Salesforce

Connect your Salesforce account to Apptoto to sync calendar events, contacts, and lead records to send automated appointment reminders to clients.

Salesforce may block your first connection

Salesforce does not let people authorize an app that has not been installed in their org. When that happens your connection attempt stops on a Salesforce error page that only says an unexpected error has occurred, which does not tell you what went wrong. A Salesforce administrator clears it in about two minutes. See If Salesforce blocks the connection.

Connect your Salesforce account

1. Sign up or log in with Salesforce - On the Apptoto Sign Up Page, select Sign Up with Salesforce to create your Apptoto account using your Salesforce credentials.

   

2. Enter your Salesforce credentials - A pop-up will appear where you enter your Salesforce login information. This allows Apptoto to sync with your Salesforce calendar.

   

3. Choose your Salesforce calendar - After Apptoto verifies your login credentials with Salesforce, choose the calendar you want to connect with Apptoto. (To connect additional calendars, check the others from the list and edit individual settings later in Settings > Calendars.)

   

4. **Configure calendar settings ** - The Calendar Name and Color options are identifiers for you in Apptoto and will not impact your Salesforce calendars. By default, the Calendar Name is populated with the Salesforce name. Once you complete those prompts, set availability (relative to online booking in Apptoto) if you want to utilize online scheduling. Click Next to proceed.

   

   Note

   Clients cannot schedule with you unless you set up a booking page.

5. Set notification preferences - The next step allows you to set notification preferences for the individual calendar. Once complete, click Connect Calendar to connect your chosen Salesforce calendar(s) to Apptoto.

   

6. Test the connection - Create a test appointment in Salesforce one week from today and include your cell phone number and email address. Click the Sync button in Apptoto to pull in the new appointment immediately.

   

   Note

   If you created a new Salesforce contact for the test appointment, Apptoto may not recognize it until the first full hourly sync. This is expected behavior.

If Salesforce blocks the connection

If Salesforce stops you on an error page instead of returning you to Apptoto, the usual cause is that the Apptoto app has not been installed in your Salesforce org.

Salesforce blocks this before it shows you the approval screen, so the page you land on is generic and unhelpful. It normally reads:

OAUTH_APPROVAL_ERROR_GENERIC: An unexpected error has occurred during authentication. Please try again.

Trying again does not help. The real reason appears only in the browser address bar, which contains error=invalid_client&error_description=app+must+be+installed+into+org. You can confirm it there, but you do not have to: if Salesforce shows you any error instead of bringing you back to Apptoto, the steps below are the fix to try first.

This is a Salesforce security setting, not an Apptoto problem. Salesforce no longer lets a user approve an app on their own unless an administrator has installed it. Salesforce connections made before this restriction was introduced keep working, so this usually appears the first time someone in your org connects Salesforce to Apptoto.

Install the Apptoto app (recommended)

A Salesforce administrator can do this in a few minutes.

1. Let the connection fail once - Attempt the Apptoto connection and let Salesforce block it. This step is required: the denied attempt is what makes Apptoto appear in the list in the next step.

2. Open Connected Apps OAuth Usage - In Salesforce, go to Setup > Apps > Connected Apps > Connected Apps OAuth Usage.

3. Install Apptoto - Find Apptoto in the list and click Install.

4. Connect again - Return to Apptoto and connect Salesforce. The connection now completes normally, for everyone in your org.

Note

Installing the app once covers your whole org. Other users do not need to repeat these steps.

Grant the permission instead

As an alternative, a Salesforce administrator can assign the Approve Uninstalled Connected Apps permission to the person making the connection. Salesforce System Administrators already have this permission, which is why an administrator connecting their own Salesforce account often succeeds without installing the app first.

Installing the app is the better option. It applies to everyone in your org, and it does not depend on a permission that Salesforce is steering customers away from.

If you are still blocked after trying both, contact Apptoto Support.

How the sync works

• Apptoto syncs your Salesforce calendar once per hour automatically
• Click the sync button on the Appointments Tab to pull in changes immediately
• Apptoto extracts participant contact information from appointment records and matches it against your Salesforce contacts

Best Practices

Tip

For the best results with Salesforce, make sure participant names and phone numbers appear consistently in your Salesforce event records. Apptoto uses this information to find and match contacts.

• To learn how to create and map Apptoto fields to Salesforce, see Field Mapping.
• To learn how to use Salesforce custom objects and fields in campaigns, see Custom Objects.
• For next steps on setting up appointment reminders for your Salesforce events, see Message Setup.

Troubleshooting

Salesforce shows an unexpected error instead of connecting

If Salesforce stops you with a generic error such as OAUTH_APPROVAL_ERROR_GENERIC: An unexpected error has occurred during authentication, it is almost always because the Apptoto app has not been installed in your Salesforce org. A Salesforce administrator installs it from Setup > Apps > Connected Apps > Connected Apps OAuth Usage after one failed attempt. See If Salesforce blocks the connection for the full steps.