To get the most from Calendly Routing, match the rules you use in your current routing tools. This helps ensure that both Calendly and your existing tool assign the same person to a new lead.
Many companies use tools like LeanData, Distribution Engine, or Salesforce to route leads. Follow these best practices to connect Calendly with those tools and keep your lead process running smoothly.
Note: Need help setting up Calendly Routing? Learn how to set up routing forms.
Before you begin
Make sure you’ve connected Calendly with Salesforce using our native integration. This connection sends Calendly data into Salesforce, which helps trigger the right flows and updates.
Once set up, you can take these actions:
Create a routing exclusion
If your leads come from different sources and go through an existing tool, but you want Calendly to take over routing, you'll need to exclude those leads from your old tool.
By default, Calendly sends meeting info to Salesforce and creates a CalendlyAction record. This triggers a Salesforce flow called CreateEvent, which marks the lead or event with an attribute called CalendlyCreated.
Tip: Update your routing rules to skip leads where CalendlyCreated is present.
Exclude already-assigned leads
Most routing tools won’t act on leads that are already assigned. When someone books a meeting through Calendly, our Salesforce integration automatically assigns the lead to the person they booked with.
This means your routing tool can skip the lead, since it already knows who to assign it to.
Add a wait step
To avoid issues, insert a short delay before your routing tool runs. This gives Calendly enough time to update the lead’s info and assignment in Salesforce.
Steps to add a wait:
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Choose a wait time — 5 to 10 minutes usually works well.
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Add the wait to your Salesforce flow before the routing rules run.
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Test the setup to make sure the wait and exclusions work as expected.
Final tips
Following these steps helps you connect Calendly to your routing tool without breaking your lead flow. You’ll keep your assignments accurate and your systems in sync.
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