With the new two-way uses cases now supported in the ACME | Salesforce integration, you have the ability to create new memberships in Salesforce, triggered by externally completed joins or renewals (any lifecycle action), and send them to ACME. Additionally, you can make edits to certain fields on a membership or membership card in Salesforce and they will be synced to ACME. Please see the ACME Data Keys guide for the key fields that are used to link objects between systems.


TABLE OF CONTENTS


Create a Membership - New Join

  1. Create an ACME Membership record

    Required Fields

    Value

    Recommendations

    Membership NumberAny number; this is a placeholder until the membership syncsWe recommend using the same value as input in "External Membership ID", if one is provided.

    Level Name

    Select from the picklist

    Offering Name

    Select from the picklist

    Primary Member

    Pick an existing contact or create new (new must have first name, last name and one of ACME Phone, Email, or Mailing Address)

    Optionally on the Salesforce Contact record, you can insert a value for “ACME External ID”, which will become the External ID of the Customer record in ACME.

    Lifecycle Action

    Select MembershipPurchase from the picklist
    ACME Membership IDLeave blank

    This field will get the ACME database ID once the new record is created in ACME and syncs back to Salesforce.


    Optional Fields

    Value

    OpportunityIf an existing Opportunity is linked, then the ACME Order will sync to this Opportunity when it syncs back to Salesforce instead of making a new Opportunity.
    External Membership IDThis will become the External Membership Number in ACME and be inserted in the Membership Name field when it syncs back to Salesforce. If left blank, ACME will generate a membership number.
    External IDThis will become the membership’s External ID in ACME; limit of 20 characters. If not sent, it will remain blank in ACME. The External ID is unique per term (like "ACME Membership ID") and cannot be used on multiple membership records.
    Join Date
    Start Date
    Expiration Date
    If left blank, ACME will set these based on when the resulting Order is created in ACME

    Please note, creating a gifted membership in Salesforce is not currently supported.
  1. Optionally, create an ACME Membership Card Record for the primary card attached to the membership if you want to set values in the optional fields. Because a Primary Card is required for each membership, this card can be created automatically during step 4, and ACME will generate the barcode on the card when it is created.

    Required Fields

    Value

    Notes

    Name

    This becomes the "Name on Card" on the ACME Membership Card; use full name as you want it to be displayed to the member.If the card is created automatically, it will use the following format, pulled from the linked contact:
    • FirstName LastName
    CardholderLink the same Contact used as the Primary Member on the membershipIf the card is created automatically, it will use the contact linked as the Primary Member on the membership.
    Card TypeSet to Primary
    Card StandingSelect from picklist. For the Primary card, it must be Active.

    Optional Fields

    Notes

    BarcodeIf left blank, ACME will generate a barcode.
    External IDIf filled, this will be the External ID of the card in ACME. If not sent, it will remain blank in ACME. Each card in ACME must have a unique External ID.
    Start Date
    Expiration Date
    If left blank, ACME will set these based on when the resulting Order is created in ACME.

  2. Optionally, create ACME Membership Card Record(s) for secondary members attached to the membership.

    Required Fields

    Notes

    NameThis becomes the "Name on Card" on the ACME Membership Card; use full name as you want it to be displayed to the member.
    Card TypeSet to Secondary
    Card StandingSelect from picklist

    All other fields are optional for secondary cards. The 'Cardholder' field is how the card is linked to a Salesforce Contact, which in turn makes the Card link to an ACME Customer. The 'Cardholder' field can be left blank, which will make it a 'name-on-card' only card. Currently a contact must be linked on the card during it's creation in order to have it associated with an ACME Customer, otherwise it will be a 'name-on-card' only card.

  3. Once the ACME Membership record and ACME Membership Card records have been created in Salesforce, click the 'Create in ACME' button. 
    • ACME will create an Order, Membership, Membership Card(s), and Customer Record(s). Information from ACME will be written back to the ACME Membership and ACME Membership Card records in Salesforce, including the ACME database IDs. 

    • The ACME order will sync back to Salesforce with other ACME orders (synced every 10 minutes) to add additional order data to the Salesforce Opportunity.


Renew/Rejoin, Upgrade, or Downgrade a Membership

  1. Create an ACME Membership record

    Required Fields

    Value

    Recommendations

    Membership Number

    This must equal the Membership Number that already exists in ACME; it's used to look up the past membership database ID, which is required to create the new term.

    We recommend using the same value as input in "External Membership ID", if one is provided.

    Level Name

    Select from the picklist

    Offering Name

    Select from the picklist

    Primary Member

    Pick an existing contact or create new (new must have first name, last name and one of phone, email, or address)

    Optionally on the Salesforce Contact record you can insert a value for “ACME External ID” (this will become the External ID of the Customer record in ACME)


    Lifecycle Action

    Select from the picklist; any other than MembershipPurchaseThe selected action must be allowed per the membership lifecycle action rules configured for the specified level/offering in ACME
    ACME Membership IDLeave blank

    This field will get the ACME database ID once the new record is created in ACME and syncs back to Salesforce


    Optional Fields

    Value

    OpportunityIf an existing Opportunity is linked, then the ACME Order will sync to this Opportunity when it syncs back to Salesforce instead of making a new Opportunity
    External IDThis will become the membership’s External ID in ACME; limit of 20 characters. If not sent, it will remain blank in ACME. The External ID is unique per term (like "ACME Membership ID") and cannot be used on multiple membership records.
    Join Date
    Start Date
    Expiration Date
    If left blank, ACME will set these based on when the resulting Order is created in ACME. Note, the Start Date of the new version cannot be before the Expiration Date of the prior version.

  2. Optionally, create an ACME Membership Card Record for the primary card attached to the membership if you want to set values in the optional fields. Because a Primary Card is required for each membership, this card can be created automatically during step 4, and ACME will generate the barcode on the card when it is created.

    Required Fields

    Value

    Notes

    Name

    This becomes the "Name on Card" on the ACME Membership Card; use full name as you want it to be displayed to the member.If the card is created automatically, it will use the following format, pulled from the linked contact:
    • FirstName LastName
    CardholderLink the same Contact used as the Primary Member on the membershipIf the card is created automatically, it will use the contact linked as the Primary Member on the membership.
    Card TypeSet to Primary
    Card StandingSelect from picklist. For the Primary card, it must be Active.

    Optional Fields

    Notes

    BarcodeIf left blank, ACME will generate a barcode
    External IDIf filled, this will be the External ID of the card in ACME
    Start Date
    Expiration Date
    If left blank, ACME will set these based on when the resulting Order is created in ACME

  3. Optionally, create ACME Membership Card Record(s) for secondary members attached to the membership.

    Required Fields

    Notes

    Recommendations

    NameThis becomes the "Name on Card" on the ACME Membership Card; use full name as you want it to be displayed to the member.
    Card TypeSet to Secondary
    Card StandingSelect from picklist

    All other fields are optional for secondary cards. The 'Cardholder' field is how the card is linked to a Salesforce Contact, which in turn makes the Card link to an ACME Customer. The 'Cardholder' field can be left blank, which will make it a 'name-on-card' only card. Currently a contact must be linked on the card during it's creation in order to have it associated with an ACME Customer, otherwise it will be a 'name-on-card' only card.


  4. Once the ACME Membership record and ACME Membership Card records have been created in Salesforce, click the  'Create in ACME' button. 
    • ACME will create an Order, Membership, Membership Card(s), and Customer Record(s). Information from ACME will be written back to the ACME Membership and ACME Membership Card records in Salesforce, including the ACME database IDs. 

    • The ACME order will sync back to Salesforce with other ACME orders (synced every 10 minutes) to add additional order data to the Salesforce Opportunity.


Membership Date Edits

When an Expiration Date, Join Date, or Start Date change on a Membership record in Salesforce is detected, the update is automatically sent to ACME as long as that Membership already exists in ACME. This allows your staff to grant extra time to a member by extending their expiration date or be able to ”lapse” the membership by setting the expiration day to a date in the past. Note, any membership cancellations that include issuing a refund for a payment initially made in ACME should be completed in ACME Backoffice or POS. 


To change one of the Membership dates, simply edit the desired date field on the Membership record (Join Date, Start Date, and Expiration Date changes are all supported), hit ‘Save’, and the updates will be sent to ACME. 

  • When an expiration or start date change is made on the Membership record, the recipe will handle updating the expiration and/or start dates of all ‘Active’ and ‘New’ cards in ACME and sync those updates back to the Card records in Salesforce. 

  • Note, setting the Expiration Date to a past date will update the membership and card(s) to a ‘Lapsed‘ standing.

Membership Cardholder Edits

The integration supports card edits or creating new cards in Salesforce on ACME Membership records that are already synced with ACME. These changes are automatically sent to ACME every 5 minutes and the existing Membership Cards are updated or new Membership Cards are created, as appropriate. 


Actions supported:

  1. Edit name on card

  2. Edit the barcode (which will update the “External Barcode” value in ACME)

  3. Edit the expiration date on a card.

    • If you change to a past date but do not change the Card Standing from Active‘, then ACME will accept the expiration date change and automatically mark the card as ‘Lapsed‘

    • If you change to a past date and send a Card Standing of ‘Dropped‘, then ACME will accept the expiration date change and will mark the card as ‘Dropped‘

    • The primary card on an active membership must be active at all times, so the expiration date on the primary card cannot be changed to a date other than the membership expiration date. As needed, change the expiration date on the Membership record and the integration will handle updating the primary card expiration date and all secondary cards that are either ‘Active‘ or ‘New‘ automatically.

  4. Edit the card standing

    • If only the Standing is changed to ‘Dropped‘ or ‘Lapsed‘, then ACME will accept the new Card Standing and will set the expiration date equal to today.

  5. Swap primary and secondary cardholders by updating the card type field on multiple cards

    • A secondary card must already have a Contact associated to it before swapping primary and secondary cards, as ACME does not allow ‘name-on-card‘ cards to be the primary card.

  6. Add a new card that is attached to a Contact (this will create a Customer in ACME that will be linked to the card)

    • Note at this time, ACME does not support converting a ‘name-on-card‘ card into a true cardholder. To accomplish this, "Lapse" the existing ‘name-on-card‘ card and make a new card. Associate the new card to a contact.

  7. Add a new card that is not attached to a Contact (this will create a ‘name-on-card‘ card in ACME)


Edit a Salesforce Contact

The integration monitors for edits to Salesforce Contacts that already exist in ACME as a Customer. Edits to any of the following fields are automatically sent to ACME: 

  • First Name

  • Last Name

  • ACME Phone

  • Email

  • Mailing Address