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Choose how to map Calendly data to Salesforce fields

Overview

You can map Calendly event data to standard or custom fields in Salesforce objects, so you can view Calendly data in your preferred fields. 

Example

You may use invitee questions to gather details from your invitee as they book. If you ask for an invitee's company on your booking page, you can map their response to a Company field on the lead record (or the object record of your choice) in Salesforce. 

To view what kind of Calendly data you can map

  1. From your Salesforce Setup, search Object Manager. Select the Object Manager result.
  2. Select the CalendlyAction Object. 
  3. Select Fields & Relationships. From here, you can view the fields included in the package, such as UTM parameters, custom questions, and more.
SF__Calendly_fields.png

Note: Calendly data will differ slightly depending on your package version. Version 2 includes additional fields, such as 10 invitee custom questions/responses, location, and rescheduled event details. Version 1.11 includes 4 invitee custom questions/responses. Your Salesforce Integration page will tell you what version you're using. 

To map Calendly data to fields in Salesforce objects

Version 2 Version 1.11
  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.
  2. Select the element (Create Records or Update Records) you'd like to edit.
  3. Within the element editor, select an existing field to update its value, or add a new field by selecting + Add Field.
  4. At Value, select Calendly__CalendlyAction__c, then type or select any of the CalendlyActions of your choice. For example, select CustomResponse3, if you want the answer to the third question on your Calendly booking form to map to that field.
    SF__Calendly_record_action.png
  5. You can view the Value updated with the CalendlyAction.
    SF__final_value.png
  6. Select Done.
  7. To save your customized flow, select Save. 
  8. To activate your customized flow, select Activate. Note: you will also need to deactivate the CreateEventTemplate, so you don’t have duplicate events in Salesforce.
  9. Within the CreateEvent flow, select an element, then the corresponding object you want to create or update.
  10. Within the element editor, update the existing field's value.
  11. At Value, enter NewCalendlyAction, then select NewCalendlyAction, CalendlyAction__c and see {!NewCalendlyAction.} populate the Value of the field and type or select any of the CalendlyActions shown.
    • (Optional) To add another field, select + Add Field and repeat step 3.
      mceclip3.png
  12. See the Field's Value updated with the CalendlyAction.
    mceclip4.png.
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