Setting up Salesforce

RoundUp Early Childhood can send your center’s enrollment leads to Salesforce. New inquiries from your website form, online tour bookings, and applications become Salesforce Leads, and when a family enrolls or withdraws, the Lead’s status follows. This guide is for the director and the Salesforce administrator at a center that already uses RoundUp.

Every center connects its own Salesforce org. RoundUp never shares an org between centers, and the connection is used only for your center’s leads.

1. What syncs, and what doesn’t

For each prospective family, RoundUp creates or updates one Lead with:

• The parent or guardian’s first and last name, email, and phone.
• On the first sync only, a description with your center’s name, the family’s preferred start date, and how they heard about you.
• The Lead Status you chose for their enrollment status, if you map one (section 5).

And deliberately not:

• No information about children: no name, age, or date of birth.
• No director notes, and nothing from the enrollment forms, billing, or attendance.
• Nothing is read back. RoundUp only creates and updates Lead records. It does not read your contacts, accounts, opportunities, or any other Salesforce data.

It also leaves your work alone:

• No duplicates. A family already in Salesforce as an open Lead with the same email is matched to that Lead rather than added again.
• Your notes stay yours. The description is written once, when RoundUp creates the Lead, and never overwritten.
• Converted Leads are final. Once you convert a Lead, or delete it, RoundUp stops updating it.

New leads are sent within seconds of arriving in RoundUp. Every connected center is also re-synced each hour, which catches anything missed.

2. Before you start

• Salesforce is turned on for your center. It is being rolled out center by center. Email support@roundupece.com to have it turned on.
• A Salesforce edition with API access: Enterprise, Unlimited, Performance, or Developer, or Professional with the API add-on.
• The Salesforce user who connects needs the API Enabled permission and permission to read, create, and edit Leads. We recommend a dedicated integration user, so leads don’t stop syncing when a staff member leaves.

3. Approve the app in Salesforce (administrator)

Salesforce blocks users from connecting an app their org hasn’t approved. Your Salesforce administrator does this once:

1. In Salesforce, open Setup and search Quick Find for Connected Apps OAuth Usage.
2. Find RoundUp ECE and click Install.

If RoundUp ECE isn’t listed yet, have the connecting user try connecting once (section 4), then look again. Alternatively, give the connecting user the Approve Uninstalled Connected Apps permission through a permission set.

The app asks Salesforce for two permissions only: Manage user data via APIs (to create and update Leads) and Perform requests at any time (so the sync keeps running without anyone signed in).

4. Connect from RoundUp (director)

1. Sign in to the RoundUp director portal and open Salesforce in the sidebar.
2. Choose Production org, or Sandbox org to try it out in a Salesforce sandbox first.
3. Click Connect Salesforce, sign in as the user from section 2, and click Allow.

You come back to RoundUp with Salesforce connected, and your existing leads sync straight away. The page shows the last sync and how many Leads it added and updated. Sync now runs one immediately.

5. Map your Lead statuses

Every org names its Lead statuses differently, so RoundUp doesn’t guess. Under Lead statuses, pick one of your org’s values for each RoundUp status: New lead / waitlisted, Enrolled, Inactive, and Withdrawn. A status left on Don’t change leaves that Lead’s status to you in Salesforce.

If you later rename or deactivate a Lead Status in Salesforce, choose it again here; until you do, Leads with that status fail to update.

6. Disconnecting

Click Disconnect on the Salesforce page. RoundUp revokes its access at Salesforce and deletes its copy of the connection. Leads already in Salesforce stay there. Reconnecting the same org later picks the same Leads back up instead of duplicating them.

Your administrator can also cut off access at any time from Salesforce: Setup → Connected Apps OAuth Usage → RoundUp ECE → Revoke.

7. Troubleshooting

The Salesforce page says “Not available for this center yet”

Salesforce hasn’t been turned on for your center. Email support.

Salesforce shows an error instead of the Allow screen

The app hasn’t been approved in your org (section 3), or the user doesn’t have API Enabled. After approving, try connecting again.

The last sync shows failures

The page shows the first error Salesforce gave. The usual causes are:

• A mapped Lead Status that was renamed or deactivated. Re-pick it in section 5.
• A required custom field on Lead that RoundUp doesn’t fill in. Make it optional, or give it a default value.
• A validation rule that rejects the Lead.

Leads stopped updating after a quiet month

Salesforce signs out a connection that hasn’t been used for 30 days. The hourly sync normally keeps it active, but if your org revoked it, or the connecting user was deactivated, disconnect and connect again.

“Left alone” in the sync summary

Those Leads were converted or deleted in Salesforce, so RoundUp no longer updates them. This is expected.

8. Support

• Email: support@roundupece.com
• Phone: +1 (458) 273-4336
• Hours: normal business hours, Pacific Time.

For a connection that won’t complete, include your center name and the exact message shown on screen. How RoundUp handles personal information is described in our Privacy Policy.