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Salesforce Calendar Sync

Calendar Sync automatically logs your meetings to the right Contact, Lead, Account, or Opportunity in Salesforce. Events sync from Google Calendar or Outlook — and with a Salesforce package installed, you can also sync events from Salesforce back into your calendar.

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Calendar Sync is available on the Enterprise plan only.

Enable Calendar Sync​

Go to Salesforce Preferences in your Yesware account and toggle on Enable Yesware Calendar Sync. Make sure you have the latest version of the Yesware extension installed with all permissions enabled. You can return to this page at any time to disable it.

Sync a Gmail event​

  1. Open Google Calendar and create a new event.
  2. Toggle on Sync Calendar Event to Salesforce.
  3. Add guests using the Add Guests From Salesforce box, or through the native Google Calendar guest field.
  4. Use the Contact/Lead and Account/Opportunity dropdowns to confirm which Salesforce records the event should sync to. By default, Yesware selects the first guest added.
  5. Click Save.

You can sync events up to 30 days in the past and any future events. If Shared Activities is enabled in Salesforce, you can relate the meeting to more than one Contact.

To sync an inbound event, open the event, confirm Calendar Sync is toggled on, verify the associated records, and click Save. Any edits to already-synced events update in Salesforce automatically.

For a full walkthrough including two-way sync, see Calendar Sync in Gmail.

Sync an Outlook (O365) event​

  1. Open a new meeting in Outlook and click Invite Attendees.
  2. Add your attendees.
  3. Click the Yesware Y in the Outlook ribbon to open the Yesware Sidebar within the invite.
  4. With Salesforce Sync toggled on, a unique sync address is automatically added to the attendees list.
  5. Send the invite.

The meeting syncs as an open activity to the first recipient who has a matching Contact or Lead in Salesforce. Note that retroactive syncing and syncing of inbound invites are not supported in O365.

For full details, see Calendar Sync in Outlook.

Where synced events appear​

Events appear under Open Events on the associated Salesforce record until the meeting time passes, then move to Activity History. All Yesware-synced events include [event synced] in the Salesforce event's Description field — this tag only appears in Salesforce, not in your calendar.

If no matching record is found and none is manually selected, the event still syncs to Salesforce but without an associated Contact, Lead, Account, or Opportunity.

Common questions​

Can I sync recurring events?

Yes. For daily recurring events, Yesware syncs up to a year's worth of occurrences — Salesforce imposes this limit. Events set to repeat indefinitely in Google Calendar are synced up to that maximum.

What are Shared Activities?

Shared Activities is a Salesforce setting that lets you relate up to 50 Contacts (but only one Lead) to a single event. With it enabled, you can sync a calendar meeting to more than one Contact. Your Salesforce administrator must enable it first, then contact Yesware support to activate it for Calendar Sync on your account.

Can I sync events from Salesforce into my calendar?

Yes, but this requires a Salesforce package that your administrator must install — it's not included by default. Contact Yesware support to request the package.