How to import missing data from Calendly into Salesforce

If your Salesforce integration was temporarily disconnected, some Calendly meetings may not sync automatically. To recover this data, you can manually import it into Salesforce.

Import missing Calendly data to Salesforce

1. In Calendly, go to the Meetings page.
2. Filter the meetings, then export a report. 
• Note: You can change the view from My Calendly to All Users & Teams to export all meetings for individual users and team pages. Shared event types do not appear under the All Users & Teams view at this time.
3. Open the CSV file. Confirm which rows you would like to import and remove the ones that already exist in Salesforce.
4. As of version 2.6, you will need to add the following columns and required values to your .csv that you're importing:
• Invitee Created At
• Event Subject
• Event Type Duration
• Event Type Kind
• Event Type Slug
• Request Id
• Name
5. Fill the following values for these columns for every row you're importing:
• Invitee Created At: Use the same value as Event Created Date & Time.
• Event Subject: You can concatenate the Invitee Name and Event Type Name for the Subject.
• Event Type Duration: Length of event in minutes. You can calculate manually or use an Excel formula.
• Note: This must be a number value without decimals or alpha characters.
• Event Type Kind: "NA"
• Event Type Slug: "NA"
• Request Id: This needs to be unique so that you don't duplicate any insertions. A good format is YYYMMDD<number>. For example: 20240301001
• Name: "invitee.created"
• Note: If you are importing canceled events, this would be "invitee.canceled".
6. Update all 4 date/time fields to the following format: YYYY-MM-DDThh:mm:ssZ
   
   
   
7. Save the CSV file.
8. Open Salesforce Setup, and search Import.
9. Select Data Import Wizard.
10. Scroll down and select Launch Wizard.
    
11. Select Custom Objects, then select CalendlyActions.
12. Match By: Request Id and ensure Trigger Workflow Rules and Processes are checked:
    
13. Choose your CSV file to upload, then select Next.
14. Some fields will auto map according to the field name. Otherwise, map the remaining fields according to the chart below.
    
    Field Mapping

    Mapped Salesforce Object	CSV Header
    Event Primary Publisher Name	User Name
    Unmapped	Team
    Invitee Name	Invitee Name
    Invitee First Name	Invitee First Name
    Invitee Last Name	Invitee Last Name
    Invitee Email	Invitee Email
    Invitee Time Zone	Invitee Time Zone
    Unmapped	Invitee accepted marketing emails
    Unmapped	Text Reminder Number
    Event Type Name	Event Type Name
    Event Start Time	Start Date & Time
    Event End Time	End Date & Time
    Location	Location
    Event Created At	Event Created Date & Time
    Event Canceled	Canceled
    Event Canceler Name	Canceled By
    Event Cancel Reason	Cancellation Reason
    CustomQuestion1	Question 1
    CustomResponse1	Response 1
    UtmCampaign	UTM Campaign
    UtmSource	UTM Source
    UtmMedium	UTM Medium
    UtmTerm	UTM Term
    UtmContent	UTM Content
    Unmapped	Salesforce UUID
    Unmapped	Event Price
    Unmapped	Payment Currency
    Additional Guests	Guest Email(s)
    Unmapped	Invitee Reconfirmed
    Unmapped	Marked as No-Show
    Unmapped	Meeting Notes
    Group Name	Group
    Event Primary Publisher Email	User Email
    Event Uuid	Event UUID
    Invitee Uuid	Invitee UUID
    Unmapped	Invitee scheduled by
    Unmapped	Scheduling method
    Invitee Create At	Invitee Created At
    Event Subject	Event Subject
    Event Type Duration	Event Type Duration
    Event Type Kind	Event Type Kind
    Event Type Slug	Event Type Slug
    Request Id	Request Id
    CalendlyAction Name	Name
15. Select Next. The following screen will show a summary of the import including some missed field mappings - this is expected.
16. Select Next. The following screen will tell you the status of the import. Once it's complete you can download a result report to see which records failed and which succeeded:
    
17. Upon successful import, the Calendly Action records will be created and result in triggering the CreateEventTemplate flow. This will create your Events, Leads etc.