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How to sync additional guests and hosts to Salesforce

Calendly syncs meeting guests and co-hosts to Salesforce, ensuring event records reflect all attendees for efficient event management and tracking.

How it works 

Calendly sends meeting data to Salesforce when a meeting is scheduled or canceled. After Salesforce creates a new CalendlyAction event record, the CreateEventTemplate flow will use the Get Event Attendee Template and Create Event Template flows to add additional attendees to the event if the event has guests and/or co-hosts. 

Default flow behavior:

  • Calendly searches for a matching lead or contact using the guest's email. If found, the lead/contact is added as an event attendee.

  • For co-hosts of Collective meetings, Calendly looks for a matching Salesforce user based on the co-host's email. If found, the Salesforce user is added as an attendee.

Note: This process is the default flow, but the Get Event Attendee Template and Create Event Template flows can be customized to use different custom objects. 

Setting up additional guest and host syncing

Note: Syncing additional guests and hosts to Salesforce functionality is included in package version 2.5 or higher. If you are unsure of what version you currently use, visit your Salesforce integrations page to confirm your version.

Setup steps
  1. Follow the setup instructions for the version 2.5 Salesforce package or higher. 
  2. Create a copy of the CreateEventTemplate flow template and set the copy to active.
      
    1. From your Salesforce Flows list, select the CreateEventTemplate flow template.
    2. Select Save As in the top right-hand corner. 
    3. Name the flow by creating a Flow Label. 
    4. Select Save. 
    5. Navigate back to the Salesforce Flows list. 
    6. Select the newly saved/created flow. 
    7. Activate the flow by selecting Activate in the top-right hand corner.

      CleanShot_2022-12-07_at_15.38.03.gif

  3. By default, Salesforce does not include the Attendees field on the Event page layout. The steps listed below will allow you to add the Attendees field to the Event object's page layout.

    1. Click on the App Launcher (Grid icon) on the top left of your Salesforce page and type Object Manager in the search bar, then select it.

    2. In the Object Manager, search for and select the Event object.

    3. Select Page Layouts in the left-hand sidebar.

    4. In the list of layouts, find the layout that you want to modify and select Edit next to it.

    5. In the layout editor, look for the Fields section in the palette at the top of the page.

    6. Find the Attendees field in the list and drag it into the desired section of the layout.

    7. After you've positioned the field, select Save.

      CleanShot 2023-07-28 at 13.38.50.gif

  4. To view a meeting and its attendees list in Salesforce:

      1. From your Salesforce homepage, locate the global search bar at the top of the page. Type in the name of the contact and select it from the dropdown menu.

      2. From the contact's page, find and select the Activity section or tab to view all related activities.

      3. Browse the activity list and locate the event you're interested in. The list should provide a summary of each activity. Select the title or the View Details link of the event to access the full record.

      4. In the event's full record, you should see the Attendees field, provided it's been added to the page layout. This field will display all the attendees for that particular event.

        Salesforce additional guests attendees.png

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