Part 1: Salesforce UI set up

Click this URL to download CollegeVine’s custom Salesforce package. Log in to the Salesforce instance you want to install the package into
Select who you’d like to install the package for. “Install for Admins only” is the default, but you can select a different option if you’d like.
Click the “I acknowledge…” check box, and then click “Install”
When the installation completes, click “Done”

Part 2: CollegeVine UI set up

Log in to www.collegevine.com
Navigate to AI Recruiter > Students (quick link)
Click on “CRM sync” (quick link)
Select the Salesforce option in the Connection section

If you do not see the above two Connection selection options, you are likely already in the SFTP set-up flow and will need to switch to the Salesforce API option. (Jump to this FAQ for instructions on how to switch to the API integration)
Paste the URL to your Salesforce instance in the “Enter your Salesforce URL” box.

You can find your Salesforce URL by going to your Salesforce instance and copying the first portion of your URL in the browser:
Click the “Authorize” button. (note, you cannot authorize before the package is fully installed in your Salesforce instance)
When the Salesforce pop-up appears, log in to your Salesforce instance.
On the next screen, select “Allow.”
Then, navigate to CollegeVine and select which object you want to sync to your AI Recruiter. Partners frequently choose their Contact or Opportunity object.
For the “Email field,” select the field on your Salesforce object that you store the lead’s primary email address in.

The eligible fields from your Salesforce object will auto-populate in the drop-down list.
Then, select any other fields to be synced. See the list below for required and recommended fields:

Required fields:
- First name
- Last name
- Email - already selected in step 9.
- Admission year (YYYY)
- Date of birth (YYYY-MM-DD)
Highly recommended fields:
- Phone number (+1XXXXXXXXXX)
  - required to call students and gather consent to call
  - E.164 is the preferred format (+1XXXXXXXXXX), but can be accepted without country code for US numbers (XXXXXXXXXX)
- Consents to AI phone calls (true/false or leave the value empty)
  - required to identify leads that have already consented to AI phone calls
  - Please use the following values:
    true = lead has explicitly opted in
    AI Recruiter will make phone calls without emailing for consent first
    false = lead has explicitly opted out
    AI Recruiter will neither make phone calls nor email for consent
    Leave the field empty if you are missing consent information for the lead
    AI Recruiter will email the lead to ask for consent and then make phone calls accordingly
- Lead stage fields to indicate where in the enrollment funnel your leads are
- Most partners include 1 or 2 lead stage fields, and use these fields for two main purposes:
  - To tell the AI Recruiter when to start/stop treating a lead
  - To give the AI Recruiter custom instructions on how to treat each lead (e.g., If stage = Application-Started then encourage the student to log back into their application portal at www.university.edu/apply/login)
- Later, your team will work with your CollegeVine Project Manager to map your 1-2 lead stage field values to the funnel stages your AI Recruiter understands (see below) and set the logic for when to start/stop treatment.
  - Prospect
  - Inquiry
  - Application - started
  - Application - completed
  - Decision - accepted
  - Decision - rejected
  - Decision - waitlisted
  - Enrolled
- If you have one stage field that maps nicely to the above options, great!
- Otherwise, you can use up to two fields that, when combined, map to the funnel stages. For example, here’s what one partner did:
  - Field 1 (Lead Stage):
    Prospect
    Inquiry
    Applicant
    Enrolled
  - Field 2 (Application Status):
    Started
    Completed
    In Review
    Accepted
    Rejected
    Waitlisted
  - In this example:
    Applicant + Waitlisted = Decision - waitlisted
    Prospect = Prospect
Other suggested fields:
- Any other fields you have that would be helpful for the AI recruiter to use to personalize messages to leads. Examples include:
  - Location fields: Street address, City, State, Zip code, or Country
  - Intended major
  - Gender
Then, under “Sync records filtered by this field” choose the field in Salesforce that you are using to distinguish which lead records you want to sync to CollegeVine.
- This field must be a Boolean (ie. “checkbox”) field and live on the Salesforce object you selected in step 8.
- The number of records with a ‘true’ value for this field should be less than or equal to the number of lead uploads you have on your CollegeVine contract. Ask your CollegeVine project manager if you are unsure about your contract amount!
- Partners often use automations in Salesforce to populate this field based on the strategy their team has aligned on. (e.g. when a new inquiry enters Salesforce, mark them as ‘true’)
After you’ve selected all of your fields, click “Next”. Note: You can go back and edit the synced fields at any time.
Under the Data schema configuration section, choose how you want conflicts resolved.
Map columns to CollegeVine properties, or create a custom property.
Certify communication consent (checkbox)
Click Next to save your field mappings and move on to the next step

📣Note: If you later change/update/add new fields to the file you send to CollegeVine, you must come back to the field mapping step, update the mapping, and save the changes to ensure your future imports will not fail.
Select which additional AI Engagement data you want CollegeVine to export back to Salesforce for every record, and which fields on your Salesforce object you want them to map to.
- If you don’t already have fields created on your object to store the values, you can create new fields and then click “refresh” inside of CollegeVine to repopulate the field option list.
Next to “Configure AI engagement fields” click “More details” and then “Edit”.
Within the next section, map the AI recruiter engagement fields to their respective fields in your Salesforce instance. If there are any fields you do not want to send to Salesforce, you do not need to map them.
Click “Next”
Click “Start the integration” to start the automatic integration, or manually trigger the first import by clicking “Run an import now” if you’d prefer.