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Create Salesforce Leads & Contacts from Booth Leads: Customer Guide

No-Code CRM Automation: Easily connect BoothMaven to Salesforce via Zapier to automatically route event badge scans, business cards, and booth inquiries into your Salesforce CRM as new Leads or Contacts in real time — no Salesforce package installation or Connected App required.

[!NOTE] Naming & Record Type Note:
In Zapier, this workflow template is commonly named “Create Salesforce Contact from Booth Lead”. However, in standard Salesforce sales workflows, trade show attendees are typically ingested as Leads (so sales development reps can qualify them before converting to an Account + Contact).
This guide covers both options:

• Option 1 (Standard): Ingesting as a Salesforce Lead (Create Lead).
• Option 2 (Direct): Ingesting directly as a Salesforce Contact (Create Contact).

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Table of Contents

1. Template Overview
2. Complete Workflow
3. Field Mapping Specifications
4. Customer Setup Instructions (Step-by-Step)
5. Sample Data Mapping
6. Testing and Expected Results
7. Prerequisites and Limitations
8. Troubleshooting
9. Final Workflow Summary

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1. Template Overview

• Template Name: Create Salesforce Contact from Booth Lead (or Create Salesforce Lead from BoothMaven Contact)
• Purpose: Send contacts captured at trade shows and conferences to Salesforce automatically, so no event lead is lost or delayed by manual data entry.
• Description: Whenever a representative captures a new contact in BoothMaven (via badge scan, business card OCR, kiosk scan, or quick form), Zapier automatically creates a matching Lead (or Contact) in Salesforce.
• Business Use Case: Event and sales teams capture hundreds of prospects on the trade show floor. This Zap moves each contact into Salesforce within seconds, enabling sales development representatives (SDRs) to initiate immediate, personalized follow-ups while interest is at its peak.
• How the Two Apps Work Together:
  1. BoothMaven: Captures and stores contact information from badge scans, business card scans, QR codes, and manual notes.
  2. Zapier: Listens for the New Contact trigger event in BoothMaven and maps the payload into Salesforce.
  3. Salesforce: Ingests each attendee as a new Lead or Contact record ready for assignment rules and email cadences.
• Expected Outcome: Every attendee scanned at your booth appears in Salesforce with name, company, email, phone number, title, event name, and rep notes.

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2. Complete Workflow

┌─────────────────────────────────────────┐
│           STEP 1: TRIGGER               │
│              BoothMaven                 │
│             "New Contact"               │
└────────────────────┬────────────────────┘
                     │ (Real-Time Webhook)
                     ▼
┌─────────────────────────────────────────┐
│            STEP 2: ACTION               │
│               Salesforce                │
│    "Create Lead" or "Create Contact"    │
└─────────────────────────────────────────┘

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Step 1: Trigger (BoothMaven)

• App: BoothMaven
• Trigger Event: New Contact
• When It Runs: Real-time (instant webhook) whenever a new contact is saved in BoothMaven.
• Supported Capture Sources:
  • Badge Scanners & NFC Tags
  • Business Card OCR Scans
  • QR Code Scans & Microsite Forms
  • Manual Entry by Booth Staff
  • Pre-Show RSVPs & Meeting Bookings
• Why It Is Needed: It captures on-site prospect details and provides the source data for Salesforce.

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Step 2: Action (Salesforce)

• App: Salesforce
• Action Event: Create Lead (Recommended) or Create Contact
• How Data Moves: Zapier maps BoothMaven contact fields into destination Salesforce fields.
• After Creation: The record is saved in Salesforce, where automated assignment rules, email alerts, or lead scoring flows can take over.

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3. Field Mapping Specifications

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Salesforce Field Rules to Remember:

1. Last Name & Company: For Salesforce Leads, both Last Name and Company are mandatory. If either field is missing, Salesforce will reject the record.
2. Lead Source Picklist: If mapping to the standard Lead Source field, the value must exist in your Salesforce picklist (e.g., Trade Show).
3. Custom Fields: Any custom fields (such as Event_Name__c or survey questions) must be created in Salesforce Setup by your Salesforce Administrator before Zapier can display them.

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4. Customer Setup Instructions (Step-by-Step)

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Step 1: Open the Zap Template

1. Log in to your Zapier account.
2. Click + Create Zap (or open the pre-built template “Create Salesforce Contact from Booth Lead”).

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Step 2: Configure the BoothMaven Trigger

1. In the Trigger block, search for and select BoothMaven.
2. Under Event, choose New Contact $\rightarrow$ click Continue.
3. Under Account, click Connect a new account:
   • Log in with your BoothMaven account credentials.
   • Click Authorize to grant Zapier read access to your booth contacts.
4. Click Test trigger. Zapier will retrieve a recent contact from BoothMaven as sample data. Verify the sample values and click Continue with selected record.

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Step 3: Configure the Salesforce Action

1. In the Action block, search for and select Salesforce.
2. Under Event, select Create Lead (or Create Contact if your company logs contacts directly) $\rightarrow$ click Continue.
3. Under Account, click Connect a new account:
   • Choose your environment (Production or Sandbox).
   • Log in with your Salesforce credentials.
   • Click Allow to authorize Zapier.

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Step 4: Map Your Fields

1. Last Name: Select Last Name from BoothMaven (Required).
2. Company: Select Company from BoothMaven (Required for Leads).
3. First Name: Select First Name.
4. Email: Select Email Address.
5. Phone: Select Phone Number.
6. Title: Select Job Title.
7. Lead Source: Select Trade Show (or your preferred picklist value).
8. Description: Select Notes (contains booth rep comments and observations).
9. Map any available custom event or qualification fields.

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Step 5: Test and Publish

1. Click Test step / Test action.
2. Zapier will send the test record to Salesforce.
3. Check your Salesforce instance: verify the new Lead appears under Leads $\rightarrow$ Today’s Leads.
4. Return to Zapier and click Publish. Your automation is now live!

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5. Sample Data Mapping

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BoothMaven Captured Contact:

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Resulting Salesforce Lead Record:

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6. Testing and Expected Results

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Pre-Launch Verification Checklist:

• BoothMaven Account Connected: OAuth status shows connected.
• Trigger Sample Verified: Test trigger successfully retrieved a contact with first name, last name, and email.
• Salesforce Account Authorized: User has permissions to create Leads/Contacts.
• Mandatory Fields Mapped: Last Name and Company are correctly mapped.
• Picklist Compatibility: Lead Source uses an active picklist value in Salesforce.
• Action Test Succeeded: Zapier returns status HTTP 201 Created or success: true.
• Salesforce Record Checked: Logged into Salesforce and confirmed the test Lead appears with all mapped fields.
• Test Record Cleaned: Deleted or marked the test lead in Salesforce.
• Zap Turned ON: Toggle switch is set to Published.

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7. Prerequisites and Limitations

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Accounts and Permissions:

• BoothMaven Account: Active workspace with event lead capture permissions.
• Salesforce Edition: Essentials, Professional, Enterprise, Performance, or Unlimited edition.
• Salesforce Permissions: The connecting Salesforce user must have Create and Read permissions for the Lead (or Contact) object and field-level security access to all mapped fields.
• External Client App Approval: In Enterprise orgs with strict security policies, your Salesforce administrator must ensure the Zapier connected app is approved under Setup $\rightarrow$ Connected Apps OAuth Usage.

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Zapier Plan Requirements:

• Salesforce is a Premium App on Zapier. Running Zaps that integrate with Salesforce requires a paid Zapier plan (e.g. Starter, Professional, or Team).

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Deduplication Notice:

• By default, the Create Lead action creates a new Lead record for each trigger execution.
• If you want deduplication before creation, consider adding a Find Lead step in Zapier prior to the create step, or utilize Salesforce’s native Duplicate Rules (Setup -> Duplicate Management).

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8. Troubleshooting Common Errors

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9. Final Workflow Summary

   ┌────────────────────────────────────────┐
   │        BoothMaven: New Contact         │
   └───────────────────┬────────────────────┘
                       │
                       ▼
   ┌────────────────────────────────────────┐
   │      Retrieve Contact Information      │
   └───────────────────┬────────────────────┘
                       │
                       ▼
   ┌────────────────────────────────────────┐
   │     Map Fields to Salesforce Lead      │
   └───────────────────┬────────────────────┘
                       │
                       ▼
   ┌────────────────────────────────────────┐
   │       Salesforce: Create Lead          │
   └───────────────────┬────────────────────┘
                       │
                       ▼
   ┌────────────────────────────────────────┐
   │    Sales Rep Receives Instant Lead     │
   └────────────────────────────────────────┘

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Related Guides

• Salesforce Native Package Integration Guide
• Zapier Full Platform User Guide
• BoothMaven Integrations Developer Guide