If your Salesforce integration was temporarily disconnected, causing Calendly bookings not to sync, you'll need to manually import those records. This article outlines the necessary steps.
How to import missing data
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From your Calendly account, navigate to the Meetings page.
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Export a report of your Meetings from Calendly.
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Note: You can change the view from My Calendly to All Users & Teams to export all of the meetings.
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Confirm which rows you would like to import and remove the ones that already exist in Salesforce.
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Open the .csv file. As of version 2.6, you will need to add the following columns and required values to your .csv that you're importing:
- Invitee Created At
- Event Subject
- Event Type Duration
- Event Type Kind
- Event Type Slug
- Request Id
- Name
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Fill the following values for these columns for every row you're importing:
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Invitee Created At: Use the same value as Event Created Date & Time.
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Event Subject: You can concatenate the Invitee Name and Event Type Name for the Subject.
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Event Type Duration: Length of event in minutes. You can calculate manually or use an Excel formula.
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Note: This must be a number value without decimals or alpha characters.
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Event Type Kind: "NA"
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Event Type Slug: "NA"
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Request Id: This needs to be unique so that you don't duplicate any insertions. A good format is YYYMMDD<number>. For example: 20240301001
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Name: "invitee.created"
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Note: If you are importing canceled events, this would be "invitee.canceled".
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Update all 4 date/time fields to the following format: YYYY-MM-DDThh:mm:ssZ
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Save the .csv file.
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Open Salesforce Setup, and search Import.
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Select Data Import Wizard.
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Scroll down and select Launch Wizard.
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Select Custom Objects, then select CalendlyActions.
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Match By: Request Id and ensure Trigger Workflow Rules and Processes are checked:
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Choose your .csv file to upload, then select Next.
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Some fields will auto map according to the field name. Otherwise, map the remaining fields according to the chart below.
Field MappingMapped Salesforce Object CSV Header Event Primary Publisher Name User Name Unmapped Team Invitee Name Invitee Name Invitee First Name Invitee First Name Invitee Last Name Invitee Last Name Invitee Email Invitee Email Invitee Time Zone Invitee Time Zone Unmapped Invitee accepted marketing emails Unmapped Text Reminder Number Event Type Name Event Type Name Event Start Time Start Date & Time Event End Time End Date & Time Location Location Event Created At Event Created Date & Time Event Canceled Canceled Event Canceler Name Canceled By Event Cancel Reason Cancellation Reason CustomQuestion1 Question 1 CustomResponse1 Response 1 UtmCampaign UTM Campaign UtmSource UTM Source UtmMedium UTM Medium UtmTerm UTM Term UtmContent UTM Content Unmapped Salesforce UUID Unmapped Event Price Unmapped Payment Currency Additional Guests Guest Email(s) Unmapped Invitee Reconfirmed Unmapped Marked as No-Show Unmapped Meeting Notes Group Name Group Event Primary Publisher Email User Email Event Uuid Event UUID Invitee Uuid Invitee UUID Unmapped Invitee scheduled by Unmapped Scheduling method Invitee Create At Invitee Created At Event Subject Event Subject Event Type Duration Event Type Duration Event Type Kind Event Type Kind Event Type Slug Event Type Slug Request Id Request Id CalendlyAction Name Name -
Select Next. The following screen will show a summary of the import including some missed field mappings - this is expected.
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Select Next. The following screen will tell you the status of the import. Once it's complete you can download a result report to see which records failed and which succeeded:
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Upon successful import, the Calendly Action records will be created and result in triggering the CreateEventTemplate flow. This will create your Events, Leads etc.