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Event Attendee Sync
If you sync events with Lightning Sync, invited contacts, leads, and other Salesforce users sync to Microsoft® Exchange or Google calendars. Events sync for the organizer and attendees according to the sync direction that Salesforce admins have set for the organizer.
Required Editions
| Available to sync records from: Salesforce Classic, Lightning Experience, and the Salesforce mobile app |
| Available to set up from: Salesforce Classic and Lightning Experience |
| Available in: Professional, Enterprise, Performance, Unlimited, and Developer Editions with Sales Cloud, Service Cloud, and Lightning Platform |
When Do Attendees Sync?
Event attendee details automatically sync when:
- The event organizer is a Salesforce user in your org who’s been set up to sync events with Lightning Sync.
- The event attendee is a Salesforce user, contact, or lead.
For example, when syncing organizers create events in Salesforce, organizers can invite attendees who are Salesforce users, contacts, or leads only, and the attendee field syncs. External attendees must be invited to events from organizers’ external Microsoft or Google calendars. In these cases, the attendee field doesn’t sync to Salesforce.
When syncing organizers create events from their external calendars, organizers can invite any attendee. If the attendee’s email address must match the email address of a Salesforce user, contact, or lead, the event syncs to Salesforce. If the attendee matches multiple email addresses in Salesforce, Lightning Sync gives matching preference first to users, then to contacts, and last to leads. For example, if an attendee’s email address matches both a contact and a lead, the matching contact syncs as the attendee. If the attendee’s email address doesn’t match a Salesforce user, contact, or lead, the attendee field doesn’t sync to Salesforce.
Lightning Sync syncs up to 50 attendees per event.
How Do Syncing Organizers and Attendees Experience Syncing Events?
In Salesforce, syncing organizers and attendees experience the same events differently.
- A syncing organizer can see and edit any event field. Any changes an organizer makes to the event are visible to attendees.
- An attendee can see event details but can edit only the event reminder or mark the event as private. If an attendee deletes the event from Salesforce calendar, the event is removed from the attendee’s Salesforce calendar only. The attendee’s name is saved on the event in both the Created By and Last Updated By fields.
Events sync for both the organizer and attendees according to the sync direction admins have set for the organizer. For this reason, it’s best when admins set up event sync for whole teams, rather than individuals. Otherwise, when a nonsyncing organizer invites a syncing attendee, the attendee experiences some unexpected sync behavior. Sometimes, events don’t sync at all. To learn more, review the attendees section in Considerations for Syncing Events.
How Are Event Invitations Sent to Attendees?
Event invitations and cancellations for syncing events are emailed to attendees from Exchange or Google, not from Salesforce.
Attendee responses to event invitations never sync from Salesforce to Exchange or Google. In Lightning Experience and the Salesforce mobile app, it isn’t possible for attendees to respond to event invitations. To avoid overwriting attendance statuses in Salesforce Classic, users can learn where to respond to event invitations based on their set sync directions.
