BookIt - Conditional User Provisioning

  • Feb 23, 2026
  • Knowledge

Title
BookIt - Conditional User Provisioning
URL Name
BookIt-Conditional-User-Provisioning
Step-by-Step

Contents


Overview

Conditional User Provisioning for Scheduling helps you automatically invite the right Salesforce users to authorize their calendars for LeanData Scheduling.

Instead of manually inviting users one at a time, you can define one or more Condition Sets based on Salesforce User record fields. When a user matches a condition set, LeanData invites that user to authorize for the Scheduling product(s) you selected.

Key terms:

  • Condition Set: A reusable rule set that defines which Salesforce users are eligible, which BookIt product access they should receive, and which authorization statuses are eligible to receive an invite.
  • Provisioning sync: A run that evaluates your enabled condition sets and sends authorization invitations to eligible users.
  • Scheduled Sync: An optional recurring sync that runs automatically on a schedule.


Use Cases

Use Conditional User Provisioning when:

  • You onboard new reps regularly and want them to be invited to authorize Scheduling automatically.
  • Your org has frequent team or role changes, and you need an easy way to keep Scheduling authorization invitations aligned to Salesforce user data.
  • You support a large enterprise org and manual calendar authorization invites are difficult to manage at scale.


Prerequisites

Before you begin, confirm the following:

  • You have at least BookIt Admin permissions in LeanData.


Creating Condition Sets

  1. In the LeanData app, navigate to People > Settings > BookIt Provisioning.

  2. In the Conditions tab, select Create Condition Set.

  3. Enter a Condition Set Name.

  4. Select the Scheduling product(s) this condition set should invite users for.

  5. Select which user authorization statuses should be eligible to receive an invitation.

    • For example, you may want to target users who have not been invited yet, or users who were invited but not authorized.

  6. Click Next.

  7. Build your rule set using Salesforce User fields. Click Add Condition to add more conditions, you may combine conditions using AND or OR.

  8. Select Save Condition Set.


Managing Existing Condition Sets

After you save a condition set, it will appear in the Conditions list on the BookIt Provisioning page.

  • Hover over a condition set to see the the Actions menu on the right.

  • From the Actions menu, you can:

    • Edit a condition set.
    • Duplicate a condition set.
    • Delete a condition set.


Running a Manual Provisioning Sync

Use a manual sync when you want to send invitations on demand.

  1. In the BookIt Provisioning page, click the Provision Users button in the upper right.

  2. A preview page will open listing the eligible users.

  3. Review the preview results and ensure the correct users will be provisioned.

  4. (Optional) Select if you wish to send a notification to LeanData admins as well as other email addresses.

  5. Select Provision Users.

 

Setting Up a Scheduled Sync (Automatic Provisioning)

Use Scheduled Sync when you want LeanData to run provisioning automatically on a recurring schedule.

  1. Open the Scheduled Provisioning tab.

  2. Set the schedule frequency.

  3. Select who should receive Email Notifications when provisioning jobs run. You can send the email to LeanData admins as well as additional email recipients.

  4. Select Preview Users to see who would be invited based on your current configuration.

  5. Turn on the Scheduled Sync Settings toggle to enable the scheduled provisioning jobs.

  6. Select Save Changes in the upper right when you are ready


Considerations

  • Additive behavior across condition sets: If a user matches multiple condition sets, the user receives the union of all products granted by those condition sets.
  • No de-provisioning: Conditional User Provisioning does not automatically remove access or de-authorize users when they stop matching your conditions.
  • Preview before sending: A preview step is required before invitations are sent.
  • Email-based auditing: Each provisioning run generates an audit email summary. There is no in-product provisioning history table.
  • Permissions: Only users with BookIt Admin permissions can create or modify condition sets and run provisioning syncs.


FAQs

Does Conditional User Provisioning remove the need for users to authorize their calendar?

  • No. Users must still authorize their calendar to allow BookIt to take actions on their behalf.


Is there reporting on who was invited via Conditional User Provisioning?

  • Yes. Each provisioning run generates an audit email that includes who initiated the run, when it ran, the evaluated condition sets, and the invited users and product outcomes.


Summary

Conditional User Provisioning helps you scale BookIt calendar authorization by inviting eligible Salesforce users in bulk based on reusable condition sets. After you configure your condition sets, you can run provisioning manually, or enable Scheduled Sync to run it automatically on a recurring schedule.

For questions or additional assistance, please contact LeanData Support.

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