Calendly syncs profile and managed event links to Salesforce, enabling merge fields for automations and email templates in Salesforce and integrated tools.
To learn more about managed events, check out this Help Center article: Managed events overview
How it works
In Salesforce, Calendly creates a CalendlyLink record for each link sent. If needed, it updates the record during the next hourly sync.
When a CalendlyLink record is created or updated for a profile link, it triggers the MapCalendlyLinkTemplate flow. This flow matches users by email between Calendly and Salesforce. If a match is found, the link is stored in the Calendly Link field on the user's record.
This is the default flow, but it can be customized to sync managed event links. For more details on customizing the flow, check the Help Center article: How to update Salesforce users with managed event links.
NOTE: The Calendly Link field is a text field and the value of the link includes the protocol (https://).
Setting up Calendly link sync to Salesforce
Note: Syncing Calendly links to Salesforce functionality is included in package version 2.3 or higher. If you are unsure of what version you currently use, visit your Salesforce integrations page to confirm your version.
- Follow the setup instructions for the version 2.3 Salesforce package or higher.
- If you are currently using our unmanaged Salesforce package version (v1) and would like to migrate to our managed Salesforce package (v2), check out this Help Center article for additional information on how to upgrade.
- If you are currently using our managed package version (v2 or higher), you can upgrade to the current version by visiting your Salesforce integrations page and selecting the banner to upgrade.
- Create a copy of the MapUserCalendlyLinkTemplate flow template and set the copy to active.
- From your Salesforce Flows list, select the MapUserCalendlyLinkTemplate flow template.
- Select Save As in the top right-hand corner.
- Name the flow by creating a Flow Label.
- Select Save.
- Navigate back to the Salesforce Flows list.
- Select the newly saved/created flow.
- Activate the flow by selecting Activate in the top-right hand corner.
- Go to the Salesforce integrations page and select the Sync button to trigger the new active flow.
Syncing
Calendly will sync all profile and managed event links for all of the users in the organization either:
- every hour
- when a Calendly admin selects the Sync button on the Salesforce integrations page
Note: When there is a sync in-progress, the Sync button is disabled to prevent disruption in the syncing process.