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CRM integration guide [Salesforce API]

Updated this week

Part 1: Salesforce UI set up

  1. Click this URL to download CollegeVine’s custom Salesforce package. Log in to the Salesforce instance you want to install the package into
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  2. 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.
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  3. Click the “I acknowledge…” check box, and then click “Install”
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  4. When the installation completes, click “Done”
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Part 2: CollegeVine UI set up

  1. Log in to www.collegevine.com
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  2. Navigate to Integrations and click New
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  3. Select the Salesforce option in the Connection section
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    If you do not see the above three 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)
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  4. Paste the URL to your Salesforce instance in the “Your Salesforce URL” box.
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    You can find your Salesforce URL by going to your Salesforce instance and copying the first portion of your URL in the browser:
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  5. Click the “Authorize Salesforce” button. (note, you cannot authorize before the package is fully installed in your Salesforce instance)
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  6. When the Salesforce pop-up appears, log in to your Salesforce instance.
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  7. On the next screen, select “Allow.”
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  8. Then, navigate to CollegeVine and select which object you want to sync to your AI Recruiter. Partners frequently choose their Contact or Opportunity object.
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  9. For the “Email field,” select the field on your Salesforce object that you store the lead’s primary email address in.
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    The eligible fields from your Salesforce object will auto-populate in the drop-down list.
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  10. Then, select any other fields to be synced. See the list below for required and recommended fields:
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    Required fields:

    • First name

    • Last name

    • Email - already selected in step 9.

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    For recommended fields to include in your integration, see Required and recommended import fields.


    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
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  11. 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.
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    • This field must be a Boolean (ie. “checkbox”) field and live on the Salesforce object you selected in step 8.

    • This field must be updateable so that CollegeVine can write to it when passing back inbound leads and CollegeVine connections.

    • 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’)
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  12. After you’ve selected all of your fields, click “Next”. Note: You can go back and edit the synced fields at any time.
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  13. Under the Data schema configuration section, Select your unique constituent ID.
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  14. Map columns to CollegeVine properties, or create a custom property.
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  15. Download index.csv template (optional)
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  16. Click Next to save your field mappings and move on to the next step
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    📣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.
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  17. 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.

  18. Next to “Configure AI engagement fields” click “More details” and then “Edit”.
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  19. 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.
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  20. Click “Next”
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  21. 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.
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FAQs

1. Which additional fields will the AI recruiter send to our CRM?


​A. All of the columns that are successfully mapped in your import, using the naming convention from YOUR CRM to make it easier for you to ingest.

  • The field values from your CRM will not be overwritten by the AI Recruiter.

B. Additional AI engagement data for each lead:

  • Summary of all AI communications

  • Number of CollegeVine chat messages sent by AI agent

  • Number of CollegeVine chat messages received by AI agent

  • Number of emails sent by AI agent

  • Number of emails opened

  • Number of emails clicked

  • Number of outbound phone calls made by AI agent

  • Number of outbound phone calls answered

  • Number of inbound phone calls received by AI agent

  • CV SMS opt out

  • CV phone opt out

  • CV email opt out

  • CV global opt out

  • For those with Website Recruiter included:

    • Self-reported identity

  • These field values are updated by the AI Recruiter following new engagements

  • This field list was last updated on: 10/3/2025

💡 Download a sample export file here!

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