Looking to get your referral data from Refer into Salesforce without a migraine? You’re in the right place. This guide is for admins, sales ops folks, and anyone who’s tired of copy-pasting between platforms. I'll walk you through the nuts and bolts of connecting Refer to Salesforce, share what actually works, and flag what to skip. No fluff—just the steps, some gotchas, and a few honest pro tips.
Before You Begin: What You Actually Need
Don’t jump in blind. Here’s what you should have ready first:
- Salesforce admin access: You’ll need this to set up integrations and create custom fields.
- A Refer account: Make sure you have whatever tier supports integrations (not all do).
- API access on both sides: Both Refer and Salesforce need API access. Some Salesforce licenses (like the cheapest ones) don’t include this.
- A clear data flow plan: Know which data you want to send—just leads? Full referral records? Don’t start wiring things up until you’re clear.
Pro tip: If you’re not sure what data you need, start small. Overcomplicating things is a classic way to get stuck.
Step 1: Map Out Your Data
Before you touch any settings, get clear on what’s moving where. Otherwise, you’ll end up with a mess of half-synced records.
- List out the fields you want to sync (name, email, referral source, etc.).
- Decide which direction data should flow (Refer → Salesforce, or both ways).
- Check if you need to create custom fields in Salesforce to hold all the data from Refer.
What to ignore: Don’t try to sync every possible field. Most teams only need the basics.
Step 2: Prep Salesforce
You’ll need to get Salesforce ready for the connection.
- Create custom fields for any data from Refer that doesn’t fit into the default Lead or Contact objects.
- Set up a dedicated integration user (optional, but smart). This keeps your integration’s actions separate from real users and makes auditing easier.
- Check your Salesforce API limits. If your org has a ton of integrations, you might hit daily API caps.
Pro tip: Document what fields you create and why. Future you (or your replacement) will thank you.
Step 3: Get API Credentials from Both Platforms
You’ll need authentication details to let Refer and Salesforce talk to each other.
- Salesforce: Go to Settings → App Manager → New Connected App. Set up OAuth settings, note the client ID and secret, and set the callback URL to whatever Refer specifies.
- Refer: Log in, find the integration or API section, and generate an API key or OAuth credentials.
Watch out for: Some Refer plans don’t offer API access. If you can’t find it, you might need to upgrade.
Step 4: Set Up the Integration in Refer
Time to actually connect the two systems.
- In Refer, go to the integrations area.
- Choose Salesforce from the list.
- Enter your Salesforce org info, client ID, client secret, and any other required details.
- Authenticate—usually, this means logging into Salesforce and approving the connection.
- Map your fields: For each field in Refer, pick the matching field in Salesforce. If you skipped Step 1, now’s when you’ll regret it.
What works: Most platforms let you test the connection at this stage. Do it! Don’t just hope it works.
Step 5: Set Up Triggers and Sync Rules
Decide when and how data moves.
- Real-time vs. batch: Some integrations push new data instantly; others do it every X minutes. Real-time is nice but can eat API calls fast.
- Which records to sync: Maybe you only want to send “Qualified” referrals, not every single one.
- Conflict handling: What happens if there’s a mismatch or duplicate? Most tools let you pick “Salesforce wins” or “Refer wins” for specific fields.
Pro tip: Start with a small test group before turning on full sync.
Step 6: Test the Integration
Don’t just trust the “Integration Successful!” message.
- Make a test referral in Refer. Check that it shows up in Salesforce with the right data.
- Edit the record in Salesforce; see if changes sync back (if you set up two-way sync).
- Try edge cases: missing data, duplicates, weird characters.
- Check error logs—both in Refer and Salesforce.
Reality check: Even “seamless” integrations can be glitchy. Expect to tweak your field mappings and rules at least once.
Step 7: Train Your Team (and Set Expectations)
If people don’t know what’s changed, you’ll get complaints.
- Show your team how referral data appears in Salesforce.
- Explain any new fields or processes.
- Set realistic expectations: Some sync delays are normal. Not every field is going to match 1:1.
What to ignore: Overly elaborate training. A 10-minute screenshare beats a 20-page manual.
Step 8: Monitor and Maintain
Integrations aren’t “set and forget.” Things break—APIs change, field names get updated, someone accidentally deletes a custom field.
- Set up alerts for failed syncs or API errors.
- Review logs weekly (at least for the first month).
- Keep an eye on API usage if you’re close to Salesforce’s limits.
Pro tip: Schedule a quarterly check-in to make sure your integration is still adding value. Business needs and processes change fast.
What Works, What Doesn’t, and What to Skip
- Works: Keeping things simple. Map only the fields you need. Test with real data, not just sample records.
- Doesn’t work: Syncing every single field “just in case.” You’ll end up with clutter and confusion.
- Skip: Any features you don’t absolutely need. Integrations have a way of breaking at the worst possible time, so less is more.
Troubleshooting: Common Pitfalls
- Authentication errors: Double-check credentials, and make sure both sides have the right permissions.
- API limits: If the sync stops working mid-day, you probably blew through your API calls.
- Field mapping mismatches: If data’s showing up in the wrong place, re-examine your field mappings. It happens to everyone.
- Duplicate records: Tweak your deduplication rules. Salesforce has built-in tools, but they’re not foolproof.
Wrapping Up: Keep It Simple, Iterate Often
Getting Refer and Salesforce talking isn’t rocket science, but it’s rarely perfect on the first try. Start simple, get the basics working, and improve from there. Don’t get seduced by every feature—focus on what your team actually needs. And remember: check your logs, talk to your users, and tweak as you go. That’s how you keep your data—and your sanity—flowing.
Good luck. If you hit a weird edge case, you’re not alone. Just keep it simple and don’t be afraid to ask for help.