After a team Owner, Admin, or Admin Assistant connects TimeRex to Salesforce under Team Settings, configure the Salesforce data sync settings in each Calendar that should send data to Salesforce.
You can enable or disable the integration and configure its details separately for each Calendar.
For an overview of Salesforce integration and instructions for connecting Salesforce under Team Settings, see Salesforce Integration (Team Settings).
Before using the integration, also review Notes on Salesforce Integration. If an error occurs, see What to Do When an Error Occurs in Salesforce Integration.
Regardless of how TimeRex works, whether data can be registered may vary depending on your Salesforce matching settings. For details, see Salesforce Help: Matching Rules.
Open Salesforce Integration Settings on the Calendar Create or Edit Screen
Open Advanced settings for the Calendar.
Under Service integration, select Add service integration.
Select Salesforce.
Note: If your Salesforce integration was configured when only new Lead creation was supported, the previous settings remain in place. Specifically, Lead is selected under Object to link, Don't log is selected under Log new activities, and Don't overwrite is selected under Data sync method. Your previous Set the information to retrieve settings are also retained under Mapping.
Object to Link
Under Object to link, select one of the following:
Lead
Contact
Lead and Contact
If you select Lead or Contact, configure the mapping manually.
If you select Lead and Contact, the mapping is fixed and cannot be edited. See “Details When Lead and Contact Is Selected” below for the data sent to Salesforce and the fixed mapping.
Log New Activities
This section appears when you select Lead or Contact under Object to link.
Under Log new activities, select Log or Don't log.
If you select Log, TimeRex searches Salesforce for a Lead or Contact whose email address matches the guest's email address when a booking is completed, canceled, or rescheduled, and logs a new activity on that record.
If multiple records have the same email address, the activity is linked to the oldest record by creation date. If no matching record exists, TimeRex creates a new record and logs the activity on it.
The activity fields are fixed. See “Details of New Activities Logged” below.
If you select Don't log, TimeRex does not log a new activity in any case.
Mapping
This section appears when you select Lead or Contact under Object to link.
Under Mapping, specify which TimeRex field is sent to each Salesforce field.
The Salesforce column lists all Salesforce fields. Fields required in Salesforce are marked as required and appear at the top of the list.
In the TimeRex column, enter a value directly or select a TimeRex field.
For a Salesforce Picklist field, you cannot enter a value or select a TimeRex field. Instead, the Salesforce picklist options appear in the TimeRex column.
You do not need to map every field other than fields required in Salesforce.
TimeRex Fields Available in the TimeRex Column
Guest Question Fields
The following fields appear for every Salesforce field type except Picklist:
Company name: The guest's company name
Name: The guest's name, with half-width and full-width spaces removed before synchronization
Last name ✨: AI splits the guest's Name and sends only the last name. The result may be inaccurate.
First name ✨: AI splits the guest's Name and sends only the first name. The result may be inaccurate.
Email address: Uppercase letters are converted to lowercase in Salesforce.
Comments
Other fields added under guest question settings
Company name and Comments can be removed or edited in guest question settings. Name and Email address can be edited. For details, see Guest Question Settings.
About AI-Powered Fields
AI-powered fields are marked with ✨.
OpenAI API is used to process and complete the input automatically.
AI results may be inaccurate. Review the result when necessary.
OpenAI API retains input and output data for up to 30 days, only to provide the service and detect misuse. The data is not used for AI training.
AI is used only when you select an AI-powered TimeRex field.
Booking Information Other Than Guest Questions
Only fields whose data type matches the Salesforce field type appear.
Calendar name: Text
Private calendar name: Text
Calendar URL: URL
Booking start date: Date. The date is based on Calendar timezone under Advanced settings.
Booking end date: Date. The date is based on Calendar timezone under Advanced settings.
Booking start time: Time. The time is based on Calendar timezone under Advanced settings.
Booking end time: Time. The time is based on Calendar timezone under Advanced settings.
Booking UUID: Text
URL parameter: Text. Only the value whose key matches the API Name of the mapped Salesforce field is synchronized. If no key matches, the value named url_parameter is synchronized instead.
Web meeting URL: URL
Cancel link: URL
Reschedule link: URL
Booking completed datetime: Date/Time. The datetime is based on the timezone configured in Salesforce.
Timezone: Text. The timezone selected by the guest on the scheduling page is synchronized.
Participant: Available only for the Salesforce Owner ID field.
When Participation type is All must be available, the Salesforce account of the first member in Participant settings becomes the owner.
When Participation type is One per group, the Salesforce account of the assigned member from Group 1 becomes the owner.
TimeRex searches for the member's Salesforce account using the email address registered in TimeRex.
If the member does not have a matching Salesforce account, the Salesforce account used to connect Salesforce under Team Settings becomes the owner.
Data Sync Method
This section appears when you select Lead or Contact under Object to link.
Under Data sync method, select Overwrite or Don't overwrite.
When a booking is completed, TimeRex searches Salesforce for a Lead or Contact whose email address matches the guest's email address.
If you select Overwrite, TimeRex updates the existing record. If no matching record exists, TimeRex creates a new record. If multiple records match, TimeRex overwrites the oldest record by creation date.
If you select Don't overwrite, TimeRex does not update an existing record and creates a new record only when no matching record exists.
After you finish all settings, select Connect.
Details When Lead and Contact Is Selected
No other settings appear when you select Lead and Contact. The mapping is fixed.
To configure the mapping manually, select either Lead or Contact under Object to link.
Select Connect to complete the settings.
Based on the activity logging priority described below, TimeRex performs one of the following actions in Salesforce:
Logs a new activity on an existing Contact
Logs a new activity on an existing Lead
Creates a new Lead and logs a new activity on it
TimeRex does not overwrite a Lead, create a Contact, or overwrite a Contact in this configuration.
If a field that TimeRex does not expect is required in Salesforce, the Calendar integration settings can still be completed, but synchronization fails with the status code REQUIRED_FIELD_MISSING.
In this case, remove the required setting from that field in Salesforce. Alternatively, select Lead or Contact under Object to link and configure the mapping manually.
Activity Logging Priority
If a Salesforce Contact matches the guest's email address, TimeRex logs a new activity on that record.
If no Contact matches but a Salesforce Lead matches the guest's email address, TimeRex logs a new activity on that record.
If no Contact or Lead matches the guest's email address, TimeRex creates a new Lead and logs a new activity on it.
If multiple Contacts or Leads match the guest's email address, the activity is linked to the oldest record by creation date.
Fixed Data Used to Create a New Lead
When a new Lead is created in the third case above, TimeRex sends the following values:
Status: New. Even if New is not a Salesforce picklist option, no error occurs and New is always registered.
Last Name: The guest's Name, with half-width and full-width spaces removed
Company: The guest's Company name
Email: The guest's Email address. Uppercase letters are converted to lowercase in Salesforce.
Details of New Activities Logged
TimeRex logs a new activity in Salesforce when either of the following conditions is met:
You select Lead or Contact under Object to link and select Log under Log new activities.
You select Lead and Contact under Object to link.
The activity contains the following fixed values:
Subject: Private calendar name. If no Private calendar name is set, Calendar name is used.
Assigned To: Participant
Location: Web meeting URL, or blank
Start Date: Booking start date
Start Time: Booking start time
End Date: Booking end date
End Time: Booking end time
All-Day Event: Blank
Type: Meeting. Even if Meeting is not a Salesforce picklist option, no error occurs and Meeting is always registered.
Description:
Booking date and time
Buffer before
Buffer after
Participants, separated by commas when there are multiple participants
Answers to each guest question
Web meeting URL
URL of the booking details page in TimeRex
Booking completed datetime
Reminder: Uses the Salesforce default value
Behavior When a Booking Is Canceled or Rescheduled
When a booking is canceled or rescheduled, only the Salesforce activity is updated. Salesforce Leads and Contacts are not updated.
When a booking is canceled, the Salesforce activity is deleted. When a booking is rescheduled, the activity's start date and other booking information are updated.
Even if you selected Lead or Contact under Object to link and selected Overwrite under Data sync method, the Salesforce Lead or Contact is not overwritten when the booking is canceled or rescheduled.
Therefore, if fields such as the booking start date or Web meeting URL are mapped to a Salesforce Lead or Contact, those fields are not updated when the booking is canceled or rescheduled.