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BoothMaven & Salesforce Integration — User Guide & Setup Manual

Effortless Event Lead Synchronization: Connect BoothMaven with Salesforce once via secure OAuth, and your captured contacts, accounts, trade show campaigns, booth meetings, and voice/text notes will synchronize automatically in real time — zero manual CSV exports or imports required.

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Table of Contents

1. Overview & Key Benefits
2. How the Integration Works
3. One-Time Setup: Connecting BoothMaven to Salesforce (Package & OAuth 2.0)
   • 3.1 Architecture: Schema Package vs. Private Connected App
   • 3.2 Step 1: Install the BoothMaven Salesforce Package
   • 3.3 Step 2: Create a Private Connected App in Salesforce
   • 3.4 Step 3: Retrieve Consumer Key & Consumer Secret
   • 3.5 Step 4: Configure Connected App OAuth Policies
   • 3.6 Step 5: Connect BoothMaven to Salesforce
4. What Gets Synchronized Automatically?
   • 4.1 Automatic Contact & Account Matching
   • 4.2 Campaign & Campaign Member Attribution
   • 4.3 Two-Way Meeting & Calendar Sync
   • 4.4 Voice Memos & Text Notes Sync
   • 4.5 Content Engagement Signals
5. Deduplication & Data Integrity
6. Managing Custom Field Mappings & Qualification Questions
7. Required Salesforce Permissions
8. Troubleshooting & Frequently Asked Questions

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1. Overview & Key Benefits

┌─────────────────────────────────┐                 ┌─────────────────────────────────┐
│        BOOTHMAVEN APP           │                 │         SALESFORCE CRM          │
│                                 │                 │                                 │
│  • Badge Scans & Lead Forms     │ ──────────────► │  • Contacts & Accounts          │
│  • Trade Show Event             │ ──────────────► │  • Campaigns & Campaign Members │
│  • Booth Meetings               │ ◄─────────────► │  • Events / Tasks (2-Way)       │
│  • Text Notes & Voice Memos     │ ──────────────► │  • Notes & Audio Files          │
│  • Brochure & QR Views          │ ──────────────► │  • Activity Tasks & Signals     │
└─────────────────────────────────┘                 └─────────────────────────────────┘
                   Real-Time Synchronization (Zero CSV Uploads)

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Key Highlights:

• Immediate Speed-to-Lead: Attendees scanned at the booth appear in Salesforce within seconds.
• Instant Event ROI Attribution: Automatically creates or links a Salesforce Campaign and marks leads as Campaign Members (Responded).
• Complete Conversation History: Text notes and audio voice memos recorded on the floor attach directly to the Contact record.
• Two-Way Meeting Sync: Meetings scheduled in BoothMaven appear in Salesforce calendars; meeting outcomes updated by sales reps in Salesforce sync back to BoothMaven.
• Automatic Session Healing: Connection refreshes automatically in the background without needing re-authentication.

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2. How the Integration Works

1. Email Lookup: BoothMaven checks if the attendee’s email already exists in Salesforce.
2. Contact & Account Action: If found, it enriches the existing record; if new, it creates a new Contact and matches/creates the Account.
3. Campaign Attribution: Links the Contact to the Salesforce Campaign representing the trade show.
4. Activity & Notes Attachment: Schedules meetings, uploads notes, and logs digital engagement signals directly under the Contact’s activity timeline.

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3. One-Time Setup: Connecting BoothMaven to Salesforce (Package & OAuth 2.0)

1. Install the Schema Package (1-Click): Deploys the required custom objects, fields, and tabs.
2. Create a Private Connected App (2 Minutes): Issues dedicated OAuth 2.0 credentials (client_id & client_secret) directly in the customer’s org.

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3.1 Architecture: Schema Package vs. Private Connected App

• Can we include the Connected App in the package? No. Salesforce strictly forbids Connected Apps in Unmanaged Packages. In Managed Packages, Connected Apps cannot be authorized by external customer orgs without an expensive, multi-month Salesforce AppExchange Security Review (otherwise external orgs receive OAUTH_APP_ACCESS_DENIED).
• Do we create an app for each user or for each organization? ONE Connected App per Customer Organization. You do NOT create an app for every individual user. The customer’s Salesforce Admin creates ONE Connected App named BoothMaven Integration inside their org once. All users and event staff in that company share this integration.
• The Solution:
  1. Schema Package (Unmanaged): Deploys Custom Objects (BM_Event__c, BM_Event_Attendee__c, Event_Note__c, Meeting__c) and 49 custom fields in 1 click.
  2. Private Connected App: Created once per customer organization in 2 minutes to provide secure OAuth 2.0 credentials (client_id & client_secret).

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3.2 Step 1: Install the BoothMaven Salesforce Package

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Package Options Comparison

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How to Choose the Right Package for Your Customer:

1. Default Recommendation: Send Option A (With Tab) (04tg5000000ErpF).
   • If the customer’s Salesforce org has free custom tab slots, it installs smoothly and provides the convenient BM Events Page tab in their navigation bar.
2. If the Customer Encounters Custom Tab Limit Exceeded: (Required: 1, Available: 0):
   • This error means their Salesforce plan (e.g. Professional with 10 tabs, or Essentials with 5 tabs) has already used 100% of their allowed custom tabs.
   • Immediate Fix: Provide Option B (Zero Tabs) (04tg5000000F4cn). Because Option B requires 0 tabs, it installs with 100% success on any organization without touching their tab quota!
   • Alternative: The customer’s admin can go to Setup $\rightarrow$ Tabs, delete 1 unused custom tab from another tool, and re-run Option A.

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Installation Instructions:

1. Open the installation link in your web browser.
2. Log in with your Salesforce System Administrator credentials.
3. On the Install Package page:
   • Select Install for All Users (Recommended: This ensures sales reps, event coordinators, and admins have access to trade show event records).
   • If prompted with third-party or component access disclosures, check the confirmation checkbox.
4. Click Install (or Upgrade if a previous version was present).
5. Installation completes in 30–90 seconds (“Installation Complete!”).
6. Verify Installation: In Salesforce, go to Setup $\rightarrow$ Installed Packages and verify the package is listed with Status Active.

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3.3 Step 2: Create a Private Connected App in Salesforce

1. In Salesforce, open Setup (gear icon in the top right $\rightarrow$ Setup).
2. In the left Quick Find search box, type App Manager and click on it.
3. Click the New Connected App button (top-right corner).
4. Fill in Basic Information:
   • Connected App Name: BoothMaven Integration
   • API Name: BoothMaven_Integration (populates automatically)
   • Contact Email: Enter your company administrator email (e.g., [email protected])
5. Enable API (Enable OAuth Settings):
   • Check: [x] Enable OAuth Settings.
   • In the Callback URL textarea, paste both URLs (one per line):
     https://api.boothmaven.com/v5/salesforce/redirect
     
     (Salesforce Connected Apps natively support multiple callback URLs separated by a newline).
   • Under Selected OAuth Scopes, find and add:
     • Manage user data via APIs (api) — Allows BoothMaven to sync Contacts, Events, and Notes.
     • Perform requests at any time (refresh_token, offline_access) — Allows BoothMaven to automatically refresh access tokens in the background without requiring users to log in again.
   • Check: [x] Require Secret for Web Server Flow
   • Check: [x] Require Proof Key for Code Exchange (PKCE) Extension for Supported Authorization Flows (BoothMaven natively supports PKCE SHA-256).
6. Scroll down and click Save, then click Continue.

[!IMPORTANT] Salesforce takes 2 to 5 minutes to propagate a newly created Connected App across its authentication servers globally. Please wait 3 minutes before testing the OAuth flow.

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3.4 Step 3: Retrieve Consumer Key & Consumer Secret

1. From the Connected App view page (or via Setup $\rightarrow$ App Manager $\rightarrow$ BoothMaven Integration $\rightarrow$ View):
2. In the API (Enable OAuth Settings) section, click Manage Consumer Details.
3. Salesforce will prompt for two-factor authentication (email/SMS code). Enter the code and submit.
4. Copy your credentials:
   • Consumer Key: This is your client_id.
   • Consumer Secret: This is your client_secret.
5. Store both keys securely.

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3.5 Step 4: Configure Connected App OAuth Policies (Prevents Session Expiry)

1. In Salesforce Setup, go to App Manager $\rightarrow$ find BoothMaven Integration $\rightarrow$ click the arrow on the right $\rightarrow$ click Manage.
2. Click Edit Policies at the top of the detail page.
3. Set the following policies:
   • IP Relaxation: Select Relax IP restrictions (Ensures cloud servers from BoothMaven can connect reliably).
   • Refresh Token Policy: Select Refresh token is valid until revoked (Prevents the connection from expiring every few hours).
4. Click Save.

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3.6 Step 5: Connect BoothMaven to Salesforce

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Option A: Via BoothMaven Web Dashboard (UI)

1. Log in to the BoothMaven Web Dashboard.
2. Navigate to Settings $\rightarrow$ Integrations $\rightarrow$ Salesforce.
3. Enter your Consumer Key and Consumer Secret.
4. Select your environment:
   • Production / Developer Edition (https://login.salesforce.com)
   • Sandbox (https://test.salesforce.com)
5. Click Connect with Salesforce.
6. On the Salesforce consent screen, click Allow.
7. You will be redirected back to BoothMaven with a green “Connected & Active” badge!

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Option B: Via Direct API Call / Postman

1. Request the authorization URL:
   GET /v5/integration/salesforce?client_id=YOUR_CONSUMER_KEY&client_secret=YOUR_CONSUMER_SECRET
   Host: api.boothmaven.com
   Authorization: Bearer YOUR_BOOTHMAVEN_JWT_TOKEN
   
2. The API responds with the authorization URL:
   {
     "url": "https://login.salesforce.com/services/oauth2/authorize?response_type=code&client_id=...&redirect_uri=https%3A%2F%2Fapi.boothmaven.com%2Fv5%2Fsalesforce%2Fredirect&scope=api+refresh_token+offline_access&state=...&code_challenge=...&code_challenge_method=S256"
   }
   
3. Open the url in your browser, log in to Salesforce, and click Allow.
4. BoothMaven automatically exchanges the code, encrypts credentials, and activates the integration.

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4. What Gets Synchronized Automatically?

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4.1 Automatic Contact & Account Matching

• Contact Creation / Update:
  • Scans search for an existing Contact by Email.
  • If found, existing fields are preserved and event context (Booth, Rep, Event Name, Lead Score) is enriched.
  • If new, a Contact is created with LeadSource = "boothmaven".
• Account Matching:
  • BoothMaven extracts the company name and corporate email domain.
  • Searches Salesforce for a matching Account.Name or domain website.
  • Automatically associates the Contact to the appropriate company Account.

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Standard Fields Synchronized:

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4.2 Campaign & Campaign Member Attribution

• Automatic Campaign Association: BoothMaven links to an existing Salesforce Campaign or auto-creates a Campaign named after your event (e.g. “CES 2026 — Booth #5012”).
• Instant Campaign Member Creation: Every attendee scanned at the booth is added as a CampaignMember with status Responded.
• ROI Visibility: Marketing teams can immediately view total event reach, pipeline influenced, and won revenue directly in Salesforce Campaign reports.

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4.3 Two-Way Meeting & Calendar Sync

• Calendar Event Created: BoothMaven creates a Salesforce Event or Task record linked directly to the attendee’s Contact record (WhoId).
• Complete Meeting Details: Includes meeting title, date, start/end time, duration, meeting pod/room location, and agenda notes.
• Two-Way Status Sync: If an account executive updates the meeting status in Salesforce (e.g., Completed, Rescheduled, or No-Show), the outcome flows back into BoothMaven so booth managers have accurate daily reporting.

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4.4 Voice Memos & Text Notes Sync

• Text Notes: Rep notes taken in BoothMaven immediately sync as standard Salesforce Note records attached to the Contact.
• Audio Voice Memos: Reps can record 30-second audio voice memos right after talking to an attendee. BoothMaven uploads the audio file as a Salesforce ContentVersion document linked to the Contact, allowing field reps and account executives to listen to the prospect’s exact requirements and tone.

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4.5 Content Engagement Signals

• When a prospect scans your digital card, downloads a PDF product brochure, or watches an embedded demo video after the show, BoothMaven logs a high-priority Task in Salesforce.
• Shows the exact document viewed, duration spent reading, and timestamp so your sales reps can follow up while interest is peak.

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5. Deduplication & Data Integrity

1. Email-First Deduplication: BoothMaven checks Email = '{attendee_email}' before creating any new Contact record.
2. Safe Field Updates: BoothMaven does not overwrite existing telephone numbers, titles, or company names unless specifically configured. It safely updates event-specific fields (e.g., latest event visited, lead score, qualification responses).
3. Audit Trail: Every synchronized record logs a sync transaction in BoothMaven (CrmLog) with the Salesforce Record ID and timestamp for total traceability.

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6. Managing Custom Field Mappings & Qualification Questions

• In BoothMaven Dashboard → Settings → Integrations → Salesforce → Field Mapping, you can map each qualification question directly to any custom field on your Salesforce Contact or Campaign Member object (e.g., Purchasing_Timeline__c, Budget_Approved__c).

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7. Required Salesforce Permissions

• API Enabled: Permission to use the Salesforce REST API.
• Standard Object Permissions:
  • Contacts: Read, Create, Edit.
  • Accounts: Read, Create, Edit.
  • Campaigns & Campaign Members: Read, Create, Edit.
  • Events & Tasks (Activities): Read, Create, Edit.
  • Notes & Files (ContentVersion): Read, Create.

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8. Troubleshooting & Frequently Asked Questions

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Q: How do I know if a lead synchronized successfully?

• 🟢 Green: Synchronized successfully (hover to view the Salesforce Contact ID).
• 🟡 Yellow: In queue for delivery.
• 🔴 Red: Failed (click to see the exact error message from Salesforce, e.g., missing required field or validation rule).

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Q: What happens if a Salesforce validation rule blocks a contact?

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Q: Can I disconnect or switch to another Salesforce instance?

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Q: What does “Custom Tab Limit Exceeded: (Required: 1, Available: 0)” mean during package installation?

• Immediate Fix (Option B): Provide Option B: Lightweight Package (Zero Tabs) (Install Option B). Because Option B requires 0 tabs, it installs with 100% success on any organization without touching their tab quota.
• Alternative: The customer’s admin can go to Setup $\rightarrow$ Tabs, delete 1 unused custom tab from another tool, and re-run Option A.

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Q: What causes “error=redirect_uri_mismatch”?

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Q: What causes “error=invalid_client”?

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Q: What causes “OAUTH_APP_ACCESS_DENIED”?

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Q: Does BoothMaven count against my Salesforce API limits?

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Need Support?

• BoothMaven Integration Support: [email protected]
• Knowledge Base & Help: https://boothmaven.com/help