Rolldog Integration

The Rolldog integration keeps your partner programme and your Rolldog CRM in step. Journeybee leads, deals, partners and partner contacts sync to Rolldog leads, opportunities, accounts and contacts, and changes made in Rolldog flow back. Everything is driven by your own field mapping, so you decide exactly which Rolldog fields are involved.

Where to find it: Go to Settings, then Integrations. Rolldog sits under the CRM section.

Who can use this: Connecting and configuring the integration is admin-only. Once it is connected, anyone on your team sees the Rolldog links and linked opportunities on leads, deals, partners and contacts.

Before you start

• You need a Rolldog account with API access, and your Rolldog Client ID and Client Secret. Rolldog issues these, so ask your Rolldog administrator if you do not have them.

• Set up your partner stages, deal stages and custom fields first, because the configuration screen maps against whatever exists at the time. See Stages and Custom Fields.

Connecting Rolldog

1. Go to Settings, then Integrations, and click the Rolldog card.

2. Enter your Client ID and Client Secret, then submit.

3. Journeybee exchanges the credentials with Rolldog for an access token. If they are valid you are taken to the configuration page.

4. Open Configure and set up your mapping. Nothing syncs until you do.

Your credentials are stored encrypted and the access token is refreshed automatically when it expires. Unlike the other CRM integrations, Rolldog uses client credentials rather than a browser sign-in, so there is no consent screen and no per-user authorisation.

The configuration screen

The Rolldog configuration page has four areas in its sidebar: Integration (the connection itself, plus Remove Integration), Configure (all sync settings and mappings), Import, and Manage (back to all integrations).

Each section shows a status of Not configured, Configured or Changes pending, and mapping sections show how many of their mappings are complete. Use the search box and the Only unmapped filter to work through a long list, then save. Changes apply to future sync activity, not retrospectively.

Partner sync settings

• Identifying field and value: the Rolldog account field that marks a record as a partner.

• Account unique field for matching: set per partner type, including distributor. Pair a Journeybee partner field with a Rolldog account field so an existing account is matched instead of duplicated.

• Contact unique field for matching: the same, to stop duplicate partner contacts.

• Create a new Rolldog account if we don't find one: Yes or No.

Lead and deal sync settings

• One-way creation sync to Rolldog: new Journeybee leads and deals create records in Rolldog, but later Journeybee edits do not change them. Rolldog changes still sync back. Notes are not affected.

• Sync sent-referral leads with Rolldog and Sync sent-referral deals with Rolldog: both off by default. Leads and deals you have sent out to a partner stay out of Rolldog unless you turn these on.

• Choose how the integration should interact with existing objects: Link to existing objects, Link to existing objects with no attached partner, or Do not link to existing objects. This governs whether a match on your unique fields is adopted or a new record is created.

• Unique field for matching: set per partner type for Contact, Account, Lead and Opportunity, pairing a Journeybee field with a Rolldog field.

• Sync on Lead Status: restrict sync to leads with the statuses you tick (New, Converted, Rejected). Deals follow their lead's status. Leave it empty to sync every status. Converted is the status shown as Accepted on the Leads page.

Field and stage mapping

Field mapping is what actually turns sync on. A Rolldog object is only created or updated if you have mapped at least one field for it.

• Partner Fields: Journeybee partners to Rolldog account fields, including partner custom fields.

• Partner Contact Fields: First Name, Last Name, Email, Phone Number and Position/Job Title.

• Contact Fields and Account Fields: Journeybee lead details to the prospect's Rolldog contact and account.

• Lead Fields and Opportunity Fields: lead and deal details, including deal name, deal value, commission value, expiration date and custom fields.

• Partner Stages: choose a Rolldog account field, then map each Journeybee partner stage to one of its values.

• Lead Status, Lead Type and Lead Stage: map Journeybee lead statuses to Rolldog lead statuses, and set the default Rolldog lead type and stage for newly created leads.

• Opportunity Stages and Opportunity Type: map each Journeybee deal stage to a Rolldog opportunity stage, and set the default opportunity type.

Partner associations

These settings record the partner on the synced Rolldog records, and are optional. Each is available on the account, the lead and the opportunity:

• Partner Association: the field that holds the partner account.

• Partner Contact Association: the field that holds a partner contact. Journeybee links the partnership's primary contact.

What syncs and when

• Journeybee to Rolldog happens within seconds of a change. Rapid edits are batched into a single write.

• Rolldog to Journeybee runs on a schedule, every 15 minutes. Each run picks up Rolldog accounts, contacts, leads and opportunities changed since the last run that are linked to a Journeybee record, so a change made in Rolldog can take up to 15 minutes to appear.

• Notes sync one way, from Journeybee to Rolldog. Rolldog has no notes object, so each note is created as a Rolldog activity titled "Journeybee Note", attached to the linked lead, account or contact.

In summary: leads, deals (Rolldog opportunities), partners (Rolldog accounts) and partner contacts all sync both ways; notes go one way only.

Importing existing Rolldog data

1. In Partner Import Settings, pick the Rolldog account field that identifies your partners, then choose the Partner Type for this import. Only one type can be imported at a time.

2. Open the Import tab and load records. Journeybee lists the matching Rolldog accounts with their contacts, and marks any that have already been imported.

3. Tick the accounts and contacts you want, then start the import. Each account becomes a Journeybee partner, with its selected contacts added as partner contacts and the Rolldog IDs stored so future changes stay linked.

Only accounts that have at least one contact with an email address can be imported, so an account with no contacts is not listed. Imported partners are created as offline partners and their contacts are not invited automatically; invite them from the partner page when you are ready. See Partner Contacts.

Working with Rolldog from Journeybee

• Open in Rolldog: leads, deals, partners and contacts show a Rolldog link that takes you straight to the matching lead, opportunity, account or contact.

• Rolldog owner: a lead or deal shows the owner of its Rolldog record, and you can search your Rolldog users and set the owner without leaving Journeybee.

• Linked opportunities: a lead lists the Rolldog opportunities on its linked account or contact and marks the ones already connected, so you can link an existing opportunity instead of creating a duplicate.

Troubleshooting

• Connecting fails. Check the Client ID and Client Secret are correct and that API access is enabled on your Rolldog account, then try again.

• Nothing is syncing at all. Check the section you expect to sync actually has field mappings saved. An object with no mapped fields is never created or updated.

• Changes from Rolldog are slow to appear. That direction runs on a 15-minute cycle, so a short delay is normal.

• Journeybee edits are not reaching Rolldog. If One-way creation sync is on, Journeybee only writes to Rolldog when the record is first created.

• Sent referrals are missing from Rolldog. The two sent-referral toggles are off by default. Turn them on if you manage sent referrals in your own Rolldog pipeline.

• Duplicate records are being created. Set the unique Contact, Account, Lead and Opportunity fields, and choose a linking option other than Do not link to existing objects.

• A banner says Rolldog needs reconnecting. The stored credentials can no longer be exchanged for a token and sync is paused. Admins also get an email. Open the Rolldog card under Settings, then Integrations, and connect again with your Client ID and Client Secret.

• An account will not import. It needs at least one contact with an email address in Rolldog, and it must not already be imported. Accounts you have already brought in are marked Imported.

Good to know

• Everything is opt-in. A setting you leave blank simply means that behaviour is off: no fields are written and no records are linked by default.

• Map the fields you care about before your first sync. New mappings apply to future sync activity; they do not retrospectively update records that already synced.

• Test with one or two accounts first, check they look right in Journeybee, then import the rest.

• Removing the integration stops all syncing but leaves your Journeybee records, and your Rolldog records, exactly as they are.

• For the other tools you can connect, see Integrations.