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Best answer

How do I make it so that when someone makes an appointment through Calendly, Bullhorn checks to see if that person already exists?

  • June 10, 2022
  • 8 replies
  • 178 views
T

Hi! I am looking for some info for an solution. I need the following to be done:

If a person creates an appointment through Calendly

then search Bullhorn to see if this person already exist in Bullhorn

If YES (does exist in Bullhorn) then Update the profile

if NO (does not exist in Bullhorn) then create a new profile

Best answer by christina.d

Hiya! It like this was answered in your chats with support, which is perfect! I wanted to sum up some of their recommendations here:
 

1st Zap - For Creating New Profile

  1. Trigger - Invitee Created in Calendly
  2. Action - Find Candidate in Bullhorn CRM
  3. Action - Filter step ( Only Continue if no Candidate is found )
  4. Action - Create ClientContact in Bullhorn CRM 

 

2nd Zap - For Existing Profiles

  1. Trigger - Invitee Created in Calendly
  2. Action - Find Candidate in Bullhorn CRM
  3. Action - Filter step ( Only Continue if a Candidate is found )
  4. Action - Update ClientContact in Bullhorn CRM 

 

To learn more about the Filter step, please check this help doc: https://zapier.com/apps/filter/help#how-get-started-filters-zapier

 

Specifically on how to set up the “Invitee Created in Calendly” trigger step:

 

Instead of Custom, could you please look it up on the Fields to Lookup dropdown and select it there? After that, please test the Find Step.
 
3d34add33835aa8da5ad819bd1f1ff4f.png
(view larger)

 

Thanks to Troy, we also have an alternative approach. 🤗

 

Hi @TFDWork 

Good question.

Try these Zap steps...

  1. Trigger: Calendly - New Invitee Created
  2. Action: Bullhorn - Find Candidate
  3. Action: Paths
  4. Action: Path A - Filter
    1. ID from Step 2 does NOT exist
  5. Action: Path A - Bullhorn - Create Candiate
  6. Action: Path B - Filter
    1. ID from Step 2 does exist
  7. Action: Path B - Bullhorn - Update Candidate
    1. Map the ID from Step 2

 

 

I hope some of this helps! 

This post has been closed for comments. Please create a new post if you need help or have a question about this topic.

8 replies

Troy Tessalone
Zapier Orchestrator & Solution Partner
Forum|alt.badge.img+14
  • Troy TessaloneZapier Orchestrator & Solution Partner
  • Zapier Orchestrator & Solution Partner
  • June 10, 2022

Hi @TFDWork 

Good question.

Try these Zap steps...

  1. Trigger: Calendly - New Invitee Created
  2. Action: Bullhorn - Find Candidate
  3. Action: Paths
  4. Action: Path A - Filter
    1. ID from Step 2 does NOT exist
  5. Action: Path A - Bullhorn - Create Candiate
  6. Action: Path B - Filter
    1. ID from Step 2 does exist
  7. Action: Path B - Bullhorn - Update Candidate
    1. Map the ID from Step 2

 

⚡ Troy Tessalone - AutomationAce.com | Top Zapier Solution Partner | #1 Zapier Community Contributor
T
  • TFDWorkBeginner
  • Author
  • Beginner
  • June 10, 2022

Thank you! Could you maybe give me some info on how to set up the “find candidate” step? 
I would like to find these candidates by using their (in calendly given) email and/or phone number and/or name

If i set this in the “Field to lookup”, will Zapier automatically compare the data given by Calendly with the data in Bullhorn?  

Troy Tessalone
Zapier Orchestrator & Solution Partner
Forum|alt.badge.img+14
  • Troy TessaloneZapier Orchestrator & Solution Partner
  • Zapier Orchestrator & Solution Partner
  • June 10, 2022

@TFDWork 

Check out this help article for how to map dynamic variables (pills) between Zap steps: https://zapier.com/help/create/basics/set-up-your-zap-action#set-up-your-action

⚡ Troy Tessalone - AutomationAce.com | Top Zapier Solution Partner | #1 Zapier Community Contributor
T
  • TFDWorkBeginner
  • Author
  • Beginner
  • June 10, 2022

I should do this from Actions → Find candidate in Bullhorn. But there i kind of get lost in how to set this up! 

the info we ask when planning a meeting is: 

 

Name

Email 

Phone 

 

How can i let Zapier search for a candidate in Bullhorn based on one of those when a person plans a meeting. 

Hoping you can help me out! 

Troy Tessalone
Zapier Orchestrator & Solution Partner
Forum|alt.badge.img+14
  • Troy TessaloneZapier Orchestrator & Solution Partner
  • Zapier Orchestrator & Solution Partner
  • June 10, 2022

@TFDWork 

Might be worth reviewing the Zap Basics help articles: https://zapier.com/help/create/basics

⚡ Troy Tessalone - AutomationAce.com | Top Zapier Solution Partner | #1 Zapier Community Contributor
christina.d
Forum|alt.badge.img+9
  • christina.dZapier Staff
  • Zapier Staff
  • June 14, 2022

Hey there, @TFDWork! I wanted to swing by and see if you were able to get this sorted with Troy’s recommendations?

I can see you’re currently chatting with my friends in support. They responded to your last email with this request:
 

Upon checking, the trigger step of that Zap is not yet tested. Due to that, we won't be able to properly test the 'Find Candidate' step since no data can be mapped from the trigger.
 
Could you please test your trigger step? If the trigger step can't find any recent data on the test, please click on 'Skip Test'. That way, the trigger step will use sample data which we can use to complete the setup of your Zap.

 

Definitely keep us in the loop if you’re able to get this up and running! We’d love to know your results. 🤗

T
  • TFDWorkBeginner
  • Author
  • Beginner
  • June 15, 2022

@christina.d Yes, i do have contact with support! 

In response to the quote: 

 

The trigger: “invitee created in calendly” does work and is tested.

How can i map it the right way?

christina.d
Forum|alt.badge.img+9
  • christina.dZapier Staff
  • Zapier Staff
  • Answer
  • June 21, 2022

Hiya! It like this was answered in your chats with support, which is perfect! I wanted to sum up some of their recommendations here:
 

1st Zap - For Creating New Profile

  1. Trigger - Invitee Created in Calendly
  2. Action - Find Candidate in Bullhorn CRM
  3. Action - Filter step ( Only Continue if no Candidate is found )
  4. Action - Create ClientContact in Bullhorn CRM 

 

2nd Zap - For Existing Profiles

  1. Trigger - Invitee Created in Calendly
  2. Action - Find Candidate in Bullhorn CRM
  3. Action - Filter step ( Only Continue if a Candidate is found )
  4. Action - Update ClientContact in Bullhorn CRM 

 

To learn more about the Filter step, please check this help doc: https://zapier.com/apps/filter/help#how-get-started-filters-zapier

 

Specifically on how to set up the “Invitee Created in Calendly” trigger step:

 

Instead of Custom, could you please look it up on the Fields to Lookup dropdown and select it there? After that, please test the Find Step.
 
3d34add33835aa8da5ad819bd1f1ff4f.png
(view larger)

 

Thanks to Troy, we also have an alternative approach. 🤗

 

Hi @TFDWork 

Good question.

Try these Zap steps...

  1. Trigger: Calendly - New Invitee Created
  2. Action: Bullhorn - Find Candidate
  3. Action: Paths
  4. Action: Path A - Filter
    1. ID from Step 2 does NOT exist
  5. Action: Path A - Bullhorn - Create Candiate
  6. Action: Path B - Filter
    1. ID from Step 2 does exist
  7. Action: Path B - Bullhorn - Update Candidate
    1. Map the ID from Step 2

 

 

I hope some of this helps! 

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