Salesforce Two-way Integration Setup Guide

Instructions for how to set up and use the Rosterfy + Salesforce two-way integration

The seamless integration between Rosterfy and Salesforce enables the transfer of user data from Rosterfy to Salesforce CRM. This two-way integration ensures that when creating a user or volunteer in Rosterfy the data automatically syncs across to the contact module in Salesforce, with any updates made to those contacts flowing back into Rosterfy.

Updates applied to a user in Rosterfy are instantly reflected in Salesforce, however synchronisation from Salesforce will occur every 3 hours to capture any changes made in Salesforce.

 

How is the integration setup?

• Navigate to Settings > Integrations in Rosterfy

• Search for Salesforce and select Enable > Authorize

• Login using your Salesforce admin credentials in the pop up window

• After login, you will be able to configure the linked fields between Rosterfy and Salesforce

   

Syncing contact fields from Rosterfy

Rosterfy out of the box will automatically sync the following fields 2 way. This means updates to any of these fields in either system will update the other system

• First Name

• Last Name

• Email

• Phone Number

• Date of Birth

You can choose which fields are sent to Salesforce from a simple and easy to use drop-down menu in Rosterfy

Other custom field types can then be mapped as shown below

When a new user is added to Rosterfy, the system checks if the user already exists in Salesforce using their email as a unique identifier. If the user is found in Salesforce, a sync is created between the two accounts. If not, a new contact record is generated in Salesforce.

One way integration from Rosterfy

Rosterfy also has the ability to integrate fields from the follow modules, however please be aware, this will require some advanced technical work with the use of a custom schema and creating custom payloads in JSON format

• Shifts

• Shift Users
• Role Offers

Shifts, Shift Users and Role Offers

For those of you with technical knowledge, you can send shifts to Salesforce through our integration. Rosterfy will store the ID from the API request and update that record in the future. Shift Users can also be sent across in a JSON payload allowing for timesheets to be sent. Role Offers, including details such as role offer id, location, job title, venue etc are also available. However, we recommend you are proficient in writing JSON to implement these modules. 

Feel free to contact us if you would like more information on custom schemas.

What are the limitations?

• Your Salesforce subscription must have API access to enable integration

• You will require Salesforce System Admin rights to set up the integration
• Updates to a Contact in Salesforce will not flow into Rosterfy instantly, it can take up to 3 hours
• Shifts, Shift Users and Role Offers are a one way sync only
• Role Offer Users are not currently supported (Planned for Q3 2024)