> ## Documentation Index
> Fetch the complete documentation index at: https://docs.boothmaven.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Create Salesforce Leads & Contacts from Booth Leads (Zapier Guide)

> Step-by-step customer guide to automatically create Salesforce Leads or Contacts from newly captured BoothMaven event contacts using Zapier.

# 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`).

***

## Table of Contents

1. [Template Overview](#1-template-overview)
2. [Complete Workflow](#2-complete-workflow)
3. [Field Mapping Specifications](#3-field-mapping-specifications)
4. [Customer Setup Instructions (Step-by-Step)](#4-customer-setup-instructions-step-by-step)
5. [Sample Data Mapping](#5-sample-data-mapping)
6. [Testing and Expected Results](#6-testing-and-expected-results)
7. [Prerequisites and Limitations](#7-prerequisites-and-limitations)
8. [Troubleshooting](#8-troubleshooting)
9. [Final Workflow Summary](#9-final-workflow-summary)

***

## 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.

***

## 2. Complete Workflow

The Zap consists of a streamlined **two-step workflow**: one trigger and one action.

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

### 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.

### 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.

***

## 3. Field Mapping Specifications

The table below outlines the recommended field mappings from BoothMaven into Salesforce:

| No. | BoothMaven Source Field | Salesforce Destination Field | Description | Required / Optional |
| :-: | :- | :- | :- | :- |
| **1** | `First Name` | `First Name` | Contact's given name | Optional (Recommended) |
| **2** | `Last Name` | `Last Name` | Contact's family name *(Salesforce requires this)* | **Required** |
| **3** | `Email` | `Email` | Primary email address used for outreach | Optional (Recommended) |
| **4** | `Company` | `Company` | Contact's organization *(Salesforce requires this for Leads)* | **Required (for Leads)** |
| **5** | `Job Title` / `Designation` | `Title` | Contact's professional role or designation | Optional |
| **6** | `Phone Number` | `Phone` / `MobilePhone` | Direct telephone or mobile number | Optional |
| **7** | `Event Name` | `Lead Source Description` or custom `Event_Name__c` | Name of the trade show where lead was met | Optional (Admin field) |
| **8** | `Contact Source` | `Lead Source` | Picklist value (e.g. `Trade Show` or `BoothMaven`) | Optional (Picklist) |
| **9** | `Notes` | `Description` | Free-text notes and conversation takeaways | Optional |
| **10** | `Qualifying Answers` | Custom Salesforce fields (e.g. `Timeline__c`, `Budget__c`) | Responses to booth survey questions | Optional (Admin fields) |

### 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.

***

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

Follow these steps to set up and turn on your Zap:

### Step 1: Open the Zap Template

1. Log in to your [Zapier account](https://zapier.com/).
2. Click **+ Create Zap** (or open the pre-built template *"Create Salesforce Contact from Booth Lead"*).

### 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**.

### 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.

### Step 4: Map Your Fields

Map each field using the sample data pulled from Step 2:

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.

### 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!

***

## 5. Sample Data Mapping

Here is an example showing how raw event data collected in BoothMaven translates into a Salesforce record:

### BoothMaven Captured Contact:

| BoothMaven Source Field | Sample Value |
| :- | :- |
| **First Name** | Jordan |
| **Last Name** | Rivera |
| **Email** | `jordan.rivera@example.com` |
| **Company** | Example Analytics Co. |
| **Designation / Role** | Head of Operations |
| **Phone** | `+1 555-0142` |
| **Event Name** | Global Tech Expo 2026 |
| **Contact Source** | Badge Scan |
| **Notes** | Interested in enterprise tier. Requested demo next Tuesday. |
| **Qualifying Answers** | Timeline: Q3 · Team Size: 50+ |

### Resulting Salesforce Lead Record:

| Salesforce Lead Field | Populated Value |
| :- | :- |
| **First Name** | Jordan |
| **Last Name** | Rivera |
| **Email** | `jordan.rivera@example.com` |
| **Company** | Example Analytics Co. |
| **Title** | Head of Operations |
| **Phone** | `+1 555-0142` |
| **Lead Source** | Trade Show |
| **Event Name** *(Custom)* | Global Tech Expo 2026 |
| **Description** | Interested in enterprise tier. Requested demo next Tuesday. |

***

## 6. Testing and Expected Results

### Pre-Launch Verification Checklist:

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

***

## 7. Prerequisites and Limitations

### 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**.

### 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).

### 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`).

***

## 8. Troubleshooting Common Errors

| Issue | Root Cause | Solution |
| :- | :- | :- |
| **Trigger does not return contact data** | No contacts have been captured in the BoothMaven event yet. | Scan a test contact in the BoothMaven mobile or web app, then click **Find new records** in Zapier. |
| **`REQUIRED_FIELD_MISSING: [LastName]`** | The contact scanned did not have a last name. | Ensure booth staff fill in the Last Name field, or map a fallback formula in Zapier. |
| **`REQUIRED_FIELD_MISSING: [Company]`** | The Company field is empty on a Lead record. | Salesforce requires Company for all Leads. If unknown, configure a default value like `Independent` or `Unknown`. |
| **`INVALID_OR_NULL_FOR_RESTRICTED_PICKLIST`** | The value mapped to `Lead Source` is not in the Salesforce picklist. | In Salesforce Setup $\rightarrow$ Object Manager $\rightarrow$ Lead $\rightarrow$ Fields $\rightarrow$ **Lead Source**, add the value or select an existing one. |
| **`OAUTH_APP_ACCESS_DENIED`** | The Salesforce Admin blocked unauthorized third-party apps. | Ask your Salesforce Admin to approve Zapier under **Setup $\rightarrow$ Connected Apps OAuth Usage**. |
| **Duplicate Leads Created** | A visitor visited the booth twice and was scanned twice. | Configure Salesforce **Duplicate Detection Rules** to automatically merge matching emails. |

***

## 9. Final Workflow Summary

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

***

## Related Guides

* [Salesforce Native Package Integration Guide](file:///c:/Users/Admin/Documents/abdulla/project/boothmaven/document/public-api-docs/manual/salesforce/salesforce-user-guide.md)
* [Zapier Full Platform User Guide](file:///c:/Users/Admin/Documents/abdulla/project/boothmaven/document/public-api-docs/manual/zapier/zapier-user-guide.md)
* [BoothMaven Integrations Developer Guide](file:///c:/Users/Admin/Documents/abdulla/project/boothmaven/document/public-api-docs/api/integrations-developer-guide.md)


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