Activity Sync with Less Annoying CRM - COMING SOON

Learn how to sync Tarvent engagement data and email activity to Less Annoying CRM so your sales team can see email marketing performance directly in their CRM workflow.

In this guide, you'll find:

1. Overview
2. Engagement Summary Fields
3. Activity Sync
4. Configuration Guide
5. Understanding Your Data
6. Troubleshooting
7. FAQs

1 Overview

The Engagement & Activity Sync feature extends your Less Annoying CRM integration by automatically pushing Tarvent engagement metrics and campaign activity to your CRM. This gives your sales team visibility into how contacts interact with your email marketing without leaving their CRM.

Key Capabilities

• Engagement Summary Fields: Custom fields in LACRM showing engagement scores, activity levels, and email performance metrics
• Activity Sync: Campaign and journey email events (opens, clicks, etc.) posted as notes or fields in LACRM
• Automatic Updates: Engagement fields sync every 6 hours; activity events sync in near real-time
• Smart Processing: Intelligent debouncing prevents CRM clutter from rapid engagement bursts

Prerequisite: You must have an active Less Annoying CRM integration configured before enabling these features. See Connect Less Annoying CRM to Tarvent for setup instructions.

2 Engagement Summary Fields

Engagement Summary Fields are custom fields automatically created in LACRM that display Tarvent engagement data for each contact. These fields help your sales team quickly assess a contact's email engagement health.

Field Levels

Choose from four levels of engagement data visibility:

Essential Fields (10 fields)

The core engagement snapshot — ideal for teams that want clean, focused visibility without a large number of CRM fields:

• Subscription & Status: Status, OptOutUtc
• Engagement Scores: EngagementScore (0–100), EngagementLevel (Hot/Warm/Cold/Inactive), EngagementTrendIndicator (Improving/Stable/Declining)
• Lifecycle: EngagementLifecycleStage, DaysSinceLastEngagement, DaysSinceLastSent
• Peak Performance: PeakEngagementScore, PeakEngagementDateUtc

Standard Fields (44 fields)

All Essential fields plus campaign and journey event history — recommended for most sales teams:

• Campaign Events: LastDelivered, LastOpened, LastClicked, LastReplied, LastShared, LastForward, LastBounced
• Last 5 Campaigns: Delivery, open, click, reply, share, forward, and bounce counts for the most recent 5 campaigns
• Journey Events: LastDelivered, LastOpened, LastClicked, LastReplied, LastShared, LastForward, LastBounced for journey emails
• Last 5 Journeys: Equivalent Last5 counters for journey emails

Advanced Fields (56 fields)

All Standard fields plus predictive analytics for data-driven sales teams:

• Trend Analysis: EngagementScoreChange, DaysInCurrentStage, DaysSincePeakEngagement
• Predictive Metrics: ReengagementProbability, ChurnRisk, UnsubscribeRisk
• Behavioral Insights: PrimaryEngagementType (Opener/Clicker/Replier/Advocate), ContentAffinityScore
• Send Optimization: SendRecommendation (Priority/Standard/Caution/Do Not Send), ListFatigueScore, CampaignsSentLast30Days
• Re-engagement: ReengagementPriority (None/Low/Medium/High)

Sync Schedule

Engagement fields automatically sync every 6 hours. The sync only updates contacts whose engagement data has changed since the last sync, optimizing performance for large contact lists.

Note: All Tarvent fields in LACRM are prefixed with Tarvent_ for easy identification (e.g., Tarvent_EngagementScore).

3 Activity Sync

Activity Sync pushes campaign and journey email events to LACRM, giving your sales team visibility into specific contact interactions with your email marketing.

Activity Sync Modes

None

No activity synchronization. Engagement summary fields may still sync if configured.

Recent Event

Maintains a single "most recent activity" per contact. This is the recommended mode for most users as it keeps your CRM clean while providing relevant engagement context.

• Creates or updates one note/field set per contact
• Shows only the latest meaningful engagement
• Prevents CRM timeline clutter

Full History

Creates a separate note for every event after debounce processing.

Warning: Full History mode can generate high volumes of CRM records for active contacts. Consider your LACRM storage limits and team workflows before enabling.

Activity Target (Recent Event Mode Only)

Choose where activity data appears in LACRM:

• Note: Creates or updates a note attached to the contact with a formatted activity message
• Fields: Updates dedicated custom fields (Tarvent_RecentEventType, Tarvent_RecentEventAtUtc, Tarvent_RecentCampaignName, Tarvent_RecentSubject, Tarvent_RecentClickUrl, Tarvent_RecentJourneyName)

Synced Events

Positive Engagement Events:

• Delivered
• Opened
• Clicked
• Replied
• Shared (social)
• Forwarded

Critical Events (Always Synced Immediately):

• Hard Bounce
• Spam Complaint
• Unsubscribed

Note Format Examples

When using Note as the activity target:

• Campaign event: Tarvent: Clicked 'Summer Sale Promo' 2025-10-29 14:33 UTC
• Journey event: Tarvent: Opened 'Welcome Email 1' (Journey: Onboarding Flow) 2025-10-29 14:33 UTC

Smart Processing

Activity sync uses intelligent processing to prevent CRM clutter:

• Debouncing: Multiple events within a time window (default: 180 seconds for LACRM) are collapsed into a single update showing the most significant action
• Cooldown: After updating a contact's activity, a cooldown period (default: 30 minutes) prevents rapid successive updates for highly active contacts
• Fingerprint Check: Duplicate events are automatically skipped
• Critical Event Bypass: Hard bounces, spam complaints, and unsubscribes bypass debounce and cooldown to ensure immediate visibility

4 Configuration Guide

Step 1: Access Integration Settings

1. In Tarvent, navigate to Account > Integrations
2. Select your Less Annoying CRM integration
3. Click the Engagement & Activity tab

Step 2: Configure Engagement Fields

1. Select Engagement Field Level:
   • None: No engagement fields synced
   • Essential: 10 core engagement metrics — recommended as a starting point
   • Standard: 44 fields including campaign event history and Last5 stats — recommended for most teams
   • Advanced: 56 fields with full predictive analytics suite
2. Save your settings

Note: When you first enable engagement fields, Tarvent automatically creates the required custom fields in LACRM. This may take a few minutes depending on the number of fields. If you later upgrade to a higher level, new fields are added automatically. If you downgrade, fields that are no longer in scope are removed from LACRM.

Step 3: Configure Activity Sync

1. Select Activity Sync Mode:
   • None: No activity sync
   • Recent Event: Single activity per contact (recommended)
   • Full History: All events recorded (high volume — see warning above)
2. Select Activity Target (Recent Event mode only):
   • Note: Activity appears as a contact note
   • Fields: Activity appears in dedicated custom fields
3. Save your settings

5 Understanding Your Data

Engagement Levels Explained

• Hot: Highly engaged contacts who regularly open and click emails
• Warm: Moderately engaged contacts with consistent activity
• Cold: Low engagement, may need re-engagement campaigns
• Inactive: No recent engagement, consider list hygiene

Lifecycle Stages Explained

• New: Recently added contact with limited engagement history
• Active: Regularly engaging with your emails
• At Risk: Engagement declining, may need attention
• Dormant: Extended period of no engagement
• Lost: Long-term disengagement
• Reactivated: Previously dormant contact now engaging again
• Never Engaged: Contact has never engaged with any email

Send Recommendations Explained

• Priority: High-value contact, prioritize for campaigns
• Standard: Normal sending recommended
• Caution: Consider reducing send frequency
• Do Not Send: Risk of unsubscribe or complaint, pause sending

6 Troubleshooting

Common Issues

• Fields not appearing in LACRM: Allow up to 10 minutes for field creation. If fields still don't appear, try disabling and re-enabling engagement fields.
• Activity notes not syncing: Verify the contact exists in both Tarvent and LACRM and has an active mapping. Events for unmapped contacts are queued until the contact syncs.
• Engagement data seems stale: Engagement fields sync every 6 hours. For immediate updates, trigger a manual sync from the integration settings.
• Too many notes being created: Switch from Full History to Recent Event mode to maintain only the latest activity per contact.
• Missing custom fields: If Tarvent fields were deleted from LACRM, they will be automatically recreated on the next engagement sync.

7 FAQs