Sync Outreach Meetings to the CRM – Outreach Support

Objective

Learn to sync meetings to your CRM as an Outreach Admin. Meetings booked through Outreach Meetings that are associated to an Outreach prospect will sync to the corresponding CRM Lead/Contact as an event/appointment record.

Applies To

Outreach Admins
Outreach Meetings
CRM syncing

Before You Begin

To sync meetings to the CRM, the CRM integration needs to be set up correctly. You must be an Outreach Admin to make any adjustments to the integration.
Orgs on Lightning Sync for Google may encounter duplicate meetings being synced to SFDC. Refer to the Get Ready to Sync Events with Lighting Sync for Google article.
Orgs operating Salesforce Einstein may encounter duplicate emails being synced to SFDC. The two features, Outreach Mail and Salesforce Einstein conflict and perform the same tasks similarly causing duplicates. Users are encouraged to use either Outreach Mail or Salesforce Einstein to remedy this experience. For information regarding Salesforce Einstein, refer to the manufacturer's website.
When connecting a user's calendar to Outreach the platform will sync all meetings for the past year and for those with known prospects in Outreach, an Event record will be created in the CRM.
While the event timing can be synced, currently, the meeting duration itself as a time value is not able to be directly synced to the CRM.

Procedure

In the Outreach platform, click Administration.
Click Integrations > CRM.
In the Set object mapping table, click the line with Event or Appointments object.
Under Set object syncing, on the CRM side of the sync, click the boxes for both Create and Update.
Scroll down to the Set sync frequency section and under Pushing, check the box next to Automatically push changes to [your CRM].
Double check that all fields that are mapped are set to update and sync into the CRM (not the other way around).
Note: Field settings come out-of-box and can be adjusted as applicable.
Scroll down to Set sync conditions.
Under the section Create a event in [your CRM] whenever a calendar event is created in Outreach, add the following conditions:
- If Prospect | is not empty
  This ensures meetings are not pushed to the CRM if they are not associated with a Lead/Contact.
- And Canceled | is | False
  This condition prevents meetings that were previously removed from the calendar from syncing and use less API calls when users connect their calendar to outreach for the first time (which retroactively syncs in meetings from the last 12 months).
- And Is organizer? | is | True
  This prevents duplicate records from syncing to the CRM because it will only sync the record for the user that is the organizer of the meeting.
Click Save to complete setup.

Frequently Asked Questions

What happens if a prospect cancels or reschedules a meeting?

If a prospect uses your reschedule link to find a new time to meet, the change will sync back to Outreach and subsequently update the event in the CRM. If the meeting gets removed from the calendar, Outreach can push an update to the existing event record in the CRM showcasing that "Canceled" is True via the Boolean Canceled field. You will need to create a custom Boolean field in the CRM to map it to.

Will Meetings that have already been synced to the CRM sync again and create duplicates?

Before a meeting is synced to the CRM, Outreach looks for an event where the owner (assignee), subject, start & end time match. If they match, Outreach considers this event a duplicate and will not sync to the CRM. The is organizer is true condition must be set to avoid duplicates when multiple reps are included on a meeting.

Can Meeting Attribution be synced to the CRM?

Yes! To sync Meeting Attribution information to your CRM, you can map the name of the related sequence in the CRM integration, allowing you to report on Sequences that led to booked meetings. Simply map the field "Attributed Sequence Name" from Outreach to a custom text field in the CRM on the Event Object/Appointments Entity. When a prospect is in a sequence at the time the meeting is booked or in the last 30 days, we can attribute the Sequence name to that meeting record.

What fields are available for syncing meetings?

Below are the fields and corresponding definitions for syncing meetings.

Field Name	Data Type / Character Limit	Definition
Id (Outreach internal)	Integer	Outreach-assigned ID
Booked Date	Date	Date/time when meeting was created on the users calendar.
Title	String / 1000	Title of the Meeting
Location	String / 1000	The location of the calendar event
Description	String	The meeting details from the calendar event
Start Time	Date	The time the Meeting is scheduled to start
End Time	Date	The time the Meeting is scheduled to end
Is No Show?	Boolean	If the Meeting was marked by an Outreach user as a no-show, the value will be true. If the Meeting was not marked as a no-show, the value will be false.
Is All Day?	Boolean	If the Meeting was marked as an all-day event, the value will be true. If the Meeting was not marked as an all-day event, the value will be false.
Meeting Type Name	String	Name of the associated Meeting Type as text
Attributed Sequence Name	String	Name of the associated Sequence if the prospect was in the sequence at the time the meeting booked or in the last 30 days of them finishing the sequence
Is Organizer?	Boolean	If it is true, it indicates that a particular Outreach user was the owner of the meeting
Source	String	The source indicates the method by a Meeting was booked - Here are the possible values with their definitions: App - The meeting was generated INSIDE of Outreach like when a prospect selects available times via the Public Calendar link or the availability inserted into an email sent with Outreach or email or booking on your calendar inside of Outreach Sync - The meeting was generated OUTSIDE of Outreach, and synced in via the calendar connection We typically recommend adding an Outbound Create condition temporarily of “Source Is Not Sync” so that the old calendar events won’t sync to your CRM and create API Call spikes. When you are onboarding new users, and a user connects their calendar to Outreach for the first time, all of the events from the last 12 months sync into Outreach and will push to the CRM if they have an existing prospect is listed as an attendee are pushed to the CRM which uses 1 API call a meeting event. (all events sync to the CRM including ones without Prospects if you do not have Prospect is not Empty as a condition on the Outbound Create to CRM conditions)
Booked By Prospect	Boolean	This value is True when the meeting is owned by the prospect and the prospect sends the Outreach user the meeting invite
Booked From Outreach	Boolean	If the Meeting was booked via the Outreach application, this will be true. If the Meeting was not booked via the Outreach application (e.g. 3rd party such as Gmail, Outlook, etc), this will be false
Has Prospect	Boolean	If the Meeting includes an existing Prospect, this will be true. If the Meeting does not include yet exist as a Prospect in Outreach, this will be false. It will also remain false if the only Meeting participant is the Meeting Owner (e.g. a personal time block)
Kaia Recording URL	String	If the Meeting was recorded via Kaia, this is a link to the Kaia recording
Kaia Recording Summary	String	Kaia Recording Summary
Account	Reference	Lookup Field to the Account Object that is associated with the meeting and prospect
Booker	Reference	Lookup Field to the User Object which references the Outreach user that booked the meeting which could be different from the User that owns the meeting
Meeting Type	Reference	Lookup Field to the Meeting Type object in Outreach
Opportunity	Reference	Lookup Field to the Opportunity Object of Opportunity that was associated with the meeting
Prospect	Reference	Lookup Field to the Lead or Contact Object that is the primary prospect on the meeting
User	Reference	Lookup Field to the User Object that references the Outreach user that owns the meeting

Additional Information

Get Ready to Sync Events with Lighting Sync for Google