Integrating Smarthlete College Recruiting Software with Zoho One: A Step-by-Step Guide

We recommend using Zoho One as it is an all-in-one operating system that covers everything you need to run a scalable business, including CRM, Subscriptions, Help Center, Email Campaign tool, and more. By using our referral code https://go.zoho.com/4wG, you will receive $100 when you start using Zoho.

Benefits of Using Zoho One for Your Business

Centralized Operations: Manage your entire business operations from a single platform.
Automation: Streamline workflows to reduce manual efforts and improve efficiency.
Scalability: Easily scale your operations as your business grows.
Enhanced Customer Engagement: Use integrated tools to better engage with your customers and prospects.

Step 1: Create a Zoho One Account

Go to Zoho One Signup to create a Zoho One account.
Complete the signup process and verify your email address.
Use the referral link to get $100 free credits.

Step 2: Create Customized Fields in Zoho CRM

Navigate to Zoho CRM.
Log in with your Zoho credentials.

Create Custom Fields:

Go to Setup > Customization > Modules and Fields.
Select the Contacts module (or create a new module if preferred).
Click on New Field and create fields as per the table below:

Parameter	Description	Constraints	Example
Mandatory
email	Email of the athlete (an email will be sent to this Address if the athlete is saved successfully and if sendEmail=true)	Must be a valid email address. Single line, max 512 characters.	"john.doe@domain.com"
firstName	First Name of the athlete	Single line, max 256 characters.	"John"
lastName	Last Name of the athlete	Single line, max 256 characters.	"Doe"
gender	Gender of the athlete	Must be MALE or FEMALE.	"FEMALE"
earliestEnrollment		Must be formatted as "Spring 20XX" or "Fall 20XX"	"Spring 2028" or "Fall 2027"
agentEmail	the email of the recruiting expert of the athlete.	Must be a valid email address The email MUST already exist in the data
Optional
sport	Sport of the athlete. If this parameter is not sent, a user "Student" will be saved	If sent, MUST be one of those values: Baseball Basketball Beach Volleyball Bowling Cheerleading Cross Country Equestrian ESports Fencing Field Hockey Football Golf Gymnastics Ice Hockey Lacrosse Rifle Rowing Rugby Skiing Soccer Softball Swimming & Diving Tennis Track & Field Triathlon Volleyball Water Polo Wrestling
sendEmail	if true, an email will be sent to this address if the athlete is saved successfully	Boolean must be true or false. (default true)
countryCode	Country of residency of the athlete	3 characters code (ISO 3166)
stateCode	Only if country is "USA" State of residency of the athlete	2 character state code ISO 3166-2:US (AK, AL, AR, AS, ...)	NY
city	City	Single line, max 256 characters.	"New York"
postalCode	Postal Code	Single line, max 45 characters.	"12345"
address	Address	Single line, max 1024 characters.	"Brooklyn street"
generateTask	indicate if task must be generated for this athlete. If true, the parameters taskLang, taskService and taskInternational are mandatory	Boolean must be true or false. (default false)	"true"
Mandatory if generateTask = true
taskLang	Language of the task	2 characters languages (en, de, fr, ....)	"en
taskService	Service of the tasks that have to be generated	MUST be an existing service name for the agency	"Elite"
taskInternational	Indicated if international task must be generated or not	Boolean must be true or false. (default false)	"true"

Step 3: Create a Zoho Form or Zoho CRM Form

Create a Form:
Go to Forms under Zoho CRM or use Zoho Forms application.
Design a form with the fields created in Step 2.
Embed the form on your website.

Step 4: Create a Workflow
Create Workflow Rules:
Go to Setup > Automation > Workflow Rules.
Click on Create Rule.
Define a rule for when a contact is created or edited.
Set the criteria for triggering the workflow (e.g., when all mandatory fields are filled).
Define Actions:
Select Webhook as the action.
Configure the webhook to call College Pipe API to create an athlete.

Step 5: Set up a Webhook

Configure Webhook:
Go to Setup > Developer Space > Webhooks.
Click on New Webhook.
Here is a video on how to set up the Webhook:

Please make sure to add all the fields required as stated in the table above in the webhook.

Test the Webhook:
Create a test contact in Zoho CRM.
Ensure that the contact's information is correctly sent to College Pipe and the athlete is created successfully.