Appointlet's Salesforce integration brings together our robust scheduling system and Salesforce's expansive CRM capabilities to streamline your workflow. This integration responds to key events in Appointlet - such as meeting scheduling, rescheduling, or cancellation - to automatically update relevant Salesforce records.

You can use this integration to automatically update prospects, leads, or opportunities when related parties schedule new meetings. This guide will give you a detailed overview of the integration, what it's capable of, how it works, and how to set it up effectively.

This integration works by calling Salesforce flows in response to key events within Appointlet. When one of these events occur, we pass along the relevant meeting data to the specified Salesforce flow. With this data, you can trigger automations that can perform almost any task within Salesforce.

Here are the events that can trigger a Salesforce flow:

By responding to these events, you can automate your actions to scheduling changes, ensuring your Salesforce data stays current and your operations run smoothly.

Before you can begin setting up your Salesforce integration, you will need to ensure you have the appropriate permissions within Salesforce:

The first step is to connect Appointlet to your Salesforce account. By doing this, you grant Appointlet the necessary permissions within your Salesforce environment.

To accomplish this, follow these steps:

Remember, you will need to have admin privileges on your Salesforce account to successfully establish the connection.

To begin working with flows in Salesforce, you first need to locate them within your Salesforce setup UI. To do this, navigate to the setup (by clicking on the gear icon in the top right corner and selecting "Setup") then use the quick find box and type "Flows". Click on the "Flows" link under the "Process Automation" heading.

To create a new flow, click on the "New Flow" button in the Flows UI. This will launch the Flow Builder.

In the Flow Builder, you'll want to create an "Autolaunched Flow". This type of flow can be triggered by external systems like Appointlet, without any user interaction.

The data we send to your Salesforce flows needs to be received by variables that you define. When setting up a new flow, Salesforce will present you with an empty canvas.

In your flow's setup screen, open the toolbox.

Click the "New Resource" button.

In the "Resource Type" dropdown, select "Variable".

In the "API Name" field, enter one of the Variable Names from the table below.

Make sure to also select the appropriate “Data Type” (see table below):

Finally, ensure that “Available for input” is checked:

You can now click “Done” and the variable should now be listed in the toolbox:

You'll need to repeat this process for each variable you want to include in your flow. Note that you don't need to include all variables, just the ones relevant to the actions you want your flow to perform.

Here's are all the variables that you have access to in your flow:

Appointlet's Salesforce integration also gives you the ability to pass data collected via custom form fields into your Salesforce flows. Each form field in Appointlet has an associated API Identifier, which is used to name the variable that contains the form field data.

In your Salesforce flow, you can add a variable corresponding to this form field using the API Identifier. The variable name will be Attendee_Form_Field_ followed by the API Identifier of the form field. So for the "Company" field, the variable name in Salesforce would be Attendee_Form_Field_company.

Please remember to add all custom form field variables you wish to include in your Salesforce flow, following the process described in the "Adding Variables to Your Flow" section above. Also, ensure you choose the correct data type when adding these variables in Salesforce.

Building a flow within Salesforce involves a number of decisions and steps that are highly dependent on your organization's specific needs and practices. Since the construction of a flow can be complex and is unique to each user's Salesforce configuration, we are unable to provide an exhaustive guide within this document.

However, Salesforce offers a comprehensive guide on building flows which you can refer to as you build your custom flows. We recommend the following resources:

Remember, the goal of creating a flow is to automate tasks in Salesforce based on the Appointlet data we send over. The variables you added to your flow (as described in the previous section) will be used to capture the data from Appointlet.

When you save your newly created flow in Salesforce, you'll be asked to provide a name for it. As part of this process, Salesforce will automatically generate an API name for the flow based on the name you provide. It's this API name that you’ll need to give us so that we can call your flow and pass data to it. Make a note of this name as you will need to enter it into Appointlet's integration settings.

If you've already saved your flow, you can find the Flow API Name by clicking the settings button in the toolbar:

To provide Appointlet with the API name of your flow:

This connects your flow to Appointlet and enables the data from scheduling events to be passed into your Salesforce environment.

Remember, each Salesforce flow has a unique API name, so you must provide the correct one to ensure the integration works as expected.

Over time, we may send new kinds of information that require modifications to your Salesforce flows. We'll notify you of any upcoming changes that could impact your use of the integration. Stay tuned for updates via email.

If you encounter any difficulties or have any questions while setting up or using the integration, don't hesitate to reach out via our support chat. We're here to help!