Sync ROLLER guest and booking data to Salesforce (on request)

Get a complete view of every guest's bookings, visits, and spend directly in Salesforce. ROLLER Connect – CRM syncs guest profiles, bookings, products, and payments from ROLLER in near real-time, so your team can engage and retain customers without switching platforms.

ROLLER Connect for Salesforce is available to customers using Salesforce, on request. To sync your ROLLER data to Salesforce, you need the ROLLER Connect – CRM module. To learn more, contact your customer success manager or the support team.

How ROLLER Connect – CRM works

Guest records from ROLLER are brought into Salesforce as accounts and contacts. Bookings appear as orders, with full transaction detail included. Data syncs in near real-time using webhooks, so your Salesforce records stay current as bookings happen.

Records in Salesforce are locked to prevent conflicts — guest and booking data is managed in ROLLER and flows to Salesforce, not the other way around.

Before you begin

Before you start, make sure you have:

• ROLLER Connect – CRM enabled for your organization

• Your Salesforce org connected and configured by the ROLLER Training & Implementations team

What syncs to Salesforce

Once your venues are connected, ROLLER syncs the following data to Salesforce:

• Guests > accounts and contacts

• Bookings > orders (with full transaction detail)

• Products (synced in full when your venue is first connected; new or updated products are synced when added to orders)

• Venues

• Payments

How accounts are organized

Accounts are grouped in one of two ways:

• By company name, if a company is attached to the guest record in ROLLER.

• By postcode, if no company is present — all contacts within the same postcode are grouped under a single account.

If a guest uses more than one email address, ROLLER can match them by name within their postcode account, giving your team a single view of that guest across all their visits and venues.

How orders are created

Orders are created in Salesforce in three ways:

1. Standard ROLLER transactions — bookings made through the online checkout, Venue Manager, or POS create an order in Salesforce automatically.

2. Group event opportunities — when a group event Opportunity in Salesforce reaches Closed Won, a confirmed booking and an order are created in both ROLLER and Salesforce.

3. Online Purchase Creates Opportunity — when a guest buys a product with the Online Purchase Creates Opportunity field enabled, ROLLER creates both an order and an opportunity in Salesforce. This gives your sales team a prompt to follow up and increase the value of that booking.

Where an Order came from an Opportunity, the Order carries an Opportunity field that links directly back to it.

What happens when a booking changes

Changes made in ROLLER flow through to the Salesforce Order:

• When a booking is canceled, the ROLLER Status field on the Order changes to Cancelled. The Order stays in Salesforce rather than being removed.

• When a booking is refunded, a new transaction for the refunded amount is added to the Order in Salesforce.

Sync products to Salesforce

All products sync from ROLLER when your venue is first connected to Salesforce. After that, when an order is created in Salesforce, the system automatically matches the order line items to existing products. If no match is found, the product is added automatically.

Add products to your Salesforce Price Book before selling them on Groups & Events bookings. Your team can add them manually, or in bulk using the product sync tool in Salesforce.

FAQs