If you care about lead response time, you know how clunky hand-offs between your website and Salesforce can get. You want to use Revenuehero to book meetings instantly, but you also need those leads to land in Salesforce, assigned to the right rep, with zero drama. This guide is for sales and ops folks who want to cut the back-and-forth and set up Revenuehero with Salesforce the right way—without getting lost in vague product docs or sales pitches.
Below, you'll find the practical steps, gotchas, and real talk about what’s worth your time (and what’s not).
Why Connect Revenuehero and Salesforce?
Let’s get this out of the way: you don’t have to wire these tools together. If you’re just testing Revenuehero, you can run it standalone. But if you want all your booked meetings and lead data in Salesforce, you need this integration. Otherwise, you’ll have a mess of duplicate leads, missed hand-offs, and reps chasing down info that should’ve just landed in their queue.
What actually works: - Real-time lead capture: Leads book through Revenuehero, appear in Salesforce instantly. - Lead-to-rep routing: Assign meetings to the right owner based on Salesforce rules, not just whoever’s free. - Data sync: Keep lead records up to date, avoid the “who owns this account?” headache.
What doesn’t work (ignore the hype): - “One-click setup.” You’ll need admin access, some mapping, and probably a test run or two. - Magic deduplication. If your Salesforce org is messy, this won’t fix it.
Step 1: Prep Your Salesforce Org
Before you even touch Revenuehero, do a little cleanup. If your Salesforce instance is full of duplicate fields, weird lead assignment rules, or sandbox quirks, you’ll waste hours debugging later.
Checklist: - Admin access: You need Salesforce admin privileges to set up the integration. - Fields: Know which Lead and Contact fields you care about. If you want custom fields mapped, make sure they exist and are visible. - APIs enabled: Make sure the Salesforce REST API is turned on. Most orgs have this, but double-check. - Test user: Set up a test lead owner or queue for dry runs—don’t use real reps until you’re sure it works.
Pro tip: If your lead assignment rules are a black box, document them before you start. Revenuehero can only route leads as cleanly as your Salesforce rules allow.
Step 2: Connect Revenuehero to Salesforce
Now, over to Revenuehero. You’ll need to authenticate and authorize the app to access your Salesforce data.
- Log in to Revenuehero (as an admin).
- Go to Settings > Integrations (the menu may have changed—if in doubt, search “Salesforce” in their help docs).
- Click “Connect Salesforce.”
- Authorize access: You’ll be redirected to Salesforce to approve access. Use an admin account, not your personal login, so you don’t break the connection if someone leaves.
- Select environment: If you’re testing, pick your Salesforce sandbox. For production, use your live org.
- Review permissions: Revenuehero typically asks for access to Leads, Contacts, Events, and Accounts. If you see permissions outside this (like “modify all data”), pause and double-check why.
What to watch for: - Expired tokens: If you change the Salesforce password or permissions, the integration can break. Set calendar reminders to review this every few months. - Multiple environments: Never connect your sandbox and production at the same time unless you like cleaning up duplicate data.
Step 3: Map Fields Between Revenuehero and Salesforce
This is where most setups get tripped up. If you skip field mapping, you’ll have missing data and angry reps.
How to map fields: 1. In Revenuehero’s Salesforce integration settings, find the “Field Mapping” section. 2. You’ll see a list of standard fields (e.g., First Name, Email) and custom fields. 3. For each field, select the matching Salesforce field from the dropdown. If you don’t see your custom field, make sure it’s visible to the Salesforce integration user. 4. Decide which fields are required: Some teams make Email and Company required—don’t go overboard or you’ll lose leads who fill out less. 5. Save your mappings.
What matters: - Map only what you need. More fields = more breakage. - If you want to trigger Salesforce workflows (like round-robin assignment), make sure the right fields are filled at creation.
What doesn’t matter: - Mapping every field “just in case.” Start small; you can always add more fields later.
Step 4: Set Up Lead Routing Logic
Revenuehero can assign meetings based on Salesforce ownership, territory, deal size, or other rules. Here’s how to keep it simple and avoid spaghetti logic.
Basic setup: 1. Choose your routing method: - Owner-based: Assigns leads to the Salesforce record owner. - Round-robin: Distributes meetings evenly among a team. - Rules-based: Route by territory, product interest, etc.
- Configure in Revenuehero:
- In Routing settings, select your method.
- If using owner-based, make sure the Salesforce user IDs are mapped correctly.
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For rules-based, set up logic like “If State = California, assign to Team West.”
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Test with dummy data: Run a few test leads with different criteria to make sure they land with the right rep.
Gotchas: - Complex Salesforce assignment rules can override what you set in Revenuehero. If your Salesforce is already doing the heavy lifting, keep Revenuehero’s logic simple. - If you use queues or shared inboxes, make sure meetings don’t get assigned to a black hole.
Pro tip: Start with one routing rule, get it working, then layer on complexity. Debugging three broken rules at once is a pain.
Step 5: Sync Meetings and Activities
What good is booking meetings if you can’t see them in Salesforce? Make sure Revenuehero logs meetings as Events or Tasks.
To set this up: 1. In Revenuehero’s Salesforce settings, look for “Activity Sync” or “Log Meetings.” 2. Choose whether meetings are logged as Events or Tasks (most teams prefer Events, since they show up on the calendar). 3. Map any extra info you want—like meeting link or agenda—to custom fields. 4. Decide if you want to sync meetings for all users or just certain teams.
What works: - Meetings show up on the Lead or Contact record, tied to the rep. - You get a full picture of meeting history for each account.
What to skip: - Syncing every little update (like canceled meetings) unless you really need it. Too much noise = ignored data.
Step 6: Test the Full Flow
Don’t skip this. The only thing worse than no integration is a broken one.
How to test: - Submit a test lead through your Revenuehero form. - Watch as the lead appears in Salesforce. - Check that the right fields populate, the right owner is assigned, and the meeting is logged. - Try edge cases (e.g., duplicate emails, missing fields).
Checklist: - Lead/contact created in Salesforce? - Meeting/activity logged? - Owner/routing correct? - Data synced in real time (or at least within a few minutes)?
If something’s broken: - Double-check field mappings and permissions. - Look at Revenuehero’s logs for errors. - Roll back to a simpler routing rule if needed.
Step 7: Monitor, Maintain, and Iterate
Set-it-and-forget-it doesn’t exist here. Keep an eye on the sync and tweak as you go.
- Review logs: Most integration failures are silent. Check Revenuehero’s sync logs or error notifications weekly, especially after Salesforce updates.
- Update field mappings: If your sales team adds new fields, update your mappings.
- Ask for feedback: Reps will spot missing data before you do.
- Stay suspicious: If numbers don’t match between Revenuehero and Salesforce, something’s off—don’t assume it’s fine.
Honest Take: What’s Worth Your Time?
- Clean field mapping and basic routing solve 80% of the headaches.
- Don’t waste hours on edge-case automations until your basics work.
- Revenuehero’s UI is decent, but Salesforce quirks are usually the culprit if something’s busted.
- If you’re stuck, a quick video call with Revenuehero’s support is often faster than digging through help docs.
Keep It Simple—You Can Always Tweak Later
Connecting Revenuehero and Salesforce isn’t rocket science, but it does need a steady hand. Start with the basics, focus on the core fields and routing, and make sure your team isn’t left guessing where leads are going. Once you’ve got the essentials humming, add complexity if you really need it. Simple, reliable lead routing beats fancy-but-broken every time.