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
- In Salesforce Setup, search for Flows and select it.
- If you haven’t changed the CreateEventTemplate before:
- Open CreateEventTemplate.
- Make your changes.
- Select Save As and name your new flow (e.g., “CreateEvent”).
- If you’ve already customized the template:
- Open your custom flow.
Update the user assignment
- Find and select the Get Records: Find User element.
- In Edit Get Records, under Filter User Records:
- To filter by email:
- In Field, enter Email.
- In Value, enter the user’s email.
- The Salesforce user's email must be an exact match or the lead will not be assigned.
- To filter by user ID:
- In Field, enter ID.
- In Value, enter the user’s ID.
- To find a user's ID, open their Salesforce profile and check the URL.
- To filter by email:
- Select Save. Then select Save As to save your changes.
- Select Activate to turn on your new flow.
- Important: Deactivate the CreateEventTemplate to avoid duplicate events.
- In Salesforce Setup, search for Flows.
- Go to Build > Workflows & Approvals, then choose Flows.
- Select Open next to the CreateEvent flow.
Update the user assignment
- Select the Find User, Get Records element.
- In Edit Get Records, under Filter User Records:
- To filter by email:
- In Field, enter Email.
- In Value, enter the user’s email.
- The Salesforce user's email must be an exact match or the lead will not be assigned.
- To filter by ID:
- In Field, enter ID.
- In Value, enter the user’s ID.
- To filter by email:
- Select Save. Then select Save As.
- Select Activate to turn on the updated flow.