Skip to main content

How do I use Yesware Calendar Sync in Gmail?

Yesware's Calendar Sync feature eliminates manual data entry by syncing your Google Calendar events directly to Salesforce. It improves collaboration, simplifies meeting tracking, and helps keep your CRM up to date, without leaving your inbox.

note

Calendar Sync is only available on the Enterprise plan.

What is Calendar Sync?​

Calendar Sync automatically logs meetings to the appropriate Contact, Lead, Account, or Opportunity in Salesforce. By default, Yesware associates the event with the first guest’s email address in your invite, but you can manually change the associated records.

Events appear in the Open Activities section of the related Salesforce record until the meeting date/time passes, after which they move to Activity History. If no match is found, and no record is manually selected, the event is logged without an associated Contact or Account.

You can sync events up to 30 days in the past and any future events.

How to enable Calendar Sync​

  1. Visit your Salesforce configuration page in your Yesware account.
  2. Toggle Enable Yesware Calendar Sync.
  3. Make sure you’re using the latest version of the Yesware Gmail extension with all permissions enabled.

You can return to this page at any time to disable the feature.

How to sync a Google Calendar event to Salesforce​

  1. Open Google Calendar and create a new event.
  2. Toggle on Sync Calendar Event to Salesforce.
  3. Add guests: use the Add Guests From Salesforce box, or add guests manually via Google Calendar's native Add guests field.
  4. Use the Contact/Lead and Account/Opportunity dropdowns to confirm or modify which Salesforce records the event is related to. By default, Yesware will select the first Contact/Lead added to the guest list. You can also choose to relate the event without adding them as a guest.
  5. Click Save in the top-right corner to complete.

If Shared Activities is enabled in Salesforce, you can relate the meeting to multiple Contacts.

Editing or syncing existing events​

To edit an event before it syncs:

  1. Open the calendar event.
  2. Make your changes.
  3. Click Save (you do not need to click Send).

To sync an inbound event:

  1. Open the event.
  2. Make sure Calendar Sync is toggled on.
  3. Confirm or update the associated records.
  4. Click Save.

Any edits made to already synced events will automatically update in Salesforce.

Two-way sync (Salesforce to Google Calendar)​

To sync calendar events from Salesforce to Google Calendar, your Salesforce administrator must install a Salesforce package. This functionality is not included by default.

To request the package:

  1. Click Submit a request at the top-right corner of this Help Center page.

A Yesware Support representative will provide the installation details.