Meeting Booked 🎉

This workflow makes sure that when someone schedules a meeting, your CRM (e.g. Salesforce) gets updated. You can choose to trigger this on specific event types (like onboarding calls, demo calls, etc.) or on all meetings.

Before You Start

• Make sure you have access to the Default Workflows tab (Must be a Default Admin)

• Confirm you have Salesforce connected with permissions to query Contacts and Accounts.

• Have a test meeting on your calendar that you can cancel to validate the workflow.

Step 1: Create Your Workflow + Trigger

1. Go to the Workflows tab and click Create New Workflow

2. Under Trigger, select Meeting Booked

3. Choose whether you want the trigger to be when:

   • Specific event types are booked (e.g. “Demo”, “Onboarding”), or

   • All event types (any meeting that gets booked), or

   • Events booked via links

Step 2: Match the Account in Salesforce

• Click the + sign to add a Match Salesforce Record step

• Choose Account as the object

• Set the filter: Website URL = Domain from Email Address

• On Not Matched Side: Slack Message to Default Admin to check filtering

Step 3: Match the Lead in Salesforce

• Click the + sign to add a Match Salesforce Record step

• Choose Lead as the object

• Set the filter: Lead Email = Email Address

Step 4: Convert the Lead into a Contact + Add a Time Delay

• Click the + sign to add a Convert Salesforce Record step

• Lead to Convert= Previous Lead Record

• Account to Merge Into= Previous Account Record

• Click the + sign to add a Time Delay step for 1-3 minutes

Step 5: Match the Contact in Salesforce

• Click the + sign to add a Match Salesforce Record step

• Choose Contact as the object

• Set the filter: Contact Email = Lead Attribute Email

• On the TRUE Side: add an If/Else to check whether the Contact is connected to an Active Account

  • Slack Notification to the Account Owner

• On the FALSE Side: Connect to Slack Message in Step #2

Step 6: Match the Opportunity in Salesforce

• Click the + sign to add a Match Salesforce Record step

• Choose Opportunity as the object

• Set the filter: Opp Account ID = Account ID from (Previous Account Match Step)

• On the Match Side: add an If/Else to check whether the Stage for the Opp is Open

  • Slack Notification to the Opp Owner

• On the FALSE Side: Connect to an AI Prompt (+ sign to add AI Prompt)

  • AI Prompt Messaging:

    Add "30 days" to todays date. The format should include only the following: MM/DD/YYYY.

    Workflow Execution date:

    {{ Workflow execution date }}

    Example:

    09/18/2025

  • Click the + sign to add a Create Opportunity step & map in fields to create Opp using Output of AI prompt as Close Date

  • Click the + sign to add a Create an Opportunity Contact Role

  • Send Slack Message to general channel about new Opp

Step 7: Create an Event Record in Salesforce

• Click the + sign to add a Create Salesforce Record step

• Choose Event as the object

• Recommended Fields:

  • Name ID= Contact ID from Previous Contact Record

  • Related to ID= Opportunity ID from Previous Opp Record

  • Start Date Time= Meeting start date/time from Default Meeting Data

  • Duration= Meeting duration from Default Meeting Data

  • Assigned to ID= Owner ID from Previous Opp Record

  • Associated Accounts= Account ID from Previous Account Record