Integrate with Salesforce

Connect Visitly to Salesforce to automatically sync visitor check-in and check-out data to your CRM. Create leads, track visits, map custom fields, sync documents, and keep your team informed — all without manual data entry.

Prerequisites

Before connecting, make sure you have the following:

• A Visitly account with admin access (Org Admin or Location Admin)
• A Salesforce account — any edition with API access (Professional, Enterprise, Unlimited, or free Developer Edition)
• Salesforce admin permissions (to create custom objects and authorize OAuth)
• “API Enabled” permission on your Salesforce user profile

Step 1: Create the Visitly Visit Object

Visitly syncs visitor data to a custom object called Visitly_Visit__c in your Salesforce org. Your Salesforce admin needs to create this object and its fields before connecting. There are two ways to do this:

Create the Object (Manual Setup)

For detailed guidance, see Salesforce’s documentation on creating custom objects.

1. In Salesforce, click the gear icon (top-right) → Setup.
   
   
2. In the Quick Find box, type Object Manager and click it.
   
   
   
3. Click Create (top-right) → Custom Object.
   
   
   
4. Fill in:
   Label: Visitly Visit
   Plural Label: Visitly Visits
   Object Name: Visitly_Visit (auto-fills from Label)
   Record Name: Leave default (Visitly Visit Name)
   
   
   
5. Leave all other options at their defaults and click Save.
   
   
   

Step 2: Add the Required Fields (Manual Setup)

Navigate to Object Manager → Visitly Visit → Fields & Relationships, then click New for each field below. See Salesforce’s guide on adding custom fields.

Note: For each field: Select the data type → click Next → enter the Field Label (the API Name auto-fills) → click Next → set Field-Level Security (check Visible for your profile) → click Next → add to page layout → click Save & Newto continue with the next field.

Here’s an example: adding the first field step by step

1. Go to Object Manager → Visitly Visit → Fields & Relationships → New.
   
2. Select Text as the data type, then click Next.
   
    
3. Enter Field Label: Visit ID. The API Name will auto-fill as Visitly_Visit_ID. Set Length to 80.
4. Check External ID and Unique (these options appear on this same page for Text fields).
   
   
   
5. Click Next. On the Field-Level Security page, check Visible for your profile (e.g., System Administrator).
   
   
   
6. Click Next. Leave “Add to page layouts” checked, then click Save & New.
   

Repeat this process for each remaining field below, selecting the correct data type each time:

• Visit ID — Visitly_Visit_ID__c — Text (80) — Mark as External ID + Unique
• Visitly Org ID — Visitly_Org_ID__c — Text (50)
• Visitor Name — Visitor_Name__c — Text (255)
• Visitor Email — Visitor_Email__c — Email
• Visitor Phone — Visitor_Phone__c — Phone
• Visitor Company — Visitor_Company__c — Text (255)
• Host Name — Host_Name__c — Text (255)
• Host Email — Host_Email__c — Email
• Purpose of Visit — Purpose_of_Visit__c — Text (255)
• Location ID — Visitly_Location_ID__c — Text (50)
• Location Name — Visitly_Location_Name__c — Text (255)
• Visitor Type ID — Visitly_Visitor_Type_ID__c — Text (50)
• Visitor Type Name — Visitly_Visitor_Type_Name__c — Text (100)
• Event Type — Event_Type__c — Text (20) — Values: sign_in, sign_out
• Event Timestamp — Event_Timestamp__c — Date/Time
• Check-in Time — Check_In_Time__c — Date/Time
• Check-out Time — Check_Out_Time__c — Date/Time
• Is Returning Visitor — Is_Returning_Visitor__c — Checkbox — Default: unchecked
• Event Status — Visitly_Event_Status__c — Text (50)
• Visit Count — Visit_Count__c — Number (5, 0)

Set Field-Level Security

This step applies whether you used Option A (Workbench) or Option B (manual). Fields must be visible to the user profile that connects to Visitly. If you already set visibility during field creation, you can skip this.

1. Go to Object Manager → Visitly Visit → Fields & Relationships.
2. Click on each field → Set Field-Level Security.
3. Check Visible for your admin profile (e.g., System Administrator).
4. Click Save and repeat for each field.
   
    

Step 2: Connect Visitly to Salesforce

Once the custom object is ready, connect your Visitly account to Salesforce via OAuth.

1. In Visitly, navigate to Settings → Integrations.
2. Find the Salesforce card under CRM Integrations and click it.
   
   
3. Select your environment: Production or Sandbox.
4. Click Connect to Salesforce.
5. You’ll be redirected to Salesforce. Log in with an account that has admin permissions and API access.
   
   
   
6. Review the permissions Visitly is requesting and click Allow.
   
   
7. You’ll be redirected back to Visitly with a Connected status.
   
   

Step 4: Connection Status & Details

After connecting, the Salesforce configuration page in Visitly shows your connection details and health at a glance. You can access this page any time by clicking Manage on the Salesforce card in Integrations.

Reconnect or Disconnect

If your connection becomes stale (e.g., password change, token expiration), use the Reconnect button to re-authenticate without losing your configuration. To fully remove the integration, click Disconnect — you’ll be asked to type DISCONNECT to confirm.

Step 5: Salesforce Object Selection

After connecting, Visitly needs to know which Salesforce object to sync visitor data to. By default, it looks for Visitly_Visit__c, but you can select a different custom object if your org uses one.

1. On the Salesforce configuration page, locate the Salesforce Object dropdown.
2. Select the object you want to sync to (default: Visitly_Visit__c).
3. Visitly will display how many fields were discovered (e.g., “20 fields discovered”) and whether an External ID field was detected.
4. If you’ve recently added the object or new fields, click Refresh Object List to re-scan your org.
   
   

Step 6: Configure Field Mapping

Field mapping controls which visitor data from Visitly gets sent to which fields in Salesforce. The mapping interface has two parts: auto-included identity fields and manually mappable fields.

Auto-Included Fields

These 10 identity fields are always sent with every sync event — no configuration needed: Visit ID, Visitly Org ID, Location ID, Location Name, Visitor Type ID, Visitor Type Name, Event Type, Event Timestamp, Is Returning Visitor, and Visit Count.

Manual Field Mapping

The mapping grid lets you pair each Visitly field to a Salesforce field on the selected object. For each row you’ll see:

Auto-Map

Click the Auto-Map button to let Visitly automatically match fields by name. Visitly compares field labels and API names to find the best matches. Review the results and adjust any incorrect pairings. The mapping counter (e.g., “10 of 39 mapped”) updates to show your progress.

Custom Fields

If you’ve configured custom sign-in fields in your Visitly org (e.g., Building, Badge Number), they’ll appear in the Visitly Field column alongside the standard fields. Map them to any compatible field on your Salesforce object.

Step 7: Sync Settings

Sync settings let you control which visitor events trigger a sync to Salesforce and whether documents are included.

Event Selection

Document Sync

Toggle Document Sync to include visitor attachments — signed NDAs, photo IDs, and uploaded documents — as file attachments on the visit record in Salesforce.

Step 8: Location Configuration

Control which Visitly locations sync their visitor data to Salesforce.

Step 9: Advanced Settings

These settings are optional — most customers can leave them at their defaults.

Step 10: Test the Connection

After configuring your mapping and sync settings, send a test event to verify the integration works end to end.

1. On the Salesforce configuration page, scroll to Test Connection.
2. Click Send Test Event.
   
   
   
   
3. Visitly will push a sample visit record using your current field mapping and sync settings.
4. In Salesforce, open the App Launcher (grid icon), search for Visitly Visits, and confirm the test record appears with correct field values.

Step 11: Automatic Lead Creation

Automatically create a Salesforce Lead whenever a new visitor record arrives from Visitly. This uses Salesforce Flow Builder — no code needed for the basic setup.

Before You Start: Add Check-in/Check-out Fields to the Lead Object

If you want visitor check-in and check-out times to appear on the Lead record, you need to create two custom DateTime fields on the Lead object first:

1. Go to Setup → Object Manager → Lead → Fields & Relationships → New.
   
2. Select Date/Time as the data type, click Next.
   
3. Enter Field Label: Check In Time. The API Name will auto-fill as Check_In_Time.
4. Click Next, set Field-Level Security to Visible for your profile, click Next, then Save & New.
5. Repeat for Check Out Time (same steps, different label).
   

Create the Flow

1. Go to Setup → Flows → New Flow.
   
   
   
2. Select Record-Triggered Flow → Create.
   
   
3. Configure the trigger:
   Object: Visitly Visit
   Trigger When: A record is created
   Optimize for: Actions and Related Records
4. Click Save and fill the Flow Label.
   
   
   

Add a Create Records Element

1. Click + after the Start element → Create Records.
2. Set How Many Records: One. Set Object: Lead.
3. Map the fields as shown in the table below.
4. Click Done.

Lead Field Mappings

• LastName — {!$Record.Visitor_Name__c} — Required by Salesforce
• Email — {!$Record.Visitor_Email__c}
• Phone — {!$Record.Visitor_Phone__c}
• Company — {!CompanyFormula} — Use Formula resource (see below)
• Check_In_Time__c — {!$Record.Check_In_Time__c} — Custom field you created above
• Check_Out_Time__c — {!$Record.Check_Out_Time__c} — Custom field you created above

Company Formula Resource

Salesforce requires the Company field on every Lead. To handle visitors who don’t provide a company, create a Formula resource in the Flow:

1. In Flow Builder, click New Resource (in the left panel, under the Toolbox).
2. Resource Type: Formula. API Name: CompanyFormula. Data Type: Text.
3. Enter this formula:

IF(ISBLANK({!$Record.Visitor_Company__c}), "Not Provided", {!$Record.Visitor_Company__c})

Then map the Lead’s Company field to {!CompanyFormula} instead of directly to {!$Record.Visitor_Company__c}.

Save and Activate

1. Click Save. Name the Flow: Visitly to Lead.
2. Click Activate.

Start (Visit created) → Create Lead (Create Records) → End

Step 12: Prevent Duplicate Leads

Without a duplicate check, the Flow creates a new Lead every time someone visits — even returning visitors. Add a check so the Flow updates the existing Lead instead of creating a duplicate.

Start (Visit created) → Find Lead (Get Records) → Exists? (Decision) → Create or Update (Lead) → Link Docs (Apex Action)

Step-by-Step Instructions

1. Add a Get Records element right after the Start element. Set Object to Lead. Add a filter: EmailEquals{!$Record.Visitor_Email__c}. Sort by CreatedDate descending. Choose Only the first record, and store it in a variable (e.g., {!existingLead}).
2. Add a Decision element after Get Records. Name: “Lead Exists?”. Create an outcome called “Yes — Lead Found” with the condition: {!existingLead.Id}Is Null = False. Set the default outcome to “No — Create New Lead”.
3. “No” path → Create Records. This is your existing Create Lead element with all the field mappings from Section 11.
4. “Yes” path → Update Records. Use the record from {!existingLead}. Update the fields you want refreshed on return visits (e.g., Check_In_Time__c, Check_Out_Time__c, Phone).
5. Connect both paths to the Link Documents Apex Action (see Section 14). For the “Yes” path, pass {!existingLead.Id} as the Lead Record ID. For the “No” path, pass {!Create_Lead}.

Step 13: Configure the Lead Page Layout

After the Flow is creating Leads, you need to make the Visitly fields visible on the Lead record page so your sales team can see visitor details at a glance.

Add Fields to the Classic Page Layout

The Details tab on a Lead record pulls its fields from the classic page layout. You cannot drag individual fields into it from the Lightning App Builder — you must edit the classic layout:

1. Go to Setup → Object Manager → Lead → Page Layouts.
2. Click on Lead Layout (or whichever layout is assigned to your users).
3. In the field palette at the top, find Check In Time and Check Out Time.
4. Drag them into the layout body where you’d like them to appear (e.g., in the Lead Information section).
5. Click Save.
   

Activate Your Lightning Record Page

If you’ve made changes in the Lightning App Builder (such as adding related lists or rearranging components), those changes won’t appear until you activate the page:

1. Open any Lead record and click the gear icon → Edit Page to open Lightning App Builder.
2. Make your changes (or just confirm the layout looks right).
3. Click Save.
4. Click Activation → Assign as Org Default → Save.
   

Step 14: Show Visitor Documents on Leads

Visitor documents (ID photos, NDAs, signed forms) are synced to the Visitly Visit record in Salesforce. To also make them appear on the Lead record, you need two pieces of Apex code and a layout change. Salesforce Flows cannot work with ContentDocumentLink records directly, so this requires Apex.

1: Add the Apex Class (Required)

This class is called from the Flow to copy documents from the Visit record to the newly created Lead.

1. Go to Setup → Apex Classes → New.
   
2. Paste the code below and click Save.
3. The class will appear as “Link Visit Documents to Lead” when you add an Action in Flow Builder.

public class LinkVisitDocumentsToLead {

    public class FlowInput {
        @InvocableVariable(label='Visit Record ID' required=true)
        public String visitRecordId;

        @InvocableVariable(label='Lead Record ID' required=true)
        public String leadRecordId;
    }

    @InvocableMethod(label='Link Visit Documents to Lead'
                     description='Copies ContentDocumentLinks from a Visitly Visit record to a Lead record')
    public static void linkDocuments(List<FlowInput> inputs) {
        Set<String> visitIds = new Set<String>();
        Map<String, String> visitToLead = new Map<String, String>();

        for (FlowInput input : inputs) {
            visitIds.add(input.visitRecordId);
            visitToLead.put(input.visitRecordId, input.leadRecordId);
        }

        List<ContentDocumentLink> existingLinks = [
            SELECT ContentDocumentId, LinkedEntityId
            FROM ContentDocumentLink
            WHERE LinkedEntityId IN :visitIds
        ];

        if (existingLinks.isEmpty()) { return; }

        List<ContentDocumentLink> newLinks = new List<ContentDocumentLink>();
        for (ContentDocumentLink cdl : existingLinks) {
            String leadId = visitToLead.get(cdl.LinkedEntityId);
            if (leadId != null) {
                newLinks.add(new ContentDocumentLink(
                    ContentDocumentId = cdl.ContentDocumentId,
                    LinkedEntityId = leadId,
                    ShareType = 'V',
                    Visibility = 'AllUsers'
                ));
            }
        }

        if (!newLinks.isEmpty()) { insert newLinks; }
    }
}

Add the Apex Action to your Flow

1. Open your “Visitly to Lead” Flow in Flow Builder.
2. After the Create Lead (or Update Lead) element, click + → Action.
3. Search for “Link Visit Documents to Lead” and select it.
4. Map the inputs: Visit Record ID = {!$Record.Id}, Lead Record ID = {!Create_Lead} (or {!existingLead.Id} if updating).
5. Click Done, then Save and Activate the Flow.
   
   

2: Add the Apex Trigger (Optional)

This trigger runs automatically whenever a document is uploaded to a Visitly Visit record after the Flow has already run. It finds the matching Lead (by email, falling back to name) and links the document there too. Without this trigger, only documents that exist at the time the Flow runs will be linked.

1. Open the Developer Console (gear icon in Salesforce → Developer Console).
2. Go to File → New → Apex Trigger.
3. Name it LinkDocumentToLead, select ContentDocumentLink as the sObject, click Submit.
4. Replace the generated code with the code below and click Save (Ctrl+S).

trigger LinkDocumentToLead on ContentDocumentLink (after insert) {
    Set<Id> visitIds = new Set<Id>();
    for (ContentDocumentLink cdl : Trigger.new) {
        if (cdl.LinkedEntityId.getSObjectType() == Visitly_Visit__c.SObjectType) {
            visitIds.add(cdl.LinkedEntityId);
        }
    }
    if (visitIds.isEmpty()) { return; }

    Map<Id, Visitly_Visit__c> visits = new Map<Id, Visitly_Visit__c>([
        SELECT Id, Visitor_Email__c, Visitor_Name__c
        FROM Visitly_Visit__c WHERE Id IN :visitIds
    ]);

    Set<String> emails = new Set<String>();
    Set<String> names = new Set<String>();
    for (Visitly_Visit__c v : visits.values()) {
        if (v.Visitor_Email__c != null) emails.add(v.Visitor_Email__c);
        if (v.Visitor_Name__c != null) names.add(v.Visitor_Name__c);
    }
    if (emails.isEmpty() && names.isEmpty()) { return; }

    List<Lead> leads;
    if (!emails.isEmpty()) {
        leads = [SELECT Id, Email, Name FROM Lead
                 WHERE Email IN :emails ORDER BY CreatedDate DESC];
    } else {
        leads = [SELECT Id, Email, Name FROM Lead
                 WHERE Name IN :names ORDER BY CreatedDate DESC];
    }
    if (leads.isEmpty()) { return; }

    Map<String, Id> emailToLeadId = new Map<String, Id>();
    Map<String, Id> nameToLeadId = new Map<String, Id>();
    for (Lead l : leads) {
        if (l.Email != null && !emailToLeadId.containsKey(l.Email))
            emailToLeadId.put(l.Email, l.Id);
        if (!nameToLeadId.containsKey(l.Name))
            nameToLeadId.put(l.Name, l.Id);
    }

    Set<Id> leadIds = new Set<Id>(emailToLeadId.values());
    leadIds.addAll(nameToLeadId.values());
    List<ContentDocumentLink> existingLeadLinks = [
        SELECT ContentDocumentId, LinkedEntityId
        FROM ContentDocumentLink WHERE LinkedEntityId IN :leadIds
    ];
    Set<String> existingLinkKeys = new Set<String>();
    for (ContentDocumentLink cdl : existingLeadLinks) {
        existingLinkKeys.add(cdl.ContentDocumentId + '_' + cdl.LinkedEntityId);
    }

    List<ContentDocumentLink> newLinks = new List<ContentDocumentLink>();
    for (ContentDocumentLink cdl : Trigger.new) {
        if (cdl.LinkedEntityId.getSObjectType() != Visitly_Visit__c.SObjectType)
            continue;
        Visitly_Visit__c visit = visits.get(cdl.LinkedEntityId);
        if (visit == null) continue;

        Id leadId = null;
        if (visit.Visitor_Email__c != null)
            leadId = emailToLeadId.get(visit.Visitor_Email__c);
        if (leadId == null && visit.Visitor_Name__c != null)
            leadId = nameToLeadId.get(visit.Visitor_Name__c);

        if (leadId != null) {
            String linkKey = cdl.ContentDocumentId + '_' + leadId;
            if (!existingLinkKeys.contains(linkKey)) {
                newLinks.add(new ContentDocumentLink(
                    ContentDocumentId = cdl.ContentDocumentId,
                    LinkedEntityId = leadId,
                    ShareType = 'V',
                    Visibility = 'AllUsers'
                ));
                existingLinkKeys.add(linkKey);
            }
        }
    }
    if (!newLinks.isEmpty()) { insert newLinks; }
}

3: Add the Files Related List to the Lead Page

Documents are now being linked to Leads, but they won’t be visible until you add the Files related list to the Lead page:

1. Open any Lead record and click the gear icon → Edit Page to enter Lightning App Builder.
2. From the left panel, drag the Related List — Single component onto the page (below the Details section is a good spot).
3. In the component properties on the right, set the related list to Files.
4. Click Save, then Activation → Assign as Org Default → Save.
   

Step 15:  Timezone & Time Display

Salesforce stores all DateTime values in UTC internally and converts them to each user’s local timezone for display. If check-in or check-out times look wrong, there are two things to check.

Verify Your Salesforce Timezone Setting

Each user’s timezone setting controls how DateTime fields are displayed. If times look wrong by a round number of hours, this is the first thing to check.

1. Click your avatar (top right) → Settings.
2. Go to My Personal Information → Language & Time Zone.
3. Set Time Zone to your local timezone (e.g., (GMT+05:30) India Standard Time).
4. Click Save.
   

Your org admin can also set the org-wide default at Setup → Company Information → Default Time Zone.

Step 16: Complete Field Reference

All 20 fields on the Visitly_Visit__c custom object, with the types and lengths you need if creating them manually.

• Visit ID — Visitly_Visit_ID__c — Text — 80 — External ID + Unique
• Visitly Org ID — Visitly_Org_ID__c — Text — 50
• Visitor Name — Visitor_Name__c — Text — 255
• Visitor Email — Visitor_Email__c — Email
• Visitor Phone — Visitor_Phone__c — Phone
• Visitor Company — Visitor_Company__c — Text — 255
• Host Name — Host_Name__c — Text — 255
• Host Email — Host_Email__c — Email
• Purpose of Visit — Purpose_of_Visit__c — Text — 255
• Location ID — Visitly_Location_ID__c — Text — 50
• Location Name — Visitly_Location_Name__c — Text — 255
• Visitor Type ID — Visitly_Visitor_Type_ID__c — Text — 50
• Visitor Type Name — Visitly_Visitor_Type_Name__c — Text — 100
• Event Type — Event_Type__c — Text — 20 — sign_in or sign_out
• Event Timestamp — Event_Timestamp__c — Date/Time
• Check-in Time — Check_In_Time__c — Date/Time
• Check-out Time — Check_Out_Time__c — Date/Time
• Is Returning Visitor — Is_Returning_Visitor__c — Checkbox — Default: unchecked
• Event Status — Visitly_Event_Status__c — Text — 50
• Visit Count — Visit_Count__c — Number — 5, 0

Troubleshooting

IF(ISBLANK({!$Record.Visitor_Company__c}), "Not Provided", {!$Record.Visitor_Company__c})