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Integrate your customers and Opportunities with Salesforce

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Integrate your customers and Opportunities with Salesforce

 

Steps to sync your User and Account data with Salesforce

Download the Salesforce module brief:

Please note

accessplanit’s Salesforce integration is an additional, chargeable module. Please speak to your Customer Success Manager to see if this is already included within your accessplanit package or to find out more information!

Related Help Guide Pages

Learn how you can sync your Opportunities and customer Accounts & Users between accessplanit and Salesforce to keep enquiry, contact, and address information updated automatically!

The Salesforce integration connects your accessplanit platform with Salesforce, aligning your Accounts, Users, and Opportunities automatically!

With the Salesforce integration, your Sales team can continue managing their Opportunities in Salesforce, while your Training team works in accessplanit. The information they both need is automatically shared between the two platforms, so everyone is working from the same up-to-date customer, course, and pricing information!

This means your Sales team can confidently discuss training options with your customers, knowing they're using the latest Course catalogue and prices from accessplanit. At the same time, your Training team can immediately see new Opportunities, selected Courses, pricing, and notes without waiting for emails, spreadsheets or handovers.

The integration helps you to:

  • Eliminate duplicate data entry, as information is shared automatically between Salesforce and accessplanit

  • Keep customer, Opportunity, and Course information consistent across both systems

  • Give Sales and Training teams shared visibility of customer Opportunities

  • Speed up the journey from initial enquiry to confirmed training booking, by removing manual handovers and delays

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This guide will walk you through how accessplanit’s integration with Salesforce works, and how to set up the integration step by step.

About

This integration keeps your Accounts, Users, and Opportunities in sync between Salesforce and accessplanit, making sure your key customer and enquiry information is always up to date.

Once enabled, syncing happens automatically, there is no manual work required. Simply create or update a User, Company, or Opportunity, and the integration will update the other system. This keeps your Sales and Training teams aligned, reduces errors, and saves time across your organisation.

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Benefits of using the Salesforce integration

Customer data synced across both systems

  • When you create or update a User or Account in accessplanit or Salesforce, the integration automatically runs a sync behind the scenes

  • Contact details and addresses are consistent in both platforms

  • This eliminates the need for manual copying/pasting of contact details, reducing human error and admin effort!

Alignment with Sales Team

  • Sales Opps from Salesforce are visible in accessplanit, giving your Training team full transparency and helping them prepare for upcoming bookings

  • Course Templates and pricing from accessplanit sync to Salesforce, so your Sales team always works with accurate, up-to-date information

Time savings & reduced manual overhead

  • Because the synchronising of data is handled by the integration seamlessly, your team spends less time doing repetitive data update tasks

Improved accuracy & consistency

  • Fewer data issues, mismatches, or missing contact details, or misinterpreted requests!

Is the Salesforce integration worth it for my business?

When your Sales and Training teams work across separate systems, a surprising amount of time can be spent manually re-entering information, checking records, and correcting inconsistencies between the platforms.

Without the Salesforce integration, a typical weekly process can look something like this:

  • Sales & training teams manually re-enter Opportunity and Customer information from Salesforce into accessplanit (approximately 15 minutes per Opportunity)

  • Training Administrators requesting data from Salesforce for Course selections, pricing details, and notes before processing (approximately 10 minutes per Opportunity)

  • Teams spend additional time correcting records and resolving issues when information becomes out of sync (approximately 30 minutes per week)

For a business processing just 10 Opportunities per week, this adds up to approximately 280 minutes (~4.5 hours) every week spent on cross-system administration. Over the course of a year, that’s approximately:

4.5 hours × 52 weeks = 230+ hours of manual administration eliminated annually

The Salesforce integration automates much of the information sharing for enquiry management, helping to:

  • Reduce duplicate data entry

  • Improve data consistency across teams

  • Keep Opportunity, Customer, and Course information aligned

  • Minimise manual errors

  • Give Sales and Training teams visibility of the same up-to-date information

  • Speed up the journey from enquiry to Course delivery

 

1. Prerequisites & planning

Before you start setting up your integration, we recommend that you make sure you have everything first!

The following steps should be followed to get ready for your integration!:

  • Make sure your team has a Salesforce account (with a plan that includes custom variables)

  • Purchase the module with accessplanit

1.1. Check your systems and processes are ready for the integration

Before you begin configuring the Salesforce integration, use this checklist to make sure your systems and data are ready.

Platform requirements

We have a paid Salesforce licence that supports third-party integrations (the integration is not supported on free Salesforce plans).
We understand that the Salesforce and HubSpot integrations cannot be enabled at the same time - if HubSpot is currently enabled, it must be disabled before Salesforce can be activated.

Administrator access

We have an accessplanit Super Administrator available who can:

  • Access API Keys

  • Access Integrations

  • Complete the accessplanit configuration

We have a Salesforce System Administrator available to:

  • Create a Connected App

  • Generate the Consumer Key and Consumer Secret

  • Complete the Salesforce configuration

Data quality

Our customer Users have unique email addresses populated (email address is used to identify matching Users across both systems)

Integration behaviour

We understand that Opportunities sync from Salesforce to accessplanit only (Opportunities created or updated in accessplanit will not be sent back to Salesforce).
We understand that Course Templates sync from accessplanit to Salesforce only (changes made to Products in Salesforce will not sync back to accessplanit).
We understand that enabling the integration does not automatically sync existing records - only records that are created or updated after the integration is enabled will synchronise.
We understand that the integration can only sync Opportunity data to one accessplanit Training provider

Configuration requirements

Our Sales Stages in accessplanit can be set up to exactly match our Opportunity Stages in Salesforce.
We are prepared to create a ‘Price Book’ Custom Field on Course Templates in accessplanit and map it to our Salesforce Price Books during setup.
We understand that address values, particularly Country, must match exactly between Salesforce and accessplanit.

1.2. Purchase the module with accessplanit

If you haven’t already purchased the Salesforce integration, please get in touch with your Customer Success Manager at accessplanit to add the Salesforce module to your package!

Contact: customersuccess@accessplanit.com

Please note

It is not possible to have both the Salesforce & HubSpot modules enabled at the same time.

2. Set up the integration

In this step you will set up your integration between accessplanit and Salesforce, collectively these steps will take between 60-90 minutes to complete.

2.1. Create 'Price Book' Custom Field in accessplanit ESTIMATED TIME: 5 MINUTES

The Course Templates you want to sync to Salesforce must be mapped to a ‘Price Book' in your accessplanit platform, in this first step we’ll create the Custom Field for this.

Top tip!

Before you complete this task, have a quick check of the names of your Price Books in Salesforce, if you would like a dedicated Price Book for your Courses in accessplanit - e.g. ‘Course Products’ create this first!

Watch the steps:

Creating AccessPlanet Custom Price Book Field.mp4

Read through the steps:

  1. Open your accessplanit platform

  2. Open the ‘Administration’ menu from the Profile options at the top-right of your platform

    image-20250604-134627.png

     

  3. Open the ‘Custom Fields' page

    image-20260422-100538.png

     

  4. Click ‘Add Custom Field’

    image-20260422-100611.png

     

  5. Create a new Course Template Custom Field called ‘Price Book’

    1. Name: Price Book

    2. Description: Connects to our Salesforce Price Books

    3. Type: Drop Down List

    4. Options: Include your Price Book label, e.g. ‘Standard’, ‘Course Products’

    5. Module: Course Template

    6. Page: Details

    7. Section: Course Identity

    8. Share with modules: not required but you can check these options

    9. Include In Text Templates: not required but you can check this option

    10. Include In Workflows: not required but you can check this option

    11. Include In Audit Logs: not required but you can check this option

      image-20260422-101101.png

       

  6. Click ‘Save & Close’ to create your Custom Field

    image-20260422-101133.png

     

2.2. Set up your Sales Stages in accessplanit to match your Statuses in Salesforce ESTIMATED TIME: 20 MINUTES

For Opportunities to successfully sync from Salesforce to accessplanit, the Sales Stages in both systems need to match.

Watch the steps

Align accessplanit & Salesforce sales stages .mp4

 

Read through the steps:

  1. Updating Sales Stages in accessplanit

    1. Sales Stages are managed within ‘Custom List Items’

    2. Please see our dedicated guide for updating sales stages: Update the Opportunity Sales Stage options

  2. Updating Sales Stages in Salesforce

    1. Login to your Salesforce account

    2. Open the Setup menu from the top-right of your page

      image-20260422-101856.png

       

    3. Open the ‘Object Manager’ tab

      image-20260422-101935.png

       

    4. Scroll down to the ‘Opportunity’ option

      image-20260422-105717.png

       

    5. Open the ‘Fields & Relationships’ option

      image-20260422-102044.png

       

    6. Use the Quick Find and search for ‘Stage’

      image-20260422-105809.png

       

    7. Click to view this field

      image-20260422-105853.png

       

    8. Scroll down to the ‘Opportunity Stages Picklist Values’

      image-20260422-105929.png

       

    9. Use the ‘New’, ‘Edit, and 'Del’ options to manage the your list of Stages



2.3. Create a Salesforce app for accessplanit ESTIMATED TIME: 10 MINUTES

To collect our Salesforce connection details for the integration, we first need to create an app in Salesforce for accessplanit.

Watch the steps:

Set up an accessplanit ap in salesforce.mp4

Read through the steps

  1. Login to your Salesforce account

  2. Open the Setup menu

    image-20260422-101843.png

     

  3. In the ‘Quick Find’ box, search for ‘External Client Apps’

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  4. Select the ‘Settings’ option

    image-20260420-103721.png

     

  5. Click to create a ‘New Connected App’

    image-20260420-105823.png

     

  6. Within the ‘App Manager’ form, enter the following details:

    1. Connected App Name: accessplanit

    2. API Name: accessplanit

    3. Contact Email: enter your email address

    4. Description: Syncs customer and opportunity data between Salesforce and accessplanit

    image-20260420-103749.png

     

  7. Check the ‘Enable OAuth Settings’ box, and provide the following Callback URL: https://oauth2.eu-west-2.prismatic.io/callback

    image-20260420-103922.png

  8. Select these two 'Selected OAuth Scopes':

    1. Full access (full)

    2. Perform requests at any time (refresh_token, offline_access)

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  1. Uncheck the three options:

    1. Require Proof Key for Code Exchange (PKCE) Extension for Supported Authorization Flows

    2. Require Secret for Web Server Flow

    3. Require Secret for Refresh Token Flow

    image-20260420-103959.png

 

  1. Leave the remaining options on the form blank, and click ‘Save’ at the bottom of the page

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  2. You will see confirmation that you have a new Connected App

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  3. Click on the ‘Manage Consumer Details’ button

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  1. You will be required to verify your identify

    image-20260420-110637.png

 

  1. Take a copy of your Consumer Key and Consumer Secret, you’ll need these for your integration set up!

    image-20260420-110810.png

 

Top tip!

If you lose these consumer details, you can generate them again via the Salesforce ‘App Manager’ > View your accessplanit App > follow the 'Manage Consumer Details’ button again

 

2.4. Generate your accessplanit API key ESTIMATED TIME: 10 MINUTES

To connect our accessplanit connection details for the integration, we first need an API Key for accessplanit.

Watch the steps

Create a Salesforce API Key.mp4

Read through the steps

  1. Open your accessplanit platform

  2. Open the ‘Administration’ menu from the Profile options at the top-right of your platform

    image-20250604-134627.png

     

  3. Open the ‘API Keys’ menu option to access the page where you can create a new API Key for this integration

Please note

The option to generate API keys is not available to all Admins, please get in touch with a member of the accessplanit Support Team if you are unable to access this option.

 

  1. Click the green ‘Add API Key’ button

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  2. Provide your API Key with a name, e.g. ‘Salesforce Integration’

    image-20260130-161842.png

     

  3. Copy the provided API Key and save it somewhere secure

    image-20250604-135103.png

 

  1. Set your API key to be ‘Enabled’

    image-20250604-135426.png

     

  2. Select the API Scope ‘Salesforce’

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Read more about API Keys

If you would like to know more about API Keys, and the other options available (such as the Expiration Date) please see our dedicated guide: API v2 - Developer Resources

 

  1. Click the ‘Save’ button at the top of the page to create your API Key

    image-20260702-151157.png

 

2.5. Set up the integration ESTIMATED TIME: 15 MINUTES

The final step is to configure the integration, following this the connection between the two systems will be live!

Before you start

To set your integration up, you will needs to have the following:

  1. Your Salesforce Consumer details (set up in 2.3.) - Consumer Key and Consumer Secret

  2. Your accessplanit API Key (set up in 2.4.)

  3. You must be actively logged into your Salesforce account

  4. The accessplanit Account ID where new Salesforce users should be added if no Account match is found (this is typically your Guest Account ID)

  5. The accessplanit Account Group ID where new Salesforce customer Accounts should be added if no match is found (often a dedicated group such as “Salesforce Accounts” is created for this)

  6. The accessplanit Account ID for the Training Provider who will own new Opportunities created from Salesforce

Salesforce integration set up requirements.mp4

Watch the steps

Configuring the Salesforce Integration.mp4

Read through the steps

  1. Open your accessplanit platform

  2. Open the ‘Administration’ menu from the Profile options at the top-right of your platform

    image-20250604-134627.png

     

  3. Open the ‘Integrations’ menu option to access the page where you can set up integrations

Please note

The 'Integrations' Administration option is not available to all Admins, please get in touch with a member of the Support Team if you are unable to access this option

 

  1. Find the Salesforce integration option and click on it
    If this option isn’t available, please contact a member of the accessplanit team

    image-20260130-162208.png

 

  1. Click to configure your integration
    If the integration has already been established, instead ‘View’ the integration and then click the ‘Reconfigure’ option

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  2. Within the ‘Initial Configuration’ step you can change the name of the integration (optional)

    image-20260130-162304.png

     

  3. Proceed to the next step ‘Configuration’

  4. Add your accessplanit Connection options:

    1. Add in your accessplanit URL, include the /accessplan
      e.g. https://platformname.accessplanit.com/accessplan
      or if setting up in sandbox first, https://platformname.accessplanit.com/accessplansandbox

    2. Paste in your accessplanit generated API Key (generated in 2.4.)

      image-20260130-162426.png

       

  5. Add your Salesforce Connection details:

    1. Add in your Consumer Key (generated in 2.3.)

    2. Add in your Consumer Secret (generated in 2.3.)

    3. Click the ‘Connect’ button

    image-20260420-111707.png


    Please note - if you get an error here that says your client details are not valid, double check you have pasted in the correct details and if so wait for a few minutes before trying again. Salesforce can take up to 10 minutes to create the app (step 2.3.)

  6. Allow access

    image-20260420-114954.png

     

  7. Once login is successful, you will see confirmation that Salesforce has been connected successfully

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  8. You should see your Salesforce is now connected

    image-20260420-115103.png

  9. Proceed to the next step ‘Settings’

  10. In the ‘Settings’ step, use the ‘Sync Options’ to choose which data you’d like to sync:

    image-20260703-104419.png

    1. ‘Accounts’ - use this option to sync your customer companies/accounts details only

    2. ‘Accounts & Users’ - use this option to sync your customer companies/accounts and their users/employee details only

    3. ‘Accounts, Users & Opportunities’ (most popular) - use this option to sync your customer details and opportunity details

  11. Use the ‘Default Company ID’ to define which accessplanit Account new Users from Salesforce will be added to, if a matching Account isn’t found for them - this is typically your ‘Guest Account’

    image-20260420-115622.png

     

  12. Use the ‘Default Company Group ID’ to define which accessplanit Account Group new customer Accounts from Salesforce will be added to - typically a dedicated Account Group called ‘Salesforce Accounts’ is created
    Learn how to create an Account Group

    image-20260420-115814.png

     

  13. Use the ‘Opportunity Owner ID’ option to define which Training Provider should own Opportunities created in accessplanit from Salesforce, provide the Account ID of the Training Provider

    image-20260420-120852.png

 

  1. Finally, use the last two options to define how Accounts created in Salesforce from your accessplanit data should be configured. Here, you can choose the default ‘Industry’ and ‘Account Type’ that will be applied to new Salesforce Accounts

    image-20260703-104717.png

     

  2. Click ‘Finish’ to complete the set up of this integration

    image-20250604-143922.png

     

  3. Your integration will now be running!

    image-20260420-121010.png

 

2.6. Assign your Price Book to your accessplanit Course Templates ESTIMATED TIME: 5 MINUTES

For the Course Templates you would like to show in Salesforce, update your new Custom Field on them so they each have a valid Price Book. This will sync your Course Templates to Salesforce!

Watch the steps:

Updating Price Book in accessplanit.mp4

 

Read through the steps:

  1. Open the Course Templates DataGrid

    image-20260702-125315.png

     

  2. Filter your DataGrid to only see the Course Templates you want to sync with Salesforce

     

  3. Per Price Book, select the Course Templates you’d like to sync

    image-20260702-125433.png

     

  4. Open the Bulk Edit options

    image-20260702-125504.png

     

  5. Bulk Edit the ‘Price Book’ setting for those Course Templates

    image-20260702-125525.png

     

  6. Repeat steps 3-5 until you have covered all your Price Books!

 

Good to know

Once you've assigned a Price Book, your Course Templates will begin syncing to Salesforce. If you have a large number of Course Templates, this process may take a few minutes to complete.

If, after waiting, you notice that any Course Templates haven't synced, you can trigger the synchronisation again by clearing the Price Book field, saving the Course Template, and then reselecting the appropriate Price Book.

3. Testing your integration

In this step, you will test the integration to make sure you can see data flowing between accessplanit and Salesforce

3.1. Sync data from accessplanit to Salesforce

Please follow the below steps to test the integration successfully syncs Users, Accounts, and Course Templates from accessplanit to Salesforce.

Before testing, it’s important to know what data is shared from accessplanit and Salesforce, updating this data in accessplanit will trigger an update to Salesforce!

Type of data

Data included

Type of data

Data included

Contact is created/updated in Salesforce from accessplanit’s User

  • Title

  • Forenames

  • Surname

  • Email

  • Phone

  • Mobile

  • Main Account

  • Address

  • Town

  • Country

  • Postcode

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