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Syncing to Salesforce

This guide explains how emails, tasks, and calendar events sync between Mixmax and Salesforce.

Updated over a week ago

Salesforce integration is available on all Mixmax plans except the Free plan. Please check our pricing page for more information.

What Can Sync?

You can sync:

  • Emails (sent, received, replies)

  • Email tracking activity (opens, clicks, downloads)

  • Tasks (to-dos, calls, LinkedIn steps, etc.)

  • Calendar events (Google and Outlook)

Synced activity is logged to the related Lead, Contact, Opportunity, or Account in Salesforce.

Email Syncing

Individual Emails

Here’s how email activity appears in Salesforce (as Tasks):

  • Sent (new): Sent (New): {subject line}

  • Sent (reply): Sent (Reply): {subject line}

  • Received: Received: {subject line}

  • Opened: Opened: {subject line}

  • Clicked: Clicked: {URL}

  • Downloaded: Downloaded: {File Name}

  • Replied (by recipient): Replied: {subject line}

  • Bounced: Bounced: {subject line}

  • Meeting confirmed: Meeting Confirmed: {Meeting title}

  • Meeting canceled: Meeting Canceled: {Meeting title}

Outlook Limitation

If an email has multiple recipients and you're using Outlook:

  • Opened and Clicked activity is attributed to the first recipient in the “To” field

  • When synced to Salesforce, those activities will be logged only to that first recipient

Sequence Emails

For emails sent through a Sequence, the subject line includes the sequence name and stage number:

Examples:

  • Sent (New) [Sequence name (# stage)]: {subject}

  • Opened [Sequence name (# stage)]: {subject}

  • Clicked [Sequence name (# stage)]: {subject}

  • Replied [Sequence name (# stage)]: {subject}

  • Bounced [Sequence name (# stage)]: {subject}

Automatic Exclusions

Mixmax does not sync activity from common system addresses such as:

  • notifications@

  • noreply@ / no-reply@

  • info@

  • system@

  • mailer-daemon@

  • support@

  • alerts@

  • newsletter@

  • notify@

This exclusion list is dynamic and automatically maintained.

Task Syncing

Standard Tasks

Here’s how Mixmax tasks appear in Salesforce:

  • To-do: {subject}

  • LinkedIn Connection Request: {subject}: LinkedIn Connection Request: Stage #

  • LinkedIn InMail: {subject}: LinkedIn InMail: Stage #

  • Unresolved Sent (New): {subject}

If an email address isn’t matched to a Salesforce record, the activity will still sync and appear in Unresolved Items.

Unresolved Tasks only sync if the appropriate Role setting is enabled in Admin settings.

Call Tasks in Salesforce

The title of a Call Task in Salesforce may vary slightly depending on where the call is logged in Mixmax.

If a call is logged from the Sidebar (including calls placed directly from the Sidebar):
​Call: [Contact or Lead Name] {Phone Number} (Phone Field)

If a Call Task is created from the Sidebar:
​Call: {Subject}

If a Call Task is created and logged from the Mixmax Task dashboard:
​Call: {Subject}

Calendar Event Syncing

Google and Outlook events associated with a Salesforce Lead or Contact sync as Events in Salesforce.

How Event Subjects Work

The Salesforce Event Subject matches the calendar event title exactly.


For example, if your Google Calendar event is titled:
​Renewal discussion


That will also be the Event Subject in Salesforce.

Meetings Scheduled via Mixmax

If a meeting is scheduled through Mixmax (not directly in Google or Outlook):

A Salesforce Task will also be created:

  • Meeting Confirmed: {event title}

  • Meeting Canceled: {event title}

How Events Are Related in Salesforce

Synced meetings are related to:

  • The associated Lead or Contact

  • The related Opportunity (if the Contact is a Primary Contact Role)

  • The Account (if no Opportunity is found)

If multiple Mixmax users attend:

  • A separate Salesforce Event is created for each user

Multiple Contacts on One Meeting

If multiple Salesforce Contacts/Leads are on the event:

  • External organizer: The external organizer’s name appears in the Name field

  • Internal organizer: The first Contact in the attendee list appears in the Name field

For more information on syncing recurring calendar events, see how Mixmax syncs recurring Calendar events to Salesforce.

Sync Timing

Calendar changes sync to Salesforce within 40 minutes.

Mixmax Activity Date/Time Field (Recommended)

For Copilots for Teams users, we strongly recommend installing the Mixmax Insights package.

This includes a pre-built Mixmax Activity Date/Time field that:

  • Improves reporting accuracy

  • Ensures correct activity timestamps

  • Supports better dashboards in Salesforce

Manual Setup (If Not Using Insights)

Your Salesforce Admin must create a custom field with:

  • Field Type: Date/Time

  • Field Label: “Mixmax Activity Date/Time” (or similar)

  • Field Name (API Name): MixmaxActivityDateTime

After creating the field, the field should look like the screenshot below in Salesforce:

All users syncing Mixmax tasks/activities to Salesforce should have full access to this custom MixmaxActivityDateTime field. Check your Salesforce Admin settings to customize access for each user/role.All syncing users must have full access to this field.

Field Sync Timing

Fields auto-sync at midnight PST. However, Mixmax workspace admins can sync the field immediately from the Integrations settings.

To do so, select the Get latest fields button:

Note: This field does not sync retroactively. Only new activity will populate it.

Activity Logging FAQ

Is logging automatic or user-controlled?

Logging is controlled by settings. Many settings are enabled by default when a user joins Mixmax, but they can be adjusted.

Can admins enforce logging organization-wide?

Yes. Admins can enforce automatic logging at the user-role level.

Can internal emails or personal events be excluded?

Yes. Mixmax excludes internal activity using domain exclusions. Additional domains can be added.

Can admins see failed sync attempts?

Yes. Admins can review all sync attempts (including failures) in the Admin Center.

How Data Syncs to Salesforce

When syncing:

  • Emails → Email-type Tasks

  • Opens/Clicks/Downloads → #N/A-type Tasks

  • Calls → Call-type Tasks

  • To-dos & LinkedIn → Task-type Tasks

  • Meetings → Meeting-type Events

All activities relate to:

  • The appropriate Lead/Contact

  • The related Opportunity (if found)

  • The Account (if no Opportunity is found)

If custom objects are configured, activities can relate to those as well. To learn more, see how to configure your Role settings to determine what activity logs to Salesforce.

You can also enable Rollup of Activities to a Contact’s Primary Account in Salesforce. If you enable that Activity setting, Mixmax will ensure your Tasks/Events are displayed against your Opportunities, while Salesforce will ensure they are displayed against the corresponding Contact's Account.

Field Mapping

When syncing activities, Mixmax maps to Salesforce:

  • Subject

  • Assigned To

  • Type

  • Status

  • Related To

  • Name

  • Comments

If Salesforce fields are used as variables in email templates or sequences, those fields map back to Salesforce during sync.

Identifying Records Created by Mixmax

For activity syncing:

  • The Task subject line format helps identify Mixmax-generated records.

For new Contacts/Leads:

  • Records are created via Salesforce APIs.

  • If created via a Mixmax Rule, the Rule’s activity log will show that.

Finding Email Status in Salesforce

Each email activity syncs as a separate Salesforce Task.

To see the latest status:

  • Look at the most recent Task related to that Lead or Contact.

  • The Task subject will indicate whether it was Sent, Opened, Replied, etc.

Additional Field Control

When records sync from Salesforce:

  • All accessible fields at the time of sync are imported.

  • Future Sync Conditions releases will allow more granular control over which fields sync.

Related Articles
How Mixmax syncs shared activities to Salesforce
Mixmax Insights vs. Mixmax native reporting: Which report should I use?
Connecting to a Salesforce Sandbox
How Mixmax Call, SMS, and To-do tasks are synced to Salesforce
Syncing recurring Calendar events to Salesforce
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