If you’re tired of bouncing between Salesforce and your calendar, you’re not alone. Sales reps, customer success folks, and anyone who lives in meetings know the pain: events get missed, notes slip through the cracks, and you’re always wondering if your CRM is actually up to date. This guide is for anyone who wants Salesforce and their calendar to just talk to each other—without turning it into a side project.
Here’s how to get your Salesforce data syncing with your Outlook or Google Calendar using Revenuegrid. We’ll walk through setup, pitfalls, and how to avoid ending up with a calendar full of junk.
Why Bother Syncing Salesforce with Your Calendar?
Let’s be real: manually updating Salesforce is a slog, and context-switching between tools wastes time. A proper sync means:
- Meetings show up where you expect them.
- Customer conversations don’t get lost.
- You don’t spend Friday afternoons cleaning up your CRM.
But, automated syncing isn’t magic. If you set it up wrong, you’ll get duplicates, privacy headaches, or worse—trust issues with your data. So, let’s keep it simple and set this up the right way.
Step 1: Get Your Basics in Order
Before diving in, you need:
- A Salesforce account (with the right permissions—usually Standard or above)
- Access to your work calendar (Google Workspace or Microsoft 365/Outlook)
- An active Revenuegrid subscription (or at least a trial)
Pro tip: If you’re not an admin, check with IT or your Salesforce admin before starting. Some settings might be locked down.
Step 2: Install Revenuegrid
Revenuegrid offers a few ways to connect, but most users go with their web app and browser extension.
Here’s how to get started:
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Sign up at Revenuegrid
Go to their site and set up your account using your work email. If your company has an existing account, you might get an invite instead. -
Connect Salesforce and Your Calendar
- After logging in, you’ll see prompts to connect Salesforce. Authorize it with your Salesforce credentials.
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Next, link your calendar account. Pick Google or Outlook, and grant the requested permissions.
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Install the Browser Extension (Optional but Useful)
- If you live in Gmail or Outlook web, install the Revenuegrid browser extension. This lets you sync emails and meetings on the fly.
What works:
Setup is straightforward if your permissions are in order. The UI doesn’t try to hide anything in “advanced settings,” which is refreshing.
What can trip you up:
If your organization has strict IT policies, OAuth permissions might get blocked. If you hit a wall, loop in your admin early.
Step 3: Set Up Your Sync Rules
Here’s where it gets interesting. Revenuegrid lets you control what data syncs and how.
Key options to consider:
- Direction:
- One-way (Salesforce → Calendar, or Calendar → Salesforce)
- Two-way (keeps both in sync)
- Objects:
- Meetings/events, contacts, tasks, emails
- Filters:
- Limit sync to events with Salesforce contacts
- Only sync meetings with certain keywords or tags
Why it matters:
Too many folks just turn on two-way sync for everything, then end up with personal appointments in Salesforce or private notes in shared calendars. Don’t do that.
Recommended setup for most sales teams:
- Two-way sync for meetings
- Only sync events associated with Salesforce contacts or leads
- Skip syncing personal calendars
How to set it up:
1. In Revenuegrid, go to “Sync Settings.”
2. Choose your sync direction.
3. Pick which calendar(s) to sync.
4. Set filters—e.g., “Only sync events marked as ‘Customer Meeting’.”
5. Save and run a test sync.
Pro tip:
Start with a small subset (your own account, or a test user) before rolling out company-wide. It’s easier to fix mistakes with a small data set.
Step 4: Map Salesforce Fields to Calendar Events
Not all Salesforce data fits neatly into a calendar event. You’ll want to decide what shows up where.
Typical mappings:
- Event subject → Calendar event title
- Attendees → Calendar invitees
- Description/notes → Event body
Revenuegrid lets you customize this, so you can pull in deal stage, account name, or whatever matters most.
What works:
Field mapping is flexible and doesn’t require being a Salesforce admin wizard.
What to ignore:
Don’t try to sync every custom field. Focus on what you actually use in meetings—keep it lean.
Step 5: Test the Sync (Don’t Skip This!)
This is where most headaches start or end.
Checklist:
- Create a test event in your calendar. Does it show up in Salesforce?
- Create a meeting in Salesforce. Does it land in your calendar?
- Check for duplicates. If you see two of everything, revisit your sync rules.
- Check for weird edge cases—recurring meetings, events with multiple invitees, private events.
What works:
Revenuegrid’s logs are pretty clear. If something doesn’t sync, you’ll usually get a reason.
What doesn’t:
If you skip testing, you’ll discover issues the hard way—like your boss seeing your dentist appointment in Salesforce.
Step 6: Tweak Notifications and Conflict Handling
Syncing isn’t just about moving data—it’s about not annoying everyone with alerts or breaking existing workflows.
Things to set:
- Conflict resolution: Decide whether calendar or Salesforce “wins” if there’s a mismatch.
- Notifications: Choose if/when you get alerted about sync errors or conflicts.
- Visibility: Set which events are public or private on sync (especially if you handle sensitive deals).
Pro tip:
Default to private unless you’re sure everyone wants full visibility. Oversharing isn’t just awkward—it can be a legal headache.
Step 7: Roll Out to the Team (Optional, but Important)
Once everything works on your account, you can roll it out wider.
Tips:
- Document your sync settings so others can copy them.
- Hold a quick training or Q&A. Everyone will have the same questions you did.
- Remind folks: Not every event needs to sync. Less is more.
What works:
Incremental rollout. Fix issues with a pilot group before flipping the switch company-wide.
What doesn’t:
Don’t force everyone onto the same settings. Roles and workflows differ.
Honest Takes: What to Watch Out For
- Duplicates: Most sync tools trip up here. If you see double events, check for multiple sync connections or calendar overlays.
- Privacy: Make sure personal events don’t end up in Salesforce. Use filters.
- Admin controls: Some settings might be locked down if your org is big. Don’t fight IT—work with them.
- Overkill: You don’t need everything syncing both ways. Choose what’s useful and skip the rest.
Keeping It Simple
Syncing Salesforce with your calendar using Revenuegrid can save you real time—if you set it up thoughtfully. Stick to core meetings and contacts, test with a small group, and don’t be afraid to tweak or turn off what isn’t working. The best setup is the one you barely notice because it just works.
Try it out, keep it straightforward, and remember: more automation isn’t always better. Iterate as you go, and you’ll save yourself (and your team) a ton of headaches.