Calendly’s Salesforce integration can automatically create and update Salesforce records as invitees schedule meetings, and send Calendly profile links to Salesforce mapped to the correct Salesforce user. However, a Salesforce admin can customize the flow to achieve different outcomes.
Before customizing the flows, be sure to save a copy first. To save a copy:
- In Salesforce Setup, search for Flows. Select Flows.
- If you haven't customized the flow Template before, you'll need to create a new flow based on the template. To do so, you can open the CreateEventTemplate (or the template of your choosing), customize it directly, then Save as. Saving it will create a new flow. You can call the new flow something like "CreateEvent."
- Always deactivate the original flow after saving a new copy and activating it.
You can review other customizations not included in this guide from our Help Center. Please use the search tool or refer to a common list of customizations here.
Create a Contact or Different Object Instead of Lead
Use Case: Our company strictly uses Contact objects and not Leads because we don’t use the “conversion” setting in Salesforce. How can I change the flow so that it will create a new Contact object and NOT a Lead?
Update a record in Salesforce with responses from the Calendly booking flow
Use Case: We ask important questions on the booking page. Phone number, Company name, size and location for example. How can we save that data to their Contact record in Salesforce?
Automatically categorize your Calendly events in Salesforce
You can customize your Salesforce flow to automatically categorize your Calendly events within Salesforce. For example, you may want to categorize your meetings by department, goal, or function, such as customer engagement or onboarding. Categorizing your meetings can be helpful for reporting.
Use Case: We like to report on the type of meetings we book in Salesforce. Currently we have a field on Events that tracks the meeting type. Can the integration automatically categorize our events in Salesforce?
Delete an event record in Salesforce when a Calendly event is canceled or rescheduled
By default, a canceled or rescheduled Calendly event is not deleted from your Salesforce calendar. Instead, the Salesforce flow updates the existing event title and description with the word Canceled.
However, if you no longer want the event in Salesforce, you can modify your CancelEvent flow to automatically delete an event record.
For more information, check out this Help Center article.
Filter the Salesforce flow to run on certain conditions
Use Case: We want to sync event data for our Sales team to Salesforce, but don't want to sync event data for users outside of Sales.
Schedule Calendly meetings directly from Salesforce
To book meetings or email your scheduling link without leaving Salesforce, you can add Salesforce buttons to objects such as accounts, contacts, or leads. You can also add your link to email templates and your email signature.
Use Case: We want to create a Schedule Calendly Meeting button, so we can pull up a Calendly booking page when we have a client on the phone, and book a meeting in realtime.
For more information, check out this Help Center article.
