The ScheduleOnce connector for Salesforce

The ScheduleOnce connector for Salesforce enables complete scheduling integration through all phases of the customer lifecycle.

The ScheduleOnce connector for Salesforce is an official app in the Salesforce AppExchange and was approved by the Salesforce Security Review, ensuring the connector meets industry best practices for security. Learn more about the Salesforce connector security

Installing the ScheduleOnce Connector for Salesforce

Before you can begin sending your booking data to Salesforce, you must install the connector. This involves several steps, first of which is connecting an API User. The API user in Salesforce is essential and ensures that all API calls between ScheduleOnce and Salesforce have the required permissions to succeed.

Once you have connected to Salesforce using the API user, you can proceed to Install the ScheduleOnce connector for Salesforce.

Note: You can test the ScheduleOnce connector for Salesforce with a Salesforce Sandbox environment and the setup will be kept when switching back to your production environment. To test the connector in your sandbox environment, simply connect ScheduleOnce to an API user created in your Salesforce Sandbox environment and complete the connector setup. Then disconnect and connect to an API user created in your production environment. Learn more about connecting to a Salesforce sandbox environment

Permission Sets in Salesforce define what functions and features your users have access to in Salesforce. To use the ScheduleOnce Connector for Salesforce, the API user you created must be granted the appropriate permissions and this is done by assigning the ScheduleOnce permission set.

Note: When using the advanced secure mode, you do not need to use the ScheduleOnce permission set and can control the permissions assigned to the connected API User. In addition, ScheduleOnce will not have access to the status of the package installation in your Salesforce organization. Learn more about customizing the API User profile when working in advanced secure mode

When a booking is made, a Salesforce Activity Event is created and related to a Salesforce Lead, Contact, Person Account, or Case record. The Event Status field, which indicates the current phase of the booking in the booking lifecycle, and also the Cancel/reschedule reason field should be added to the Activity Event layout.

Configuration

There are two types of mapping which must be created between ScheduleOnce and Salesforce - first to universally required Salesforce fields and second to non-mandatory Salesforce fields.

Universally required fields that do not have a default value in Salesforce must receive a value for an object to be created. For example, if the Company is a universally required field for a Contact record, the record cannot be created via the Salesforce API unless a value is provided for the Company field.

Non-mandatory fields can contain additional customer and booking data, some of which is mapped to non-mandatory Salesforce fields by default. You can use these to pass any other optional data to Salesforce.

Note that there are some restrictions on the type of data which can be passed between ScheduleOnce and Salesforce. See Supported and non-supported field types in the Salesforce integration for full details.

After configuring the field validation mapping and field mapping, you must then define your Creation Rules. Here you specify what should happen when a new Lead, Contact, Person Account, or Case is created from a booking or when it is updated. For example should it override an existing Salesforce lead or update it and who should it be assigned to.

Using the Salesforce Integration

In order to use the Salesforce integration you will first need to connect your ScheduleOnce user account to Salesforce. If you are an administrator, you can also setup the connector after connecting to your Salesforce account. Each User connects to their personal Salesforce account.

On your Booking page configuration, you can map Salesforce Record Types to the Lead, Contact, Account, Event, and Cases, add an Event to the Salesforce calendar, and select which type of records should be created when using General links. Learn more about configuring Salesforce connector settings on the Booking page

When scheduling with existing Salesforce Leads, Contacts, Person Account, or Case records, you can either use our Personalized Salesforce links for your Salesforce buttons, Salesforce email templates, or email form, or use the Salesforce Record ID identify Customers during the booking process.

Troubleshooting

A number of issues may cause problems with the Salesforce integration, such as the API user is no longer connected, or there are required fields which are not mapped. You can read more about these issues, and how to resolve them on the troubleshooting article.

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