6 Replies Latest reply on Jan 9, 2018 12:01 PM by Jenny La Van

    How to embed calendly into emails

    Jenny La Van

      Hi!

       

      My organization uses Calednly for Sales/Account Managers to schedule appointments. I'd like to integrate this into our marketing email templates, and I'm assuming I'd need to insert a token first since each sales/account person has their own unique calendly link.

       

      How does one create this token to make use of calendly in our templates? Would I have to create a custom field in SFDC that syncs to Marketo?

       

      Any additional details or tips and tricks on how to get this done would be greatly appreciative!

       

      Thanks,

      Jenny

        • Re: How to embed calendly into emails
          Sanford Whiteman

          Best fit for this is a snippet, segmented by Sales Owner (or whatever field/s dictate ownership). Doesn't need to be a token per se.

            • Re: How to embed calendly into emails
              Jenny La Van

              Hi Sanford,

               

              Thanks for your quick reply! Can you please provide me an example? Not sure how to use a snippet segmented by the appropriate user.

               

              Thanks!

              Jenny

                • Re: How to embed calendly into emails
                  Sanford Whiteman

                  Can you please provide me an example? Not sure how to use a snippet segmented by the appropriate user.

                  I imagine the question is less about the snippet part (it's very easy to see how to vary snippet content by segment, if you go into the snippet editor) than about setting up your segmentations.

                   

                  Segmentations (as you can read in the docs) are based on a set of Smart Lists, each one defining a segment. The criteria you can use in a segment Smart List are more restricted than those in a regular (reporting-type) SL, but are still quite extensive. Segment SLs are also considered mutually exclusive, even when they are technically not when viewed on their own, because a lead can only be located in one segment within each segmentation. Their segment is dictated by the order of defined segments: the first one they match is their segment.

                   

                  For example, if a lead has FavoriteFruit=apple, Segment 1's SL says FavoriteFruit=apple or FavoriteFruit=orange, and Segment 2's SL says FavoriteFruit=apple or FavoriteSeafood=lobster, the lead will be in Segment 1 only, even though they also match the criteria for Segment 2. Reverse the order and they'll end up in Segment 2 because that'll be the first match.

                   

                  So what you have to decide is what lead fields dictate whether someone sees Joe's Calendly link or Jill's Calendly link. This could be as simple as segmenting on the possible values of the Lead Owner Email Address field. Or it could be more complex depending on how your business works.

                   

                  If segmentations won't work for your case, In the recent threadBest practices for managing additional lead owners and lead owner data I described a Velocity (email script) token-based method of displaying complex owner information.

                  1 of 1 people found this helpful
                    • Re: How to embed calendly into emails
                      Jenny La Van

                      Just to make sure we are on the same page ( forgive me as I am terribly new at Marketo), but I have one email template that I want to use. I understand how to insert a token so that the 'From' is populated by the appropriate Account Manager, but I'd like to insert a token for Calendly. Similar so what this user was talking about here: How do I apply a token to an image? .

                       

                      I don't want want an image, just something along the the lines of "Schedule a meeting: https://calendly.com/xxxxx".

                       

                      So my question is, how do I create a new token to insert calendly.

                       

                      Thank you for your assistance on this and I apologize if I'm not making myself clear

                        • Re: How to embed calendly into emails
                          Sanford Whiteman

                          We're 100% on the same page. But I think you have the impression that you can do this in fewer clicks than are actually required in Marketo.

                           

                          You want to create a reusable, let's say, something that dynamically outputs the Calendly link for a lead's Account Manager. That something can be either a snippet or a Velocity ("email script") token. 

                           

                          A snippet doesn't require any code and is the more popular method, but it takes a perhaps surprising amount of (one-time) setup. 

                           

                          A Velocity token is comparatively simple -- in terms of individual steps -- and personally I'd use the token. But I'm a developer so I don't mind working with the rather obscure Velocity language. It's unlikely that this is more comfortable for you given that there is a code-free alternative.

                           

                          To set up the snippet, you'd:

                          • Set up a segmentation, let's call it "By Account Manager.".
                          • Add a segment for each AM, with each Smart List filtering on the value of the Account Manager field (let's call that field literally "Account Manager").
                          • Add a snippet.
                          • Segment the snippet by the "By Account Manager" segmentation. This creates multiple variants of the snippet.
                          • For each variant of the snippet, add an <a> linking to the Calendly URL for the corresponding AM.
                          • Add the snippet to your emails. Marketo takes care of outputting the correct snippet variant for each lead's Account Manager.

                           

                          To set up the token you'd use code like this in a Velocity token called {{my.calendlyLink}}:

                           

                          #set( $accountTeam = {
                            "jackie.petrossian@example.com" : {
                              "displayName" : "Jackie Petrossian",
                              "calendlyLink" : "https://calendly.com/jp125"
                            },
                            "baxt.christie@example.com" : {
                              "displayName" : "Baxter Christie, Jr.",
                              "calendlyLink" : "https://calendly.com/bc456"
                            },
                            "sother.marist@example.com" : {
                              "displayName" : "Sother B. Marist",
                              "calendlyLink" : "https://calendly.com/smar934"
                            }
                          } )  
                          ## default manager (if empty) is Sother Marist
                          #set( $tmp = $accountTeam.put("*", $accountTeam["sother.marist@example.com"]) )
                          ## look up manager
                          #set( $accountManager = $accountTeam["*"] )
                          #set( $accountManager = $accountTeam[$lead.AccountManager] )
                          ## now output manager info
                          <a href="${accountManager.calendlyLink}">Book an appointment with your Account Manager, ${accountManager.displayName}</a>
                          

                           

                          Then include the {{my.calendlyLink}} token in your email.

                           

                          As you can see, the Velocity version keeps all the variable data in once place, so it's easy to maintain over time. But, well, it's code. It's not in any way visual. In contrast, the Segmentation and Snippet UIs are entirely visual and presumably "easier" builders, but they make you click 'n' edit in way more places.

                            • Re: How to embed calendly into emails
                              Jenny La Van

                              Hi Sanford,

                               

                              Now that we are in the new year, I am circling back on this. Thank you for your help! I am slightly stuck and need further assistance, specifically with this step:

                               

                              • For each variant of the snippet, add an <a> linking to the Calendly URL for the corresponding AM.

                               

                              I created the segmentation and the snippet. Would it look something like this for each AM:

                              snippet.jpg

                               

                               

                              Thank you!

                              Jenny