By default, your Salesforce flow will create a new lead if the invitee doesn’t already exist in Salesforce. Calendly checks if the assigned user's email matches a Salesforce user email. If it doesn’t match, Salesforce assigns the lead to your System Admin.
To change this, you can edit your flow so leads go to a specific Salesforce user instead. Learn more about the default behavior of the Salesforce package.
Assign leads to a specific Salesforce user
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In Salesforce Setup, search for Flows and select it.
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If you haven’t changed the CreateEventTemplate before:
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Open CreateEventTemplate.
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Make your changes.
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Select Save As and name your new flow (e.g., “CreateEvent”).
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If you’ve already customized the template:
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Open your custom flow.
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Update the user assignment
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Find and select the Get Records: Find User element.
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In Edit Get Records, under Filter User Records:
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To filter by email:
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In Field, enter Email.
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In Value, enter the user’s email.
- The Salesforce user's email must be an exact match or the lead will not be assigned.
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To filter by user ID:
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In Field, enter ID.
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In Value, enter the user’s ID.
- To find a user's ID, open their Salesforce profile and check the URL.
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Select Save. Then select Save As to save your changes.
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Select Activate to turn on your new flow.
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Important: Deactivate the CreateEventTemplate to avoid duplicate events.
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In Salesforce Setup, search for Flows.
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Go to Build > Workflows & Approvals, then choose Flows.
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Select Open next to the CreateEvent flow.
Update the user assignment
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Select the Find User, Get Records element.
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In Edit Get Records, under Filter User Records:
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To filter by email:
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In Field, enter Email.
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In Value, enter the user’s email.
- The Salesforce user's email must be an exact match or the lead will not be assigned.
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To filter by ID:
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In Field, enter ID.
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In Value, enter the user’s ID.
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Select Save. Then select Save As.
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Select Activate to turn on the updated flow.