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Updating Salesforce When a Member Cancels

Follow our step-by-step guide to to track your cancelled Cobot members in Salesforce.

Amanda avatar
Written by Amanda
Updated this week

Why Isn't This Set Up For Me?

Unfortunately, Zapier hasn't yet enabled pre-setting multi-level integrations, but we can at least give you a step-by-step guide.

Step 1: Get Started

  1. If you don't already have one, create a Zapier account.

  2. Log in to your Zapier account.

We will be creating the following 3-step integration:

This is an image of a Zapier interface confirming that a multi-step automation, or "Zap," has been successfully activated. The title at the top left reads “Find and Update a Salesforce Account,” and the automation flow displayed along the left-hand side consists of three parts. The first step, labeled as a trigger, activates when a membership is canceled in Cobot. The second step searches for an existing contact in Salesforce or creates one if it does not already exist. The third step updates that contact’s information in Salesforce. On the right side of the screen, a message with a large green checkmark states “Awesome! Your Zap is running and saving you time,” and provides two button options: “See it on your Dashboard” and “Make another Zap.” A smaller note at the bottom explains that while this Zap is turned on, it will execute as soon as a membership is canceled in Cobot.

3. Begin a Cobot integration.

4. Connect your Cobot account and select your space.

Step 2: Search For The Salesforce Contact

1. Choose show less common options under Search.

2. Select "Find a Contact".

3. Now you can choose which field to search by. We recommend using email, as that is least likely to change, so set the search value as your member's email address with which they have registered in Cobot.

This is an image of a form interface in Zapier for setting up a Salesforce search step. The interface shows two required fields: “Field to Search By” and “Search Value.” The selected search field is “Email,” and under “Search Value,” a dropdown is expanded showing available data fields pulled from a previous Cobot trigger labeled “Membership Canceled.” The previewed data includes the email “[<a href="mailto:johnny@example.com" rel="nofollow noopener noreferrer" target="_blank">johnny@example.com</a>](mailto:<a href="mailto:johnny@example.com" rel="nofollow noopener noreferrer" target="_blank">johnny@example.com</a>),” the first name “johnny,” and the last name “doe.” This configuration is used to locate or match the correct Salesforce contact record by email when a membership is canceled in Cobot.

4. Check the box Create Salesforce contact if it doesn't exist yet? to ensure that a cancelled member will always be added to Salesforce.

5. Fill in all the fields based on your Cobot information.

6. We recommend that you set up a "cancelled members" account in Salesforce for tracking.

This is an image of the Salesforce Contact setup screen in Zapier. The checkbox to create a Salesforce Contact if it does not exist is selected. The Last Name field is mapped to data from Step 1 and marked as required. The Account field is set to "Use a Custom Value" and a custom value of "Cancelled Members" is entered for the Account ID.


Step 3: Update The Salesforce Contact

  1. Next, click to add another step.

  2. Choose Salesforce again.

  3. Select show less common options under create.

  4. Select update a contact.

  5. Under ID, select use a custom value.

  6. For the custom value, scroll down until you see Salesforce find a contact, and choose the ID.

This is an image of a Zapier setup screen where a custom value is being entered for the required Salesforce field “ID ID.” The interface displays that the value is being pulled from a previous step labeled “Find or Create Contact.” Within that step, the email field shows “[<a href="mailto:johnny@example.com" rel="nofollow noopener noreferrer" target="_blank">johnny@example.com</a>](mailto:<a href="mailto:johnny@example.com" rel="nofollow noopener noreferrer" target="_blank">johnny@example.com</a>),” and the ID field shows “00358000003bFmdAAE.” There are two red arrows pointing to the “Find or Create Contact” step and the “ID” value to emphasize the data being referenced.

7. Under "account," we recommend using a separate account especially for cancelled members. Set this up first in Salesforce so it appears in the list.

8. Now you're ready to fill in the rest of the fields. Make sure to always choose the values from Step 1: Cobot. This is important to get the Cobot fields, so that you collect any updated information while they were members of your space.

9. When all the information has been added, you're ready to turn on your Integration and get started.

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