, Bronze) | < > | Ranking (Platinum, Gold, Silver, Bronze) |
| Nett Ownership Score | > | Nett Ownership Score This is only updated when the ‘Sync to Keap’ process is run in Prism. |
| Owner User ID | < > | Owner User ID |
| Horses Owned | > | Horse tags applied This is only updated when the ‘Sync to Keap’ process is run in Prism. |
| 6 additional custom fields of your choosing | < > | 5 additional custom fields of your choosing. Speak to our consultants who can setup the two-way sync of 5 additional custom fields between Keap and Prism. These fields will appear on Prism owner profile (desktop & mobile app) |
* Note that additional email addresses on an owner profile in Keap are NOT sync’d to Keap, and vice versa. Keap Emails are not sent to additional email addresses, so we do not pass additional emails to Keap contact records. We recommend additional email addresses be added into Prism as separate Owners in Prism, which are therefore synchronised with Keap contacts.
What data is synchronised between Prism and Keap?
Currently, if you remove an owner profile from your Prism Portal but do not remove the contact from Keap, the contact is added back into Prism during the next Prism<>Keap sync.
The integration from Prism does not remove the contact from Keap and nor should it. But Prism and Wrkplace will work together to identify how to at least set the ‘Sync With Prism’ field to NO on the Keap contact record.
Whilst we wait for this improvement (working with Prism), if you remove an owner from Prism, also edit the Keap contact and set the ‘Sync With Prism’ custom field to NO.