Freshsales Integration

How to set up Freshsales to sync with RoomBoss booking information.

Freshsales is a 3rd party CRM system. It is possible to link Freshsales to your RoomBoss account so that customer booking information is synced to Freshsales. You can read more about Freshsales on their website here.

Please keep in mind that you have to setup Freshsales in conjunction with RoomBoss. For example, you have to create email templates, set up the sales pipe-line details, et cetera within Freshsales.

Setup on the Freshsales side is outside the scope of this document, but nevertheless it is a necessary step to use Freshsales with RoomBoss.

Please refer to Freshsales if you need support for setup issues within their systems.

Setup

The first step in setting up Freshsales to work with RoomBoss is to enter your Freshsales Domain and API key into RoomBoss. This will allow you to sync customer contact information with Freshsales.

• Freshsales Domain is the URL that you see after logging into Freshsales, for example: https://xyz.freshsales.io or https://xyz.myfreshworks.com/crm/sales

• Information from Freshsales on finding your API key is available here.

Once you have your API key, within RoomBoss navigate to CRM → Freshsales Setup

Mapping RoomBoss Fields with Freshsales Custom Fields

Freshsales allows you to create custom fields which can be mapped to RoomBoss fields using the merge tags provided below. RoomBoss provides default merge tag values - if you create custom fields with the same name as the field title then you don't need to change anything.

To add custom fields to deal, check here

To view all custom fields and merge tag information, check here

Note: Merge tags in Freshsales are called "Internal name" and are available in the custom field edit overlay.

Merge fields update when a change or event occurs in RoomBoss, with updates pushed to Freshsales. This is not instantaneous, so there may be some delay.

The type of field in Freshsales can affect how information is received from RoomBoss. For example Freshsales will parse dates as dates if the field type is set as date in Freshsales.

Ensure that the field type in Freshsales matches the expected data type from RoomBoss.

Here is an example list of RoomBoss fields that can be mapped to Freshsales along with the corresponding merge tags:

Package attributes

Invoice attributes

Date attributes

Guest attributes

Other attributes

Every field sent from RoomBoss is in String format, except for cf_reservation_status.

Dates are String too, using a YYYY-MM-DD format.

The aforementioned cf_reservation_status has a boolean (true/false) format.

Troubleshooting

Understanding Sync Issues

There might be instances where updates in RoomBoss do not reflect in Freshsales, or certain bookings in RoomBoss are not syncing to Freshsales. Here are some common scenarios:

1. Delay in Sync: Syncing between RoomBoss and Freshsales is not instantaneous and can sometimes take a while. If you made updates in RoomBoss and they have not reflected in Freshsales, please wait a bit and check again.

2. Bookings with No Email: Bookings that do not have an email address associated with them will not be synced to Freshsales. For example, agent bookings, where no direct guest contact is possible, will not be synced.

3. Errors in Sync: If there are errors during the sync process, these will typically be logged and can be viewed by RoomBoss support staff. Common errors might include missing required fields in the booking, such as "Booking source", "Rooms allocated", "Accommodation start date", and "Accommodation end date". These errors typically indicate a setup issue in Freshsales, and the corresponding fields should be checked.

Creating Custom Fields

While creating custom fields in Freshsales, ensure that fields which are required for a successful sync are present and correctly mapped. Also note that fields related to agent bookings or bookings without a guest email should not be marked as mandatory, as these bookings will not be synced to Freshsales.

If fields are not auto-populating as expected, check their types in Freshsales and their corresponding mapping in RoomBoss. Mismatches here can cause issues.

Support

For further assistance, please contact RoomBoss support, providing any relevant booking numbers or error messages. The more information you can provide, the quicker we can help resolve your issue. If certain fields are not auto-populating as expected, please provide information about the field types in Freshsales and their mappings in RoomBoss.