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🔗 Salesforce Integration Guide

ClickBid’s Salesforce integration lets you seamlessly sync bidder and sales data with your Salesforce CRM. Whether you're importing contacts or pushing donations and ticket sales back into Salesforce, this integration saves time and keeps your data clean and consistent.

🔐 How to Get Your Salesforce Security Token

Before you start, make sure you have your Salesforce username, password, and security token handy. You’ll need these to connect.

  1. Log into your Salesforce account.

  2. In the upper-right corner, click your profile image and choose Settings.

  3. If a personal info screen pops up, click Cancel to go to your My Settings.

  4. In the left menu, click Personal > Reset My Security Token.

  5. Click the Reset My Security Token button.

Salesforce will send you a new security token by email. You’ll enter this in Integrations when connecting.

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The security token is an extra layer of authentication used by Salesforce. You’ll need a new one anytime your Salesforce password is changed.

⚙️ Connecting Your Salesforce Account

  1. Go to the Integrations tab > Dashboard.

  2. Find the Salesforce Integration card and click Connect.

  3. In the pop-up window, enter your Salesforce Username, Password, and Security Token.

  4. Click Connect.

Once the connection is successful, the button will change to say Connected.

If you change your Salesforce password, you’ll need to reconnect using a new security token.

🧩 Data Mapping Setup (Optional)

ClickBid allows custom field mapping for Contacts and Opportunities in Salesforce. Set this up before exporting data if you need more detailed record syncing.

👤 Mapping to Salesforce Contacts

  1. Click Create Custom Mapping.

  2. Select Salesforce Field Type: Contact.

  3. Choose the Salesforce field (must be a text field from Salesforce’s Contact object).

  4. Pick from ClickBid’s contact-related fields:

    • Bidder Number

    • Bidder Table Number

    • Bidder donated at the event?

    • Bidder is a ticket holder?

    • Bidder was a purchaser at the event?

  5. Click Create.

You can create up to 5 custom mappings for Contacts. These will appear under each Contact's Details tab in Salesforce.

In Salesforce, go to Object Manager > Contact > Fields & Relationships to create custom fields.

💼 Mapping to Salesforce Opportunities

  1. Click Create Custom Mapping.

  2. Select Salesforce Field Type: Opportunity.

  3. Choose or create a Salesforce text field in the Opportunity object.

  4. Pick from ClickBid’s item-related fields:

    • Item Category

    • Item FMV

    • Item Name

    • Item Number

  5. Click Create.

You can create up to 4 mappings for Opportunities. These will appear in the Opportunity Detail area in Salesforce.

➡️ Importing Bidders from Salesforce

  1. Go to Integrations > Salesforce > Import Bidders.

  2. Choose a Salesforce Campaign to pull from, or import all contacts.

  3. Check the box next to each contact you want to import.

  4. Click the Import button.

You’ll see the Imported? field update to Not Yet for new records.

Before your event, import only contacts with valid email and/or phone. Without this, you can’t reach them via ClickBid Mass Messaging.

🔁 Exporting & Updating Bidders in Salesforce

ClickBid allows you to export new bidders or link to existing Salesforce contacts.

Add New Contact

  1. Check the box next to the bidder.

  2. In the Operation dropdown, select Add New Contact in Salesforce.

  3. Click Export/Update.

Link to an Existing Contact

  1. In Salesforce, go to the Contacts tab.

  2. Click a contact and copy the Salesforce ID from the URL.

  3. Back in ClickBid, check the box next to the bidder.

  4. Select Link to Existing Contact and enter the ID.

  5. Click Export/Update.

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Export/Update Bidders in the Event Admin

You can manage bidder data from Bidders > Manage Bidders in the ClickBid admin.

💸 Exporting Sales to Salesforce

To sync ticket sales, donations, and auction item purchases:

  1. Go to Integrations > Salesforce > Export Sales.

  2. Click Show All Entries.

  3. Check the box next to each Item Name.

  4. In the Salesforce Match column:

    • Click the Magnifying Glass to match if you see Attempt Match under Salesforce Match column

    • Click the pencil to manually enter a Salesforce ID

    • Or click Create New Contact

  5. At the bottom, click Export Sales.

⚠️We match on last name, email, and phone number. If all three do not match you will see Attempt Match. If you do not select a match from the Magnifying Glass and their are 5 contacts the export will be sent to the first one on the list. Doing this can put sales in the incorrect contact.  (example: Jane Bidder, Tim Bidder, Test Bidder all those last names have Bidder so an attempt match will be created)

Only items with Closed status will appear. Items marked Invisible won’t show in Export Sales. Items & Tickets must be paid to display under Export Sales.

During export, you’ll be asked to:

  • Select a Campaign Fair Market Value field

  • Choose a Receipt Amount type:

    • Purchase Amount minus FMV (default)

    • Purchase Amount

Sales will appear in the Opportunities section of the Salesforce Contact record.

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Only the ticket purchaser is exported under Export Sales. Guests must be exported separately through the Export/Update Bidders tab.

📝 Activity Log

Check the Activity Log to see the status of your imports and exports. Errors will be listed here, and you’ll also get an email notification if something fails.

🚫 Common Errors & Fixes

⚠️ “Opportunity Acknowledgement” Error

If you get this message while exporting sales:

"We can't save this record because the Opportunity Acknowledgement process failed"

It means Salesforce is blocking the export due to a custom workflow. You’ll need to contact your Salesforce rep and temporarily disable the workflow during the export.

🛠️ How to Fix It

1. Contact your Salesforce administrator or representative.

2. Request a temporary suspension of the “Opportunity Acknowledgement” workflow or automation.

3. Once disabled, retry the sales export from ClickBid.

4. After the upload is complete, your Salesforce team can reactivate the workflow.

  • This issue is the result of a custom setting or process configured in your Salesforce account.

  • Suspending it briefly will allow ClickBid to successfully upload the sale records.

This error cannot be fixed from within ClickBid. Only your Salesforce admin can adjust or pause the affected workflow.

🛑 500 Error Message

This usually means the integration is broken, often due to a changed Salesforce password.

  1. Go to Integrations > Dashboard.

  2. On the Salesforce card, click the blue Connected button to disconnect.

  3. Reconnect by clicking the green Connect button and re-entering your credentials.