About Zapier Community
New to our Community? Get to know more about our space and how to make the most of your time here.

Code of Conduct Community FAQ's Zapier Common Questions What to Expect

Get Started With Zapier
New to Zapier? We have got you covered with our Zapier 101 Resources.

Zapier Essentials

Get Support
Have a question? Let's get you an answer!

How Do I...? Troubleshooting Code & Webhooks Developer Zone

Other Help Resources
Wait, there's more! Check out these Community sourced spaces for additional resources.

Zapier Help Center Hire an Expert

Zapier Products
Learn more about Zapier's new products.

Zapier Tables Zapier Interfaces

Zapier Reading
All of our best learning resources can be found here.

Featured Articles Show & Tell AI Hub Zapier Tools Hub

Learning Groups
Excited to meet other builders? Check out our interest areas full of doers, dreamers, and in-betweeners.

User Groups

Other Learning Resources
Some of our favorite additional ways to upskill your Zapier knowledge.

Zapier Learn Zapier Blog Zapier Webinars

Product Updates
Check out what is new and upcoming with Zapier with our regular product updates.

Product Updates

Early Access Program
Want to join Early Access? Learn more here.

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

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

icon

Best answer by christina.d 22 June 2022, 00:06

View original
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
Userlevel 7
Badge +14

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 | Premier Certified Zapier Expert | #1 Zapier Community Contributor
T

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
Userlevel 7
Badge +14

@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 | Premier Certified Zapier Expert | #1 Zapier Community Contributor
T

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
Userlevel 7
Badge +14

@TFDWork 

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

⚡ Troy Tessalone - AutomationAce.com | Premier Certified Zapier Expert | #1 Zapier Community Contributor
christina.d
Userlevel 7
Badge +9

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

@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
Userlevel 7
Badge +9

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! 

Terms & Conditions