How to update a Salesforce record with Calendly booking flow responses

Step 1 – Locate your flow

1. In Salesforce Setup, search for Flows. Select Flows.
   • If you haven't customized the CreateEventTemplate before, you'll need to create a new flow based on the template. To do so, you can open the CreateEventTemplate, customize it directly, then Save as. Saving it will create a new flow. You can call the new flow something like "CreateEvent."
   • If you've already customized the CreateEventTemplate flow, then open your customized flow.

Step 2 – Add an Update Records element to your flow

1. From the Toolbox on the left-hand side, under Data, drag an Update Records element to the flow, and drop it next to the Decision: Contact Matched? element.
2. Under New Update Records, at Label, enter Update Contact. 
3. At How to Find Records to Update and Set Their Values, select Specify conditions to identify records, and set fields individually.
4. Under Update Records of This Object Type, at Object, select Contact.
5. Under Filter Contact Records, select Conditions are Met. 
6. For the condition:
   • At Field, enter ContactId
   • At Operator, enter Equals
   • At Value, enter WhoRecordId
7. Under Fields Values for the Contact Records, include the fields and value you want to update with Calendly information. For example, if your first question on your Calendly booking form is the invitee's phone number:
   • At Field, enter Phone
   • At Value, select Calendly__CalendlyAction__c, then select CustomResponse1
     
8. Select Done.

Step 3 – Connect the elements

1. Within the flow, delete the connector between the Decision: Contact Matched? and Get Records: Find Publisher elements.
2. Connect the Decision: Contact Matched? element to the new Update Records: Update Contact element.
3. Connect the Update Records: Update Contact element to the Get Records: Find Publisher element.
   

Step 4 – Save and activate your flow

1. To save the flow, select Save. Select Save As to save the modified version of the flow. To activate the flow, select Activate. 
   • Note: You will also need to deactivate the CreateEventTemplate, so you don’t have duplicate events in Salesforce.

Steps

1. From your setup page locate the Quick Find / Search box in the top left-hand corner, then type Flows.

2. Under Build>Workflows & Approvals, select Flows. 

3. At Flows, select Open for the CreateEvent flow.

   • Note: Your organization's visual builder may be viewed in the Classic or Lightning experience. Functionality remains the same.

4. From the Toolbox on the left-hand side, and under Data, drag an Update Records element to the flow and drop it next to the Contact Matched? Decision element.

5. At Label, enter Update Contact.

6. At How to Find Records to Update and Set Their Values, select Specify conditions to identify records, and set fields individually.

7. At Filter Contact Records, select Conditions are Met. Then,

   • At Field, enter OwnerId

   • At Operator, enter Equals

   • At Value, enter {!WhoRecordId}

8. Set Fields Values for the Contact Records, add fields from Salesforce you want to update with Calendly information. For example, add the Phone field and set the Value to {!NewCalendlyAction.CustomResponse1__c} if your first custom question on your Calendly event scheduling page asks for the invitee's phone number. Then select Done.

9. Within the flow, delete the connector between the Contact Matched? Decision and Find Publisher, Get Records elements.

10. Connect the Contact Matched? Decision element to the new Update Contact, Update Records element. Then connect the Update Contact, Update Records element to the Find Publisher, Get Records element.

11. To save the flow, select Save. Select Save As to save the modified version of the flow. To activate the flow, select Activate.