Update Salesforce users with managed event links


When using merge fields in automations sent to a lead or customer to reference a team member's availability for scheduling, users can associate managed event links instead of Calendly profile links with Salesforce users. This approach will ensure the lead or customer schedules for a specific event and can expedite the scheduling flow.  

Customizing the flow

The MapCalendlyLinkTemplate flow is triggered by profile links and maps these links to Salesforce users by default. However, the flow can be customized to sync managed event links. You can customize the flow using the options discussed below. 

To learn more about the MapCalendlyLinkTemplate flow and how Calendly syncs profile and managed event links to Salesforce, check out this Help Center article: Syncing Calendly links to Salesforce

Replace a profile link with a managed event link

If you don't plan on referencing profile links via merge fields and you only have one managed event link you want to leverage in automations, this is the ideal approach.   

  1. Locate and open the latest version of the MapUserCalendlyLink flow.
  2. Select Edit to edit the trigger.
  3. Update the Calendly_Type_c to equal ManagedEventType
  4. If you have multiple managed events in your organization, to map the correct event to the Salesforce user, select + Add Condition
  5. Set the Calendly_Name_c field to equal the name of your managed event.
  6. Select Done
  7. Save the flow as a new version and activate the new version.
  8. To test, navigate to your Salesforce integrations page and select Sync
Map multiple managed event links to Salesforce users 

If you want to share different managed event links at different times depending on the lifecycle stage of the customer or lead, this is the ideal approach.  

  1. Ensure you have a field on the user object per link you want to reference as a merge field. The Calendly Salesforce package creates one field by default, Calendly Link. If you need to add more:
    1. From Set up, select Object Manager
    2. From the list of labels, select User
    3. Select Fields & Relationships
    4. Next to the Quick Find search bar on the right-hand side, select New
    5. For Data Type, choose Text and select Next
      • Note: You can store the links as a URL field, but most of our related Help Center content provides steps and formulas that work with a Text field, not a URL field. 
    6. For Field Label, name the field. 
    7. For Length, set the max length (255) and select Next
    8. Make any changes to field-level security you may require and select Next
    9. Add the new field to your preferred layouts and select Save
  2. Locate and open the latest version of the MapUserCalendlyLink flow.
  3. Select Edit to edit the trigger.
  4. Set the Condition Requirements to None from the drop-down menu and select Done.
  5. In the User active branch after the Found User Active? decision, add a Decision element. This is where you will conditionally update fields on the user profile depending on the type of link that was synced to Salesforce. 
  6. Create an Outcome branch for each type of link you want to map to a specific field on the user record. 
    • If you want to map profile links, make sure the Type field from the Calendly Link record equals profile.
    • For each managed event link you want to map, make sure the Type field from the Calendly Link record equals ManagedEventType and the Name field equals that specific managed event name. 
  7. Label your Default Outcome. 
  8. Click on the Update User Profile Link element and select Cut Element.
  9. Click on the (+) symbol for one of your decision paths where you want to map the link value to a field on the user record. This will put the Update Records element on that path.
  10. Click the (+) symbol for every other path except the default outcome path, and choose to paste one element.
  11. For each Update Records element, select to edit to ensure that link is being mapped to the correct field on the User object. For each element, select Done
  12. Save your flow as a new version and Activate the new version. 


If you want to reference these links as a record owner's availability, follow the steps for Creating a custom formula for each of your managed event links.