Integrate Salesforce with YouCanBookMe

Automatically add to or update your Salesforce instance, whenever a booking is created or updated in YouCanBookMe.

This feature is available on our Team plan. You must be an Administrator on your organization's Salesforce account to complete this integration.

Updating Salesforce with new and updated booking information

When you have integrated YouCanBookMe with your Salesforce account, any bookings made on your account will automatically be added to Salesforce as meetings. This will include all booking-related fields, like the location, the booking reference, the link to the booking in YCBM (the YCBM - External link), and the price, promo codes, and appointment types if used.

YCBM will check to see if the person is already a Contact. If they are, we will add a new meeting to the activity stream for that person. If they are not, YCBM will create a new Contact and will assign the Contact to the person they booked with.

The Owner will be the person they have scheduled with, as long as that team member is also a team member in Salesforce. If the person they have booked with isn’t a team member in Salesforce, the Contact will be the Salesforce account owner.

If an existing booking is canceled, rescheduled, marked as a no-show, or has a note added to it, YCBM will automatically update the Salesforce meeting to reflect the new information.

If you are using the Meeting Requests feature, the meeting is not added to Salesforce until you accept the booking. If the booking is rejected, it will not sync with Salesforce.

How to integrate Salesforce with your YCBM account

Please note, you must be an Administrator on your organization's Salesforce account to complete this integration.

Head to the integration page of your YouCanBookMe account and scroll down to find Salesforce.

Click connect.

If you are already logged in to your Salesforce account, the integration will happen automatically. If you're not logged in, you will be asked for your credentials to log in.

That's all you need to do. When you have completed that step, you will see a check mark on the integration page next to Salesforce:

And you'll also see the Salesforce triggers in your notifications workflow, to indicate the points at which your Salesforce instance will be updated with details of the booking.

Viewing and managing your bookings in Salesforce

In the Meeting event, you'll see two helpful links in the Description.

Manage Booking: this link will take you back to the YCBM details page for that meeting. You can also use the URL in the YCBM - External link field.

Join the Meeting: this link will take you straight to the Zoom, Google Meet or Teams meeting link at the time the meeting is due to start.

The Description also contains all the information that was gathered in the booking form at the time of the booking, so you can see all the details you need, whether you're in Salesforce or YCBM when preparing for the meeting.

The event will update automatically whenever the event is changed: cancelled, rescheduled, or had a note added to it.

Note: every meeting has a "Created By" and "Updated By" field. These will be assigned to the Salesforce account owner. You can create a new "YCBM integration user" to be in charge of the integration, and that user will be named in these fields, and for any meetings that do not have an assigned Owner.

For further questions, contact our team at support@youcanbook.me.

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