How to delete an event record in Salesforce when a Calendly event is canceled or rescheduled

By default, canceled or rescheduled Calendly events are not deleted from your Salesforce calendar. Instead, the event title and description are updated to say "Canceled."

If you’d rather remove the event entirely, follow the steps below to update your CancelEvent flow and delete the event record automatically.

Set it up

Step 1 – Open your CancelEvent flow

1. In Salesforce Setup, search for and select Flows.

2. Open your CancelEventTemplate flow.

   • If you’ve already modified it, open your current active CancelEvent flow.

   • Note: If you're using Salesforce v1.11, modify the CancelEvent flow (not the template).
     You can find your package version on the Salesforce Integration page in Calendly.

Step 2 – Replace the UpdateEvent element with Delete

1. Find the UpdateEvent element at the end of your flow and delete it.

2. From the Toolbox on the left:

   • Under Data, drag the Delete Records element into the flow.

   • Place it where the UpdateEvent element was.

3. Drag connectors from the two Decision elements to the new Delete Records element.

Step 3 – Set up the Delete Records element

Double-click the new element, then enter the following:

Select Done to save.

Step 4 – Save and activate your new flow

1. At the top, select Save As.

2. Enter a Flow Label, like:
   CancelEvent – DeleteEvent

3. (Optional) Add a description, such as:
   “This version deletes the event record when canceled.”

4. Select Save.

5. Select Activate to turn on your new flow.

6. Deactivate the original CancelEventTemplate flow.

Step 5 – Test the flow

1. Schedule a test event in Calendly.

2. View the event on your Salesforce Calendar.

3. Cancel the event from Calendly.

4. Return to Salesforce and check your calendar.

   • The event should be deleted.