Activity Sync with Copper - COMING SOON

Learn how to sync Tarvent engagement data and email activity to Copper 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 Copper 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 Copper showing engagement scores, activity levels, and email performance metrics
• Activity Sync: Campaign and journey email events (opens, clicks, etc.) posted as activities or fields in Copper
• 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
• Bulk Operations: Copper's bulk API support enables efficient high-volume sync operations

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

2 Engagement Summary Fields

Engagement Summary Fields are custom fields automatically created in Copper 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 three levels of engagement data visibility:

Basic Fields

Entry-level engagement visibility for sales teams:

• 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
• 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: Similar timestamps and Last5 counters for journey-specific emails

Detailed Fields

Advanced analytics for data-driven sales teams (includes all Basic fields plus):

• 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 Copper are prefixed with Tarvent_ for easy identification (e.g., Tarvent_EngagementScore).

Copper Entity Types

Engagement fields can be synced to either People or Leads in Copper, depending on your integration configuration. Fields are created for the entity type you've selected during integration setup.

3 Activity Sync

Activity Sync pushes campaign and journey email events to Copper, 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 activity/field set per contact
• Shows only the latest meaningful engagement
• Prevents CRM timeline clutter

Full History

Creates a separate activity for every event after debounce processing. Copper's bulk API support makes this mode more efficient than other CRM systems, but use with caution as it can still create many records.

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

Activity Target (Recent Event Mode Only)

Choose where activity data appears in Copper:

• Note: Creates/updates an activity attached to the Person/Lead with a formatted activity message
• Fields: Updates custom fields (Tarvent_RecentEventType, Tarvent_RecentEventAtUtc, Tarvent_RecentCampaignName, etc.)

Synced Events

Positive Engagement Events:

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

Critical Events (Always Synced Immediately):

• Hard Bounce
• Spam Complaint
• Unsubscribed

Activity 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: 90 seconds for Copper) 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
• Bulk Processing: Copper's bulk API is leveraged for efficient high-volume updates

Copper Advantage: Copper's default debounce window is 90 seconds (vs. 180 for other CRMs) because Copper's bulk API support allows for more efficient processing of activity updates.

4 Configuration Guide

Step 1: Access Integration Settings

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

Step 2: Configure Engagement Fields

1. Select Engagement Field Level:
   • None: No engagement fields synced
   • Basic: Core engagement metrics (recommended for most users)
   • Detailed: Full analytics suite for data-driven teams
2. Save your settings

Note: When you first enable engagement fields, Tarvent automatically creates the required custom fields in Copper. Copper supports bulk field creation, so this process is typically faster than other CRM systems.

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)
2. Select Activity Target (Recent Event mode only):
   • Note: Activity appears as contact activities
   • Fields: Activity appears in custom fields
3. Configure Advanced Options (optional):
   • Debounce Window: 30, 60, 90, or 120 seconds (default: 90 for Copper)
   • Cooldown Period: 15, 30, or 60 minutes (default: 30)
4. Save your settings

Step 4: Initial Backfill (Optional)

When enabling Activity Sync for an existing integration, you can optionally run a backfill to populate recent activity for your contacts:

1. Click Run Backfill in the Engagement & Activity settings
2. The backfill runs in the background and processes contacts in batches
3. Copper's bulk API support enables faster backfill processing for large contact lists
4. You can monitor progress in the sync status panel

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

Using Engagement Data in Copper

Copper's powerful filtering and reporting capabilities allow you to leverage Tarvent engagement data effectively:

• Create saved filters to find "Hot" leads ready for outreach
• Build reports combining Copper pipeline data with Tarvent engagement scores
• Set up workflows triggered by engagement level changes
• Prioritize follow-ups based on recent email activity

6 Troubleshooting

Common Issues

• Fields not appearing in Copper: Allow up to 10 minutes for field creation. If fields still don't appear, try disabling and re-enabling engagement fields.
• Activity not syncing: Verify the contact exists in both Tarvent and Copper 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 activities 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 Copper, they will be automatically recreated on the next engagement sync.
• Sync appears slow: Large contact lists are processed in batches using Copper's bulk API. Check the sync status panel for progress updates.

7 FAQs