Activity Sync with Copper

Tarvent Engagement & Activity Sync for Copper CRM

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 posted to Copper as activities or fields
  • 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 four levels of engagement data visibility:

None

  • No engagement fields
  • Default setting

Essential

  • 10 fields
  • Engagement score & level
  • Lifecycle stage

Standard

  • 44 fields
  • All Essential fields
  • Event timestamps
  • Last 5 campaign stats

Advanced

  • 56 fields
  • All Standard fields
  • Predictive analytics

Essential Fields (10 fields)

The core engagement snapshot for teams that want 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. This is the recommended level 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 Copper are prefixed with Tarvent_ for easy identification (for example, 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 because it keeps your CRM clean while still showing the latest meaningful engagement.

  • Creates or updates one recent activity record or 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 it 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:

  • Activity: Creates or updates an activity attached to the Person or Lead using Tarvent custom activity types
  • Fields: Updates custom fields that store the most recent Tarvent event details

Custom Activity Types in Copper

When activity sync is written to Copper activities, Tarvent uses Copper custom activity types such as:

  • Tarvent: Delivered
  • Tarvent: Opened
  • Tarvent: Clicked
  • Tarvent: Replied
  • Tarvent: Viewed Online
  • Tarvent: Shared
  • Tarvent: Forwarded
  • Tarvent: Viewed Profile
  • Tarvent: Spam Complaint
  • Tarvent: Hard Bounce
  • Tarvent: Soft Bounce
  • Tarvent: Blocked
  • Tarvent: Unsubscribed

Some Tarvent event variants map to the same Copper activity type. For example, soft bounce variants all sync as Tarvent: Soft Bounce, and blocked variants sync as Tarvent: Blocked.

Synced Events

Positive Engagement Events:

  • Delivered
  • Opened
  • Clicked
  • Replied
  • Viewed Online
  • Shared
  • Forwarded
  • Viewed Profile

Deliverability & Subscription Events:

  • Spam Complaint
  • Hard Bounce
  • Soft Bounce
  • Blocked
  • Unsubscribed

Critical Events (Always Synced Immediately):

  • All events except opens bypass debounce and cooldown

Activity Format Examples

When using Activity as the target, examples in Copper may look like:

  • Campaign event: Tarvent: Clicked
  • Journey event: Tarvent: Opened
In many cases, the synced activity or related data also includes supporting context such as the email, campaign, journey, timestamps, a link to view the personalized email online, and for click events, the clicked URL.

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: 10 minutes) prevents rapid successive updates for highly active contacts
  • Fingerprint Check: Duplicate events are automatically skipped
  • Critical Event Bypass: All events except opens 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 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
    • Essential: 10 core engagement metrics and lifecycle visibility
    • Standard: 44 fields including campaign and journey event history
    • Advanced: 56 fields with predictive analytics and deeper recommendations
  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. 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 Copper.

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):
    • Activity: Activity appears in Copper using Tarvent custom activity types
    • Fields: Activity appears in 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

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

How often do engagement fields update?
Engagement fields sync automatically every 6 hours. Only contacts with changed data are updated to optimize performance.
How quickly do activity events sync?
Activity events sync in near real-time, typically within a few minutes. Copper's bulk API support enables efficient batch processing. Critical events are prioritized and sync immediately.
What is the difference between Essential, Standard, and Advanced field levels?
Essential (10 fields) gives you the core engagement snapshot: score, level, trend, lifecycle stage, and key dates. Standard (44 fields) adds full campaign and journey event history including Last 5 counters. Advanced (56 fields) adds predictive analytics such as churn risk, re-engagement probability, and send recommendations. Each level includes the fields from the level below it.
What is debouncing?
Debouncing groups multiple events from the same contact within a time window (default 90 seconds for Copper) into a single CRM update. This prevents your CRM from being flooded when a contact opens an email, clicks multiple links, and shares within seconds.
Why is Copper's debounce window shorter than other CRMs?
Copper supports bulk API operations, allowing Tarvent to batch multiple contact updates in a single API call. This efficiency means Tarvent can process events more frequently without creating unnecessary strain.
What is cooldown?
Cooldown is a period (default 10 minutes) after a contact's activity is updated during which no additional non-critical updates are sent. This prevents highly active contacts from generating excessive CRM updates.
Why do some events bypass debounce and cooldown?
All events except opens bypass these limits because sales teams need immediate visibility into meaningful activity such as clicks, replies, bounces, complaints, and unsubscribes.
Can I sync engagement data without activity sync?
Yes. You can enable Engagement Fields (Essential, Standard, or Advanced) while keeping Activity Sync set to None. These features are independent.
Does this work with both People and Leads in Copper?
Yes, engagement and activity sync work with whichever entity type (People or Leads) you've configured in your Copper integration settings.
What happens if I delete a Tarvent field from Copper?
Tarvent automatically detects missing fields and recreates them on the next engagement sync. A warning is logged when this occurs.
Why are some contacts not getting engagement updates?
Contacts must be synced between Tarvent and Copper before engagement or activity data can flow. Contacts without a valid mapping in both systems will not receive updates.
What does "stale activity" mean?
If a contact's most recent activity is older than 30 days, it may be marked as stale or cleared to prevent misleading your sales team with outdated information.
What happens if I change to a lower engagement field level?
Fields that are no longer included in the new level are automatically removed from Copper on the next sync. Upgrading to a higher level automatically creates additional fields. Setting the level to None removes all Tarvent engagement fields from Copper.
Can I customize which fields are synced?
Currently, you can choose between Essential, Standard, or Advanced field levels. Individual field selection is not available, but you can hide unwanted fields within Copper's interface.
What is different about Copper activity sync?
Copper uses Tarvent custom activity types such as Tarvent: Opened, Tarvent: Clicked, Tarvent: Hard Bounce, and Tarvent: Unsubscribed. Some related Tarvent events are grouped into the same Copper activity type, such as soft bounce variants and blocked variants.
How does Copper's bulk API benefit me?
Copper's bulk API allows Tarvent to batch multiple updates into fewer API calls. This means faster sync times, more efficient backfills, and better handling of high-volume activity, especially if you're using Full History mode.
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