Cademy can send customer and training data to Salesforce. This lets your team see contacts, organisations, course dates and registrations alongside the information already held in your CRM.

This guide explains what the integration does and takes you through the full setup, one step at a time.

Allow about 45 minutes for the full setup. You can complete the shorter Contacts-only setup first and add the other modules later.

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You will need:

If you cannot see Salesforce under Apps in Cademy, contact Cademy Support before continuing.

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Cademy starts sending records when they are created or changed after you connect Salesforce and enable the relevant module. It does not send all your existing Cademy records when you first connect.

For example:

There is currently no button to send all existing records. The Retry button in Sync Activity only works for a record that Cademy has already tried and failed to send.

Do not try to force a full sync by making bulk changes to your Cademy records. This can change important dates, trigger other integrations and send too much data to Salesforce at once. If you need historic data moved into Salesforce, contact Cademy Support before connecting.

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Cademy uses its own unique ID fields in Salesforce to recognise records it has synced before. An existing Salesforce Contact or Account will normally have an empty Cademy ID field.

This means Cademy may create a new Salesforce record even if a similar Contact or Account already exists. If Salesforce already contains many of the same people or organisations as Cademy, contact Cademy Support before enabling the sync. Agreeing how those records will be matched first helps you avoid duplicates.

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The sync is one-way:

Cademy → Salesforce

Changes made in Cademy can be sent to Salesforce. Changes made in Salesforce are not sent back to Cademy.

Cademy never deletes a record from Salesforce. Turning off a module or disconnecting Salesforce stops future updates, but it does not remove information that has already been sent.

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Contacts are turned on when you connect. The other modules are off so that you can create their Salesforce fields and check their mappings before any data is sent.

Course Date and Registration are custom Salesforce objects. You create them by following the recipes in this guide.

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Cademy uses Salesforce external-ID upserts. With the fields in this guide configured, it does not use a matching name or email address instead. The same Cademy ID updates the same Salesforce record on later syncs. This is why the fields must be created before the connection and why similar Salesforce records with empty Cademy ID fields can become duplicates.

If you connect more than one Salesforce org, Cademy sends new changes to every connection marked Ready. The Default label identifies your main connection, but it does not stop your other Ready connections from syncing.

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The integration uses Salesforce's OAuth 2.0 Client Credentials flow. It always works as one named Salesforce user, called the Run As user in Salesforce.

Use a dedicated integration user if your Salesforce plan allows it. This makes the integration easier to audit and prevents it from stopping when a staff member leaves.

The user needs:

Do not give this user Delete access just for Cademy. The integration never deletes Salesforce records.

You can give the access through a profile or a permission set. A permission set is usually easier to review later.

To create a permission set:

Keep the integration user's username nearby. Salesforce may use a username that looks like an email address, but it is not always the same as the user's contact email.

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A production URL normally looks like:

https://yourcompany.my.salesforce.com

A sandbox or Developer Edition URL may look like:

Use the My Domain URL, not a Lightning page address ending in .lightning.force.com, and do not add /services/oauth2/token to it.

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Create these fields before you add the Salesforce connection in Cademy. The integration checks for them while it creates the starting mappings.

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Check that the final API name is exactly:

Cademy_Contact_ID__c

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If you plan to sync Organisations now or later, repeat the same process under Object Manager → Account → Fields & Relationships with these values:

Create this field before connecting even if you plan to leave Organisations off at first. Adding it after the connection is created does not automatically add it to that connection's saved setup.

These fields are managed by Cademy. Your Salesforce users should not type into or change them.

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You can skip this step if you only want to sync Contacts and Organisations.

Complete the Course Date recipe before the Registration recipe because each Registration links to a Course Date.

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The object's API name must be:

Course_Date__c

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Open Fields & Relationships on the new Course Date object and create each field below.

For the Cademy Course Date ID field:

For Status, choose the option to enter one picklist value per line, then enter:

Cademy currently sends Scheduled for an active course date and Cancelled when a synced course date is deleted. Keep Completed in the picklist so the object is ready for reporting or future use.

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A tab is optional for the sync, but useful for Salesforce users:

The object's API name must be:

Registration__c

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Open Fields & Relationships on the new Registration object and create each field below.

For each lookup field:

Add a Registration tab in the same way as the Course Date tab if you want users to find these records from the App Launcher.

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Return to the profile or permission set used by the integration user.

Give it these object permissions for every module you plan to enable:

Also give the user read and edit access to:

You only need to grant access to the optional objects if you plan to use those modules.

If your Salesforce sharing rules restrict which Contacts or Accounts the integration user can see, make sure it can see the records Cademy may need to update. Ask your Salesforce administrator to use the smallest access that still covers the records you want to sync.

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An External Client App gives Cademy permission to call the Salesforce API. It does not give Cademy the integration user's password.

Treat its Consumer Secret like a password. Do not put it in an email, ticket or shared document. After you save the connection, Cademy stores the credentials in encrypted form.

Salesforce recommends External Client Apps for new integrations. Salesforce menus can differ by edition and release, so use the Connected App instructions later in this step only if your org still uses the older screen.

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The Run As value must be the exact Salesforce username shown under Setup → Users → Users. Do not assume it is the same as the person's email address.

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Do not paste either value into this guide or send it to Cademy Support.

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If your Salesforce org does not offer External Client Apps but does offer Connected Apps:

If New Connected App is missing, Salesforce may require you to enable connected-app creation or ask Salesforce Support for access. Use an External Client App when it is available.

New apps can take up to 10 minutes to become active. If the connection test fails immediately after setup, wait 10 minutes and try once more before changing the settings.

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Cademy installs the app and opens the Salesforce connections page. Installing the app does not send any data. You still need to add a connection.

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Your first connection becomes the default connection automatically. Saving the connection creates the starting mappings but does not send all your existing records.

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From Apps → Salesforce, select the connection you have just added. The Mappings page shows one card for each module.

Open each module, check its settings and click Save after making a change. Switching a module on does not send old records. It only allows new changes from that point onwards to be sent.

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Contacts sync to the standard Salesforce Contact object. This module is on by default.

Cademy starts with these field mappings:

Cademy uses Cademy_Contact_ID__c to create or update the same Contact each time.

If the Cademy contact belongs to an organisation and Organisations sync is on, Cademy makes sure the Salesforce Account exists first, then fills the Contact's Account link. If the Account cannot be synced, Cademy can still sync the Contact without that link.

Deleting a contact in Cademy does not delete the Contact in Salesforce.

Salesforce normally requires a Last Name when a Contact is created. If your Cademy contacts do not always have one, test the setup carefully and agree a suitable data rule with your Salesforce administrator.

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Organisations sync to the standard Salesforce Account object. This module is off by default.

Cademy starts with this field mapping:

Cademy uses Cademy_Organisation_ID__c to create or update the same Account each time.

To turn it on:

Deleting an organisation in Cademy does not delete the Account in Salesforce. Sync Activity keeps a readable message explaining that the Salesforce record was left in place.

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Course Dates sync to the custom Salesforce Course Date object. This module is off by default.

Complete the Course Date recipe in Step 4 before turning it on.

Cademy starts with these field mappings:

Cademy uses Cademy_Course_Date_ID__c to create or update the same Course Date each time.

To turn it on:

When an active course date is sent, its Status is Scheduled. If a course date that previously synced is deleted in Cademy, Cademy changes its Salesforce Status to Cancelled. It does not delete the Salesforce record.

For a multi-session block course, each real session syncs as its own Course Date. Cademy's internal block-parent placeholder is not synced.

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Registrations sync to the custom Salesforce Registration object. This module is off by default.

Complete the Registration recipe in Step 4 first. Contacts should be on, and Course Dates must be on if you want the Registration linked to its Course Date.

Cademy starts with these field mappings:

Cademy uses Cademy_Registration_ID__c to create or update the same Registration each time.

The Contact and Course Date lookups are filled automatically, so they do not appear as normal editable mappings. Before writing a Registration, Cademy tries to sync the Contact and Course Date first. If an existing parent record fails to sync to Salesforce, Cademy can still create or update the Registration without that lookup. The parent's own Sync Activity row shows the error. A registration with no Contact or no usable Course Date fails with a readable reason instead.

To turn it on:

Registration values work as follows:

Registrations for on-demand or e-learning courses have no Course Date, so they are not synced. The reason appears in Sync Activity.

A block registration covers the whole multi-session block and has no single Course Date to link to, so it is not synced. The individual sessions can still sync through Course Dates.

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The starting mappings will be enough for many accounts. You can add your own Cademy fields and map them to suitable Salesforce fields.

To add a mapping:

You can also remove a mapping using the remove button at the end of its row.

If the Cademy field you need does not exist yet, choose Create new field… from the Cademy Field list where that option is available. Create the field, then continue setting up the mapping.

Keep these rules in mind:

Use new test records rather than changing a large number of real records.

Test one module at a time:

If a test fails, check Sync Activity before changing your setup. Salesforce's error message will often name the missing permission, required field or validation rule.

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Open Apps → Salesforce, select a connection, then select Sync Activity.

This page shows the 100 most recent sync records for that connection. You can filter the list by:

Each row shows the Cademy record, the Salesforce record ID when available, the last attempt and the latest error.

If a row says Failed:

Retry sends that one record again. It does not resend other records and it does not send records that have never been attempted.

If a row says Needs reconnect, replace the credentials as explained below. Retry is not available until the connection works again.

An on-demand registration or a registration on a block-parent course date appears as Failed with a readable reason. Cademy's internal block-parent course date is skipped before a sync attempt, so it does not appear in Sync Activity. The real sessions in the block can still sync.

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Salesforce recommends changing OAuth secrets regularly and immediately if a secret may have been exposed.

When Salesforce gives you a new Consumer Key or Consumer Secret:

Updating credentials does not remove your mappings.

Use Edit Connection for replacement credentials from the same Salesforce org. If you want to connect a different org, use + Add Connection so each org keeps separate mappings and Sync Activity.

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Syncing to that org stops. Existing Contacts, Accounts, Course Dates and Registrations stay in Salesforce.

You can reconnect later by choosing Edit Connection and entering valid credentials.

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I cannot see the Salesforce app in Cademy
The Salesforce feature may not be enabled for your account, or you may not be a Cademy administrator. Ask your Cademy account owner or contact Cademy Support.

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I cannot create an External Client App
Your Salesforce user may not have permission to create External Client Apps. Ask a Salesforce administrator to create it.

If your org only offers Connected Apps, connected-app creation may need to be enabled or requested through Salesforce Support. Use the External Client App route when it is available.

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The connection says invalid client credentials or invalid_grant
Check all of these:

Then return to Cademy and run Test & Continue again.

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The connection works, but records fail with an access error
The connection test proves that Salesforce can issue a token. It does not prove the integration user can edit every object and field.

Check that the Run As user has:

After changing permissions, retry the failed row in Sync Activity.

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Salesforce says an object or field does not exist
Check the API names, including capitals and underscores. They must exactly match the names in this guide:

Also check the integration user's field-level access.

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I created a Cademy ID field after connecting
Create the field exactly as shown, then contact Cademy Support before enabling the module. The starting connection setup checks for standard-object ID fields only when the connection is first saved, so adding a field later may not update the saved matching rule automatically.

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Salesforce rejects a record because a required field is missing
Your Salesforce org may have extra required fields or validation rules that are not part of the starting Cademy mappings.

Open the module under Mappings and map a suitable Cademy value to the required Salesforce field. If no suitable value exists, ask your Salesforce administrator whether the rule should have an exception for the integration user. Do not weaken an important business rule without reviewing the effect first.

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A dropdown value is not accepted
Open the affected mapping and click Map values. Match each Cademy value to an allowed Salesforce picklist value, then save and retry the record.

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A Contact did not link to an Account
Check that:

Look at both the Organisation and Contact rows in Sync Activity. Cademy can leave the Contact unlinked when the Account cannot be synced.

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A Registration did not link to its Contact or Course Date
Check that Contacts, Course Dates and Registrations are all enabled and saved. Also check:

Then read the Registration row's error in Sync Activity and retry it after fixing the cause.

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A course date was cancelled but Salesforce still says Scheduled
Cademy sends Cancelled when a previously synced course date is deleted in Cademy. Check that the Status mapping still points to Status__c. If you removed that mapping, Cademy cannot update the Salesforce status on deletion.

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I connected Salesforce, but no old records appeared
This is expected. Cademy does not perform a full historic sync when you connect. Records are sent when they are created or changed after setup.

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Everything now says Needs reconnect
The Consumer Secret may have expired, been rotated or been deleted, or the Run As user may have been deactivated. Create or copy valid credentials, check the Run As user, then use Edit Connection in Cademy to replace the credentials.

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I changed a field mapping, but old Salesforce records did not change
Mapping changes are used on future syncs. They do not update all old records. The new mapping is used when each Cademy record changes again.

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If you still need help, contact Cademy Support and include:

Do not send your Consumer Key or Consumer Secret. Cademy Support does not need the secret value to investigate a sync problem.

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