Calendar Sync

Sync Calendar Events Back to Salesforce, Automatically or Manually

Written by Tom Stevenson
Updated over a week ago

Make sure that your reps never miss tracking a meeting in Salesforce by using Groove’s calendar sync to automatically or manually log your events from Google Calendar.

Automatic Sync (Background Sync)

Groove can automatically sync Google calendar events to your Salesforce account. You can turn on automatic calendar sync, by following the steps below:

  1. Click here.

  2. Toggle on “Sync calendar events to Salesforce in the Background”

Note: If you don't see this option, it may have been disabled by your admin.

If background sync is turned on, the checkbox next to “Log this event in Salesforce” will automatically be checked and unable to be unchecked. Therefore, the event will automatically log to Salesforce once all required fields have been filled out.

If all required fields are not filled out, then the “Save” button will remain greyed out and the event won’t be saved/created. A required field is signified with a small red vertical line. Once the required field is filled out, the “Save” button will be blue and be clickable.

Manual Sync

If you do not have automatic email sync activated for your account, you can sync a Calendar event to Salesforce by accessing the event in Gcal, and checking off the ‘Log this event in Salesforce’ box

Select Which Record the Event is Synced To

Similar to email logging, you are able to control which records your calendar events will sync back to within Salesforce. If you have automatic logging turned on, your events will be automatically associated to records in Salesforce based on the email address(es) included on the calendar event. You’ll see those details by clicking into the calendar event itself:

To manually associate a calendar event with a specific Salesforce record, you can do that using the Search and Select option visible here:

Where did your event log?

After creating the calendar event, you will see a pop up at the top of your page. If you click on the arrow, it will take you directly to the event in Salesforce.

Alternatively, if you click into the event directly on your calendar, once it opens up you will see that now instead of “Log this event in Salesforce” it says “This event is tracked in Salesforce” at the very top. If you click on “event” it will take you directly to the event in Salesforce.

Ensure internal/personal events don’t get synced

If you don’t want personal calendar events to sync to Salesforce, Groove can be configured to only sync events with guests that are Salesforce contacts/leads. This means that any event without leads/contacts from Salesforce associated with it will be ignored. This can be configured by a Groove admin via the custom setting Only Sync CRM Related Events.

How can I bring my Salesforce events into Gmail?

Groove’s calendar sync can function as a two-way sync, but this option isn’t turned on by default. If your team would like to sync events from Salesforce to Gmail in addition to syncing from Gmail to Salesforce, your admin will need to enable some additional settings for your org - they can read more about that here.

If I have multiple users invited to an event, how does this log to Salesforce?

When Groove syncs calendar events from Google to Salesforce, it tries to find related Leads, Contacts, and Users in Salesforce by looking at the invitee’s email address.

Events with multiple users invited will be reflected on all the invitees calendars. The parent event is what shows up on the organizers calendar and the child event is what shows up on all the invitees calendars.

Additional fields visible on calendar invite

Groove can display Salesforce fields in the details page of Google calendar. That way users can add and update additional information to a calendar event.

Did this answer your question?