Summary
Each calendar event synced into Planhat is associated with one Company
In the vast majority of cases, it's obvious which Company is the relevant one, but occasionally the situation may be more complex, with multiple potential Companies
The "Company relevance score" is calculated by a built-in algorithm to work out how relevant different Companies are to an event
The "Primary" field (toggle switch) on the End User model is a way you can influence the Company relevance score
Who is this article for?
All Planhat users
Article contents
Introduction
Whether you are working in Customer Success, Professional Services or Sales, you will likely be having meetings (e.g. calls) with customers and/or prospects.
Calendar events from Google or Outlook can be automatically synced into Planhat, as tasks of type "event". (You can read more about this here.)
Each event will be linked to one Company in Planhat. In most cases, it will be obvious which is the relevant Company. For example, if you have a calendar event with your End Users ben@lenovo.com and kerry@lenovo.com, it makes sense for this event to be associated with your Company "Lenovo".
But sometimes, the situation may be slightly less straightforward. For instance, maybe you have a meeting with alessandro@sony.com, but in your Planhat tenant, alessandro@sony.com is an End User at both the Company "Sony Italy" and the Company "Sony UK" - so which Company should the event be linked to? Or perhaps you have a meeting with both tina@gearset.com and nijat@salesforce.com attending - where should the event go in Planhat in that case? The short answer is that Planhat analyzes a range of data to calculate the most relevant Company, as we describe in this article.
📌 Definitions
CRM data in Planhat is structured into "models", similar to the "objects" you may be familiar with from other tools. Some key models you should be aware of are:
"Company" represents businesses/organizations who are your customers or prospects
"End User" is the model for individuals at those Companies (who are typically users of your product)
"User" is a different model that represents users of Planhat, i.e. you and your co-workers. You may sometimes hear this called "team member"
Technical summary
Each synced-in event is always linked to one Company in Planhat (so not no Companies, and not multiple Companies). As part of the Google/Outlook calendar sync process, Planhat automatically assesses which is the relevant Company, and sets up that association.
Planhat uses a special built-in algorithm to calculate a Company relevance score - very similar to how synced-in emails are associated with Companies, which you can read about in our separate article here. Like with email assignments, you can use the system "Primary" field (flag) on the End User model to influence which Company is selected. In contrast to email assignments, there is no concept of "unassigned" calendar events, and also there isn't a "matching mode" for you to configure for events.
🔑 Key details
When a calendar event from Google or Outlook is picked up by Planhat, we look at the email addresses of the participants and compare them with the End Users in your Planhat tenant, and we look at the Companies those End Users belong to. The calendar event is then linked to the most relevant Company.
The main principles are as follows - watch out for the differences between calendar event matching and what you may be used to in email matching.
"Always assign": when an event has a participant who's an End User in your Planhat tenant, the event always syncs to the best-scoring Company. An event is never unassigned or not synced because of a low Company relevance score
"Tie break": if two Companies score exactly the same, the most recently created Company "wins" (i.e. has the event linked to it)
"No match = no sync": an event with no matched End Users does not sync into Planhat
"New events only": the Company is set when the event first syncs. Re-syncing an existing event does not re-evaluate or move its Company
Company relevance score
Let's take a closer look at the Company relevance score.
As a reminder, when a calendar event (meeting/task) is synced into Planhat, we calculate a score for each Company it could potentially be linked to, to evaluate the Company's relevance.
The actual calculation is the same as that applied to emails synced into Planhat; we list the details below. However, a key difference is that events are always attached to a Company - unlike emails, events can't be "unassigned". If two Companies score exactly the same, the most recently created Company has the event attached.
The calculation is built into Planhat, but one of the factors it considers is the "Primary" field on the End User model (discussed later in this article), which you can activate/deactivate on End User records, thus influencing the score each Company gets.
Technical details
This is the same as Company matching for synced emails.
Below we describe the calculation logic applied to each calendar event, showing the points awarded to determine the relevance score for each Company (remembering the model definitions in the Introduction):
If an End User is related to the Company via the email address in the "Email" system field (see screenshot below): +10
If an End User is related to the Company via an email address in the "Secondary Emails" system field (see screenshot below): +5
If a User is the Owner of the Company (see screenshot below): +10
If a User is the Co-Owner of the Company (see screenshot below): +5
If the event involves multiple End Users, if an End User uniquely links to a single Company (rather than linking to multiple Companies): +20 for each End User where the statement is true
If an End User has its "Primary" field is set to true (i.e. the toggle switch is set to true; see screenshot below): +10
If a User is the Owner of one potential Company (not any of the other possible Companies): +10 (for each User where the statement is true)
Archived End Users (see screenshot below) are not included the calculation
Primary field
As we've mentioned, a way you can influence the Company relevance score is by flagging End Users as "Primary".
What is the Primary field?
The Primary field, which you may also hear referred to as the "Primary flag", is a system (i.e. default/standard) field on the End User model. It's a toggle switch (Boolean field).
You can potentially see and interact with it in various places in Planhat, e.g. as a column when viewing End Users in the Data Explorer ...
... or as a field in an End User Full-Page Profile:
Why use the Primary field?
The Primary field is a way in which you can influence the Company relevance score and therefore which Company an event is mapped to. (It also affects which Company that emails are synced to, in the same way, as we describe here.)
The Primary field is particularly useful when an email address is associated with End Users at different Companies, like shamieka@tastytea.com belonging to both Tasty Tea France and Tasty Tea Germany in a screenshot above. In this example, as Shamieka is mainly based at Tasty Tea France, we have enabled the Primary field on the End User at that Company. This means Tasty Tea France will be given extra points when calculating the Company relevance score - although as other factors are also involved in the calculation (described above), this does not guarantee that Tasty Tea France will always be chosen every time shamieka@tastytea.com is involved in a synced calendar event.
How to use the Primary field
It's really easy to use the Primary field. The field is automatically included in your Planhat tenant, on the End User model. All you need to do is navigate to the field for your chosen End User record, e.g.:
When viewing multiple End Users in a table format
E.g. in Data Explorer - remember to select "End User" from the dropdown list of models
Or in a suitable Page (such as a Data Table) built on the End User model
You may need to adjust the columns to add "Primary"
You can use "Find in view ..." and/or the filters to find the field
When viewing an individual End User record
This will be either a Full-Page Profile, or the more concise Preview
You may need to adjust the layout/template to show the "Primary" field
... and once you're looking at the Primary field on the relevant End User(s), you simply click on the toggle switch to enable it (or disable it).