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How Private Events Sync with Einstein Activity Capture
When a Salesforce admin selects the Sync private events setting in Einstein Activity Capture configurations, events that reps mark as private can sync between Salesforce and your Microsoft or Google calendar. When a private event syncs, it’s marked as private in both calendar applications. However, some situations aren’t supported for private events, such as attendee sync and automatically relating contacts or leads.
Required Editions
| Available in: Lightning Experience |
| Available with Einstein Activity Capture Standard in Sales in Starter, Pro Suite, Professional, and Enterprise Editions |
| Available with Unlimited Edition, Einstein 1 Sales Edition, and Agentforce 1 Edition |
| Available with Einstein for Sales, which is included in Einstein 1 Sales Edition and available for an extra cost in Enterprise and Unlimited Editions |
| Available with Sales Engagement, which is included with Sales in Performance and Unlimited Editions, and available for an extra cost in Professional and Enterprise Editions |
| Available with Revenue Intelligence, which is available for an extra cost in Enterprise and Unlimited Editions |
When Do Private Events Sync?
After you turn on the setting, a rep’s private events sync according to the rep’s sync direction.
- If the private event is new, the event syncs after a rep creates the event.
- If a rep created the private event before you turned on the setting, the event syncs after a rep updates the event.
Only an admin can see whether private events are set up to sync for reps or which sync direction is set. It’s important that you explain the sync setup to reps so that they can prepare their calendars accordingly—and keep Great Aunt Alberta’s 95th birthday party out of Salesforce.
If you turn off the Sync private events setting, private events are no longer queued for sync. A version of each private event that was previously synced remains in both Salesforce and reps’ external calendars until reps delete one or both. If reps notice that a few private events sync one last time, those changes were likely queued for sync before you turned off the setting.
Who Sees Reps’ Private Events When They Sync?
The amount of event information that rep’s colleagues see depends on which application events are viewed from.
- In Salesforce, a private event’s start and end times are visible to colleagues, but event details are hidden. All private event details are visible to Salesforce admins who can view, edit, and report on events. Reps can choose to share more private event details with their colleagues by changing their calendar sharing in their Personal Settings.
- In external calendars, the calendar application determines how private event details are shared with colleagues and supervisors. Refer to the documentation for your calendar application.
How Does Einstein Activity Capture Handle Attendees and Related Records on Private Events?
Salesforce doesn’t support adding attendees (Lightning Experience and Salesforce app), invitees (Salesforce Classic), or related records to private events. Therefore, attendees added to private events from Microsoft or Google calendars don’t sync to Salesforce. Likewise, Salesforce users who are invited to private events from Microsoft or Google calendars can’t see the event on their Salesforce calendars. And records can’t be automatically related to events marked as private, even if the Relate synced events to Salesforce records setting is selected in a rep’s sync configuration.
Here’s how private events sync is managed when reps set or change the private setting on events.
| Rep’s action | From this application | Sync outcome | Sync back outcome (occurs for reps set to sync both ways) |
|---|---|---|---|
| Rep creates a private event. | Exchange or Google Calendar | The event syncs to Salesforce as private. If the event includes attendees, the attendee field doesn’t sync to Salesforce. The event doesn’t sync to Salesforce for any of the meeting attendees who are Salesforce users. |
If the event is updated in Salesforce, when it syncs back to Exchange or Google, attendees remain on the Exchange or Google version of the event. |
| Salesforce | The event syncs to Exchange or Google as private. | No unexpected outcome. | |
| Rep converts a syncing, private event to public. | Exchange or Google Calendar | When the event syncs to Salesforce, the event is marked as public. If the event includes attendees, the attendee field syncs to Salesforce. The event syncs to Salesforce for any of the meeting attendees who are Salesforce users. |
No unexpected outcome. |
| Salesforce | When the event syncs to Exchange, Einstein Activity Capture doesn’t convert the event to public. The event is updated in Salesforce and remains private in Exchange. When the event syncs to Google, the event is marked as public. If the rep adds attendees after converting the event to public, the attendees field syncs to Google. |
No unexpected outcome. | |
| Rep converts a syncing, public event to private. | Exchange or Google Calendar |
|
If the event remains public in Salesforce and the Exchange or Google version of the event is private, Einstein Activity Capture immediately syncs the event back as private. |
| Salesforce | When the event syncs to Exchange, Einstein Activity Capture doesn’t convert the event to private. The event is updated in Salesforce and remains public in Exchange. When the event syncs to Google:
|
If any future updates are made to the attendees field from Google, the changes don’t sync to Salesforce as long as the event remains private. | |
| Rep converts one occurrence of a syncing, public event series to private. | Salesforce | Microsoft doesn’t allow one occurrence of a series to have a different privacy setting than the rest of the series. When Einstein Activity Capture queues the event for sync, it reverts the occurrence back to public in Salesforce because the change can’t sync to the Microsoft calendar. If reps removed any attendees or related records before saving the record in Salesforce, those items are restored. |
No unexpected outcome. |
| Rep converts one occurrence of a syncing, private event series to public. | Salesforce | Microsoft doesn’t allow one occurrence of a series to have a different privacy setting than the rest of the series. When Einstein Activity Capture queues the event for sync, it reverts the occurrence back to private in Salesforce because the change can’t sync to the Microsoft calendar. | No unexpected outcome. |
Reps can convert one occurrence of a syncing event series if the event series was created in an Exchange Calendar, Lightning Experience, or the Salesforce app. Event series sync isn’t supported for Google Calendar or Salesforce Classic.
