How to sync additional meeting guests and co-hosts to Salesforce

Calendly can automatically add meeting guests and co-hosts to Salesforce. This keeps your event records up to date with all attendees for easier tracking and management.

How it works

Calendly sends meeting data to Salesforce when someone schedules or cancels a meeting.

Salesforce creates a CalendlyAction event record. Then, the CreateEventTemplate flow uses two built-in flows:

• Get Event Attendee Template
• Create Event Template

These flows check for guests or co-hosts and add them to the event.

What happens by default

• Calendly looks for a matching lead or contact using the guest's email address. If it finds one, that person is added as an attendee.
• For co-hosts in Collective meetings, Calendly looks for a Salesforce user with the same email. If it finds a match, the co-host is added to the event.

You can customize these flows to use other Salesforce objects if needed.

Before you begin

• You need package version 2.5 or higher to sync guests and co-hosts.
• Not sure which version you have? Go to your Salesforce integrations page to check.

Set up guest and host syncing

Step 1 – Upgrade your Salesforce package

• If you're using version 1 (unmanaged package), follow this article to upgrade to version 2.
• If you're already on version 2 or higher, go to your Salesforce integrations page and select the Upgrade banner.

Step 2 – Activate the CreateEventTemplate flow

1. In Salesforce, open your Flows list.
2. Find the CreateEventTemplate flow.
3. Select Save As in the top-right corner.
4. Enter a name for your new flow.
5. Select Save.
6. Go back to your Flows list and find the new flow.
7. Open it and select Activate.

Add the Attendees field to the Event layout

Salesforce does not show the Attendees field by default. Follow these steps to add it:

1. In Salesforce, select the App Launcher (grid icon) and search for Object Manager.
2. Select Event.
3. In the sidebar, select Page Layouts.
4. Find the layout you want to edit and select Edit.
5. At the top, open the Fields section.
6. Drag the Attendees field onto the layout.
7. Select Save.

View attendees on a meeting record

1. In Salesforce, use the global search bar to find a contact.
2. On the contact's page, go to the Activity section or tab.
3. Find the event you want to view.
4. Select the event title or View Details.
5. If the Attendees field is on the layout, you’ll see everyone who joined the meeting.