Connect Salesforce
Connect Salesforce using your own connected app, and understand what your Aijent writes to it.
Salesforce is available in beta and takes about 17 minutes, because you connect it using your own Salesforce app credentials rather than a single click. Your Aijent writes an account, a contact, an opportunity on booking, an event, and a task holding the conversation. If a visitor books using a personal email address with no company, Salesforce cannot create an opportunity.
Salesforce is available now, in beta. It is the one integration that is not a single click, because you connect it using your own Salesforce app credentials rather than an Aijency app. In your dashboard it is labelled Salesforce (17 min Beta), which is roughly how long the setup takes.
Setting it up? Start here.
Creating the Salesforce app is the longest part, and it has its own walkthrough with screenshots: Set up your Salesforce app.
This page covers what your Aijent writes into Salesforce once it is connected.
What Aijent writes to Salesforce
- An account, matched by website address first, then by exact name, otherwise created.
- A contact, created or matched by email address. When matching an existing contact, your Aijent only fills in blanks such as a missing phone number. It never overwrites anything already there.
- An opportunity, when a meeting is booked, with a close date 30 days out and the contact attached in a contact role.
- An event, when a meeting is booked, with the time, the video link and the contact and opportunity attached. It appears in Salesforce without relying on any calendar capture product.
- A task holding the conversation and the qualification summary. Salesforce has no note object in this design, so the transcript lives in a completed task on the contact.
- A task, when a visitor asks for a callback. Open, high priority, due today, carrying both the callback details and the conversation. It is deliberately one task rather than two, so your reps see a single to-do rather than a duplicate.
No opportunity for personal email addresses
Salesforce requires an account before an opportunity can exist. If a visitor books using a personal email address, such as Gmail or Outlook, and never says which company they are from, your Aijent cannot work out an account. You will get the contact and the conversation, but no opportunity, and nothing in Salesforce explains why. If your pipeline looks emptier than your bookings suggest, this is the usual reason.
The Aijent source
Contacts and opportunities your Aijent creates are marked with a Lead Source of Aijent, so you can report on exactly what it is contributing.
Because Lead Source is a picklist, this only works if Aijent is one of your allowed values. If it is not, Salesforce rejects the value, your Aijent saves the record without it, and everything else works normally. Add Aijent to your Lead Source picklist to get the attribution. Accounts, tasks and events are not marked.
Connect it
You need permission to create a connected app in Salesforce. This part is usually done by whoever administers your Salesforce.
First, in Salesforce: create an External Client App and note its Consumer Key and Consumer Secret. This is the longest part, and it has its own walkthrough with screenshots: Set up your Salesforce app. The same walkthrough is linked from the credentials screen in your dashboard.
Then, in Aijency:
- Go to Integrations.
- Find the CRM dropdown and choose Salesforce.
- Select Add credentials.
- Paste your Consumer Key, which begins with
3MVG9, and your Consumer Secret. If your organisation uses a My Domain address, add it too. - Save. The button becomes Connect.
- Select Connect.
Salesforce will show an orange warning. That is normal.
When you approve access, Salesforce shows an "Allow Access?" screen with an orange security warning. This appears because the app is one you created yourself, rather than one Salesforce has reviewed. It is expected. Select Allow to continue.
Check it worked
- Open your website in a private or incognito window.
- Chat with your Aijent, give an email address you will recognise, and book a meeting. Use a business email address so you also see the account and opportunity.
- In Salesforce, find the contact, then check the account, the opportunity, the event and the task holding the conversation.
Give it time if no meeting was booked
A booking syncs straight away. Somebody who leaves an email without booking may take around 25 minutes to appear, because those are collected on a schedule that waits until the conversation has been quiet for a while.
Visitors who leave without giving details
If somebody has a reasonable conversation and leaves without giving a name or an email, your Aijent still records it in Salesforce as a contact named UNIDENTIFIED VISITOR, with the conversation attached as a task.
This is deliberate, so real interest does not disappear silently. If you would rather these did not appear, filter them out by name, or get in touch.
Things worth knowing
One CRM at a time. Connecting Salesforce disconnects any other CRM. Records already in the other CRM stay exactly where they are.
Conversations from before you connect are never synced, so connecting does not flood Salesforce with history.
All your Aijents share one connection.
Your credentials are yours. Because you supply your own connected app, the connection is between your Salesforce and your Aijency account. Your credentials are encrypted and are never shown back to you or to anyone else.
If leads are not arriving
Check whether an account could be resolved. If bookings are arriving as contacts but your pipeline is empty, look at whether those visitors used personal email addresses. See the warning above.
Wait long enough for anyone who did not book.
Check the connection is healthy. If a connection expires we email you and show a banner in your dashboard, and the card returns to a Connect button.
Check your Lead Source picklist if attribution is missing but records are arriving.
If leads are still missing, get in touch with the date of the conversation and the email address involved.