> ## 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.

# BoothMaven to Zoho CRM Setup Guide (via Zapier)

> Step-by-step customer guide to send BoothMaven booth leads to Zoho CRM and automatically generate sales rep follow-up tasks.

# BoothMaven to Zoho CRM Setup Guide

> **Automated Lead Ingestion & Task Scheduling**: This workflow automatically routes booth leads captured in BoothMaven directly into **Zoho CRM** as soon as they are scanned on the floor, and immediately generates an assigned follow-up task with a due date for your sales team.

***

## 1. Workflow Overview

Event follow-up speed is the single most critical factor in converting trade show interactions into closed deals. This integration connects BoothMaven to Zoho CRM using Zapier to ensure zero lag between booth scans and sales outreach.

```
┌─────────────────────────────────┐
│     BOOTHMAVEN (TRIGGER)        │
│          New Contact            │
│  (Badge Scan / Business Card)   │
└────────────────┬────────────────┘
                 │
                 ▼
┌─────────────────────────────────┐
│       ZOHO CRM (ACTION 1)       │
│   Create Lead or Create Contact │
└────────────────┬────────────────┘
                 │ (Passes Record ID)
                 ▼
┌─────────────────────────────────┐
│       ZOHO CRM (ACTION 2)       │
│          Create Task            │
│  (Follow-Up Task Linked to ID)  │
└─────────────────────────────────┘
```

### Key Benefits:

* **Faster Follow-Up**: Leads reach Zoho CRM during the exhibition, not days later after manual spreadsheet sorting.
* **Zero Manual Data Entry**: Reps never need to retype contact details from badge scans, business cards, or paper inquiry forms.
* **Accountability & Clear Ownership**: Every ingested lead automatically receives a linked follow-up task with a due date assigned to the relevant sales rep.
* **Consistent Data Hygiene**: Leads and contacts are standardized across every event, simplifying pipeline attribution and ROI reporting.

***

## 2. Workflow Structure

The standard workflow operates as a **three-step Zap**:

| Step | App & Event | Purpose |
| :-: | :- | :- |
| **Trigger** | **BoothMaven**: `New Contact` | Starts the automation immediately when a new booth lead is captured. |
| **Action 1** | **Zoho CRM**: `Create Contact` or `Create Lead` | Creates the record in Zoho CRM with all attendee contact details. |
| **Action 2** | **Zoho CRM**: `Create Task` | Creates a follow-up task directly linked to the record generated in Action 1. |

### Choosing Between Contact or Lead in Action 1:

* **Create Lead**: Best for **new prospects** who still require sales development qualification before being converted to an Account and Deal.
* **Create Contact**: Best when attendees are **already qualified**, such as existing customers, enterprise VIPs, or known procurement decision-makers.

> [!NOTE]
>
> Choose **one** record type (Lead or Contact) for Action 1 per Zap. Do not attempt to create both in a single Zap unless your team has specifically designed a multi-path branch.

### Plan & Architecture Options:

* **Full Three-Step Workflow (Recommended)**: Requires a paid Zapier plan because it contains multi-step actions.
* **Two-Step Alternative (Budget Option)**: Omitting Action 2 leaves a 2-step Zap (Trigger $\rightarrow$ Action 1). This creates the Lead or Contact without an automated task.

***

## 3. Field Mapping

### 3.1 Contact or Lead Mapping (Action 1)

| BoothMaven Source Field | Zoho CRM Destination Field | Mapping Notes | Required / Optional |
| :- | :- | :- | :- |
| **Last Name** | `Last Name` | **Mandatory in Zoho CRM**. Record creation fails if empty. | **Required** |
| **First Name** | `First Name` | Attendee's given name. | Optional (Recommended) |
| **Email** | `Email` | Primary email address for follow-up. | Optional (Recommended) |
| **Phone** | `Phone` | Direct phone number. | Optional |
| **Company** | `Company` *(for Lead)* `Account Name` *(for Contact)* | Organization name. Use `Company` for Leads and `Account Name` for Contacts. | **Required (for Leads)** |
| **Role / Job Title** | `Title` | Contact's professional role or designation. | Optional |
| **Event Name** | Custom `Event Name` field | Trade show attribution. Map if your Zoho module includes an Event field. | Optional |
| **Source** | `Lead Source` | Must match an existing value in your Zoho `Lead Source` picklist exactly (e.g. *Trade Show* or *BoothMaven*). | Optional |

***

### 3.2 Task Mapping (Action 2)

| BoothMaven / Zap Source | Zoho CRM Task Field | Mapping Notes |
| :- | :- | :- |
| **Subject Pattern** | `Subject` | Dynamic text pattern: `Follow up with [First Name] [Last Name] from [Event Name]`. |
| **Record from Action 1** | `Related Record` (`WhatId` / `WhoId`) | **Use the dynamic Record ID output from Action 1**. *Never type a manual name*. |
| **Timestamp / Offset** | `Due Date` | Define explicit offset (e.g. `+1 day` or `+2 days` from event capture). |
| **Fixed Value** | `Status` | Set default status: `Not Started` (or your Zoho equivalent). |
| **Fixed Value** | `Priority` | Typically `Normal` or `High`. |
| **Rep Name / Email** | `Owner` | Matches the booth representative to a Zoho CRM user ID where applicable. |
| **Notes & Survey Answers** | `Description` | Combines on-site rep notes and qualifying survey answers into one block. |

> [!IMPORTANT]
>
> **Dynamic Record Linking**: Always map the **ID field** returned by Action 1 to the Task's `Related Record` field. This ensures the follow-up task is nested natively under that specific Lead/Contact's timeline in Zoho CRM.

***

## 4. Step-by-Step Setup Instructions

1. **Log in to Zapier**: Open [zapier.com](https://zapier.com/) and click **+ Create Zap**.
2. **Set up the Trigger**:
   * Choose **BoothMaven** as the Trigger App.
   * Select **New Contact** as the Trigger Event.
   * Connect your BoothMaven account via OAuth and click **Continue**.
3. **Test the Trigger**:
   * Click **Test trigger** to pull a sample contact. If no record appears, capture a test contact in your BoothMaven mobile or web app and retest.
4. **Configure Action 1 (Zoho CRM)**:
   * Select **Zoho CRM** as the Action App.
   * Choose **Create Lead** (or **Create Contact**).
   * Sign in to your Zoho CRM account and authorize permissions.
5. **Map Action 1 Fields**:
   * Map `Last Name` first (mandatory).
   * Map `First Name`, `Email`, `Company`, `Phone`, `Title`, and `Lead Source` using the guide in Section 3.1.
6. **Test Action 1**:
   * Click **Test step**. Log in to Zoho CRM and confirm that the new Lead/Contact appears in your module.
7. **Configure Action 2 (Zoho CRM Task)**:
   * Click **+ Add Step** and select **Zoho CRM** $\rightarrow$ **Create Task**.
   * Under **Related Record**, select the **ID** from Action 1.
   * Set **Subject**: `Follow up with [Step 1: First Name] [Step 1: Last Name] - [Step 1: Event Name]`.
   * Set **Due Date**: Enter your preferred offset (e.g. `+2 days`).
   * Set **Status**: `Not Started` and **Priority**: `Normal`.
   * Set **Description**: Map `Step 1: Notes`.
8. **Test Action 2**:
   * Click **Test step**. Verify in Zoho CRM that the task is created directly under the test Lead/Contact with the correct owner and due date.
9. **(Optional) Add Event Filtering**:
   * If you want this Zap to process leads from only one specific trade show, insert a **Filter by Zapier** step between the trigger and Action 1 (e.g., `Event Name (Text) contains CES 2026`).
10. **Publish the Zap**:
    * Name your Zap (e.g., *"BoothMaven Booth Scans to Zoho CRM Leads + Tasks"*) and click **Publish**.

***

## 5. Prerequisites Checklist

Before turning on the workflow, confirm the following configurations in Zoho CRM:

* [x] **Active Accounts**: BoothMaven account connected to Zapier with event permissions; Zoho CRM account connected with Administrator or standard sales permissions.
* [x] **Mandatory Fields**: Ensure `Last Name` and `Company` are captured on the booth floor to prevent Zoho rejection errors.
* [x] **Lead Source Picklist Alignment**: Ensure your Zoho CRM `Lead Source` picklist contains the exact value sent by BoothMaven (e.g. `Trade Show`, `Booth Scan`, or `BoothMaven`). Unmatched picklist values will cause validation errors.
* [x] **Custom Event Field**: If you wish to store the trade show name, ensure your Zoho administrator has created a custom text field (`Event Name`) in the Leads or Contacts module.
* [x] **Rep-to-User Matching**: Ensure booth representative names or emails match existing Zoho CRM active user accounts so task ownership routes correctly.
* [x] **Zapier Multi-Step Plan**: Ensure your Zapier plan supports 3-step Zaps.

***

## 6. Sample Data Mapping (Real-World Walkthrough)

### Scenario:

*Mei Lin from Harrow Robotics scans her badge at the Spring Tech Expo booth. Representative Alex Rivera records on-site qualification notes.*

### Step-by-Step Data Flow:

| Source (BoothMaven) | Sample Captured Value | Zoho CRM Target Field | Resulting Zoho Record |
| :- | :- | :- | :- |
| **Last Name** | Lin | `Last Name` (Lead) | **Lin** |
| **First Name** | Mei | `First Name` (Lead) | **Mei** |
| **Email** | `mei.lin@example.com` | `Email` | `mei.lin@example.com` |
| **Phone** | `+1 555-0100` | `Phone` | `+1 555-0100` |
| **Company** | Harrow Robotics | `Company` (Lead) | **Harrow Robotics** |
| **Role / Job Title** | Operations Manager | `Title` | **Operations Manager** |
| **Event** | Spring Tech Expo | `Event Name` *(Custom)* | **Spring Tech Expo** |
| **Source** | Booth Scan | `Lead Source` | **Booth Scan** |
| **Representative** | Alex Rivera | `Owner` | **Alex Rivera** |

### Resulting Automated Task in Zoho CRM:

* **Subject**: `Follow up with Mei Lin from Harrow Robotics - Spring Tech Expo`
* **Related To**: Lead record ID for *Mei Lin*
* **Due Date**: 2 days from capture
* **Status**: `Not Started`
* **Priority**: `Normal`
* **Task Owner**: Alex Rivera
* **Description**: *"Interested in fleet automation demo. Requested pricing for 20 units."*

***

## 7. Testing & Troubleshooting

### 7.1 Inspecting Failures in Zapier

If a lead fails to synchronize, open **Zapier $\rightarrow$ Zap History**:

1. Locate the specific run with status **Halted** or **Errored**.
2. Click into the failed step to view the exact JSON error returned by Zoho CRM.

### 7.2 Common Errors & Resolutions:

| Error / Issue | Root Cause | Resolution |
| :- | :- | :- |
| **`MANDATORY_NOT_FOUND: [Last Name]`** | Attendee was entered without a last name. | Ensure booth staff fill in Last Name, or configure a fallback value in Zapier. |
| **`INVALID_DATA: [Lead Source]`** | The value mapped does not exist in Zoho's picklist. | Go to Zoho CRM Setup $\rightarrow$ Customization $\rightarrow$ Modules $\rightarrow$ Leads $\rightarrow$ **Lead Source**, and add the missing value. |
| **`INVALID_ID: [Related Record]`** | The task step tried to use a typed contact name instead of the record ID. | In Action 2, change the Related Record field to select **ID** from the Action 1 output. |
| **`AUTHENTICATION_EXPIRED`** | OAuth token between Zapier and Zoho CRM expired. | Go to Zapier $\rightarrow$ Apps $\rightarrow$ Zoho CRM $\rightarrow$ click **Reconnect**. |
| **Partial Failure (Lead created, Task failed)** | Lead succeeded, but task permissions or fields had an error. | Check Zap History for Action 2; resolve the mapping and manually add the task in Zoho if needed. |

> [!WARNING]
>
> BoothMaven and Zapier do not automatically retry failed actions. If a run fails due to bad data, resolve the issue in Zap History or re-sync manually.

***

## 8. Frequently Asked Questions (FAQ)

### Q: What is the difference between Create Lead and Create Contact?

**A:** A **Lead** is an unqualified prospective buyer who needs nurturing by an SDR. A **Contact** is an established person tied to a company Account. Most trade show booths should map to **Leads**.

### Q: Why should the Task be created in the same Zap?

**A:** Keeping the task in the same Zap allows it to consume the dynamic **Record ID** produced by Action 1, ensuring the task is permanently linked to that exact person in Zoho CRM.

### Q: Can I route leads to different reps based on territory or event?

**A:** Yes. You can add a **Paths by Zapier** step or use Zoho CRM's native **Lead Assignment Rules** based on country, state, or event name.

### Q: How do I filter leads for only one event?

**A:** Insert a **Filter by Zapier** step after the BoothMaven trigger: configure `Event Name (Text) Exactly matches "Your Event Name"`.

***

## 9. Final Workflow Summary

```
   ┌──────────────────────────────────────────────┐
   │ 1. Trigger: BoothMaven (New Contact)         │
   │    • Captures badge scan or business card    │
   └──────────────────────┬───────────────────────┘
                          │
                          ▼
   ┌──────────────────────────────────────────────┐
   │ 2. Action 1: Zoho CRM (Create Lead/Contact)  │
   │    • Maps Name, Email, Company, Phone, Title │
   │    • Returns generated Zoho Record ID        │
   └──────────────────────┬───────────────────────┘
                          │ (Passes Record ID)
                          ▼
   ┌──────────────────────────────────────────────┐
   │ 3. Action 2: Zoho CRM (Create Task)          │
   │    • Links task to Record ID                 │
   │    • Sets Due Date, Owner, and Rep Notes     │
   └──────────────────────────────────────────────┘
```

***

## Related Documentation

* [Salesforce Native & Zapier Integration Guide](file:///c:/Users/Admin/Documents/abdulla/project/boothmaven/document/public-api-docs/manual/salesforce/salesforce-zapier-user-guide.md)
* [Zapier Platform Overview & Triggers](file:///c:/Users/Admin/Documents/abdulla/project/boothmaven/document/public-api-docs/manual/zapier/zapier-user-guide.md)
* [HubSpot CRM Integration Guide](file:///c:/Users/Admin/Documents/abdulla/project/boothmaven/document/public-api-docs/api/hubspot-api.md)


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