Book With Me Record Mapping

Toms Updated by Toms

Record Mapping allows Booking Engine to automatically create or link Salesforce records when someone books a meeting through a Book With Me link. When a guest submits the booking form, the system searches for an existing record in Salesforce and either links to it or creates a new one.

How It Works

  1. A guest submits a Book With Me form with their name, email, and organization
  2. Booking Engine searches Salesforce for a matching record based on the match field you configure
  3. If a match is found, the booking links to that existing record (no changes are made to the record)
  4. If multiple matches are found, it selects the oldest record by created date
  5. If no match is found, a new record is created using the form values and any default values you set

Record Matching uses direct string matching only. There is no fuzzy matching or partial matching.

Setting Up Record Mapping Rules

Record Mapping Rules are configured in the Booking Settings tab.

Creating a Rule

  1. Navigate to Booking Settings
  2. Select Record Mapping Rules
  3. Click New Rule
  4. Choose the Salesforce object (Lead, Contact, or custom object)
  5. Map the form fields to Salesforce fields
  6. Select which field to use for matching
  7. Set default values for required fields
  8. Activate the rule
  9. Assign users to the rule

Field Mappings

The Book With Me form has four fields available for mapping:

Form Field

Required

Name

Yes

Email

Yes

Organization

Yes

Reason for Booking

No

For Lead and Contact objects, the Name field is automatically split: the first word goes to First Name, and everything after goes to Last Name. If only one word is entered, it goes to Last Name (since Last Name is the required field in Salesforce).

Default Values

Default values are only applied when creating new records. They are not applied when linking to existing records.

Required fields on your Salesforce object will automatically appear in the default values section and cannot be removed. If you select a required field as a mapping field, it will be removed from the default values list.

For date fields, values are calculated relative to the booking time. For example, setting a close date to "+2 weeks" means two weeks from when the booking is made.

Assigning Users to Rules

Record Mapping Rules are assigned at the user level, not the link level. This means all Book With Me links for a user will use the same mapping rule.

  • Each user can only have one mapping rule assigned
  • If you assign a user to a new rule, they are automatically removed from their previous rule
  • Users without a mapping rule can still use Book With Me, but no Salesforce records will be created

There is no default mapping rule. New users must be manually assigned to a rule as part of onboarding if you want record matching enabled for their links.

Error Handling

If an error occurs when creating a Salesforce record (for example, a validation rule failure), the booking will still proceed. The guest will receive their confirmation and calendar invite, but no Salesforce record will be saved.

How did we do?

Booking Type Settings

Guest Cancel & Reschedule Bookings

Contact