One of the most important aspects of a meeting with a prospect or customer is tracking it in Salesforce to make sure the event details, attendees, and conversation are captured. With Groove's Calendar Sync, you can let Groove take care of logging these events for you, so that you can focus on the meeting and the customer.
Note: This feature is currently in Beta. Please ask your admin to reach out to your CSM if you'd like to have it enabled
Enabling Background Calendar Sync
There are 3 ways to enable Background Calendar Sync. You can do so directly from your inbox in Outlook, or from your Groove account in the web application.
For new Groove users
During the setup process for your Groove account, you'll see the option to "Auto-log all calendar events":
Updating your Calendar settings
If you'd like to update your calendar logging settings at any time, simply go to Groove Settings from Outlook:
Or your Calendar Settings in your Groove account:
How it Works
Auto-logging your calendar events to Salesforce from Outlook calendar works very similarly to how "auto-log all emails" works, with a few specifics related to calendar events.
If there is an event on your calendar with someone in Salesforce, that event will be automatically logged to Salesforce for you. Groove will match the guest list with contacts and leads in Salesforce to relate the created event to the appropriate records. Additionally, based on your team's Related-To Lookup logic, the event will also be automatically related to the appropriate opportunity or case associated with the person you're meeting with.
- Any event where the guest list includes someone in Salesforce will be logged to Salesforce for you, unless it is marked as "private" on your calendar. This can include an event that you created, or an event that you were invited to. This also includes recurring events. More info on how Groove works with recurring events
- If your team has "Only Sync CRM Related Events" enabled, the event will only log to Salesforce if there is a contact or lead on it. Otherwise, you can have internal meetings logged to Salesforce if your Salesforce admin has disabled "Only Sync CRM Related Events"
- Any updates made to the event will also be reflected in Salesforce, such as an update to the time, date, title, etc.
- If a meeting that was synced to Salesforce is deleted from your Outlook calendar, the event remains in Salesforce, and Groove adds "[Canceled]" to the beginning of the title
- (For the BETA): Recurring events deleted from your Outlook calendar are not updated in Salesforce
Note: Currently the Outlook calendar => Salesforce calendar integration is one-directional. This means that events created or updated in your Salesforce calendar do not sync back to your Outlook calendar.
Salesforce Admins only
For admins, there are a few settings that allow you to configure the way Calendar Sync works for your team(s). The settings below can only be modified by a Salesforce admin, and can be found in both Groove, under (Manage My Org > Profile Settings) and Salesforce (Setup > Custom Settings > Manage Groove Settings):
- Allow Background Calendar Sync: Determines whether the users in that Salesforce profile should be allowed to sync their Outlook calendar events to Salesforce or not. We recommend that this setting is enabled.
- Only Sync CRM Related Events: Determines whether all (non-private) events, or only "CRM Related" events are synced to Salesforce for the users in that profile. A "CRM Related" event is one that has at least one contact or lead in the guest list. A non "CRM Related" event could be an internal meeting with the Sales Team. We recommend that this setting is enabled.
- Don't Track RSVP Status* (this advanced setting is only found in Salesforce: Setup > Custom Settings > Manage Groove Settings): Determines whether contacts and leads get added to the Invitee list in the Salesforce event. We recommend that this setting is disabled.
- Related-To Lookup Logic: Determines how events (and emails) logged to Salesforce get related to opportunities and cases. The most common setting here is the default, which is to relate the activities to "All Open Opportunities", which means that Groove will log the event to what we find is the most relevant opportunity along with the contact(s). Additional info on Related-To Lookup Logic.
Groove Admins and Salesforce Admins
- In Manage My Org > Users, a Groove admin can select a user, then click Actions > Update Calendar Sync to either enable or disable the setting for any given user.
- Currently the Outlook calendar => Salesforce calendar integration is one-directional. This means that events created or updated in your Salesforce calendar do not sync back to your Outlook calendar.
- Because Outlook events also create an email in your inbox, there will also be a synced email (if you are using Email Sync) with the details of the event.