Integrating Web forms with Salesforce and ScheduleOnce

Web form integration provides scheduling right after submitting a lead generation form, and is used primarily to provide a unique scheduling experience for different types of prospects. Scheduling is the ideal contact method for your serious prospects who are ready to engage. Since prospects have already provided their details in your web form, they will not have to do so again in the booking form. Customer data is passed from your web form directly to ScheduleOnce, allowing you to offer customers a quick and seamless scheduling experience.

Web forms can be created with Web form apps such as FormstackWufoo, or FormAssembly or when using Marketing automation apps such as Hubspot, Eloqua, or Marketo. You can integrate your web form with Salesforce and also with ScheduleOnce.

The following options should be considered when integrating Salesforce, ScheduleOnce, and your Web form application.
 

Important: The native Salesforce Web-to-Lead form doesn't allow you to update existing records and always creates new leads asynchronously. Lead records will be created within 24 hours and duplicate records may be added to your Salesforce organization. 

When redirecting your Web-to-Lead form to a ScheduleOnce booking page, Customers submit the form and make a booking. ScheduleOnce will update or create Lead records based on the Customer's email address. Since the creation of leads is asynchronous, ScheduleOnce might not find the related Lead record in your Salesforce organization and create a new Lead record, resulting in duplicate records.

It is recommended to use other Web form applications to create or update Leads in your Salesforce organization in real time rather than using the native Salesforce Web-to-Lead form functionality. 

 

Option 1 - Integrating your Web form with ScheduleOnce and Salesforce using Record ID
In this case, your Web form creates or updates records in Salesforce and then the Record ID is passed to the Thank you page. When integrating your Web form with ScheduleOnce, the Customer is redirected to a Thank you page that includes the ScheduleOnce button or Website embed. This is the most recommended approach that enables you to avoid duplication of records in your Salesforce organization. 

When the form is submitted:
 
  • The Web form application creates or updates Salesforce records based on the Customer's email address provided in the form.
  • The Salesforce Record ID is sent to the Web form application via the Salesforce API and then passed to ScheduleOnce. 
  • The Customer is redirected automatically to a Booking page using a Thank you page to make a booking without having to provide any additional information.
  • ScheduleOnce will identify the Customer in your Salesforce organization based on the Salesforce Record ID received from the Web form application.
  • ScheduleOnce will add an event to the Salesforce record and update the record based on your setup options via the Salesforce API.
Option 2 - Integrating your Web form with ScheduleOnce and Salesforce using URL parameters
Your Web form is integrated with Salesforce and the Customer is always identified via email address. The Customer is redirected to a Thank you page using URL parameters

W
hen the form is submitted:
 
  • The Web form application creates or updates Salesforce records based on the Customer's email address provided in the form.
  • The Customer's information is passed to ScheduleOnce using URL parameters.
  • The Customer is redirected automatically to a Thank you page using URL parameters to make a booking without having to provide any additional information. 
  • ScheduleOnce will identify the Customer in your Salesforce organization based on email address received from the Web form application. 
  • ScheduleOnce will add an event to the Salesforce record and update the record based on your setup options via the Salesforce API.

Note: When duplicate records are found, ScheduleOnce will always update the most recent record in your Salesforce organization. It means that in nearly all cases the activity will be correctly added to the record that is created or updated via your Web form.


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