CRM Sync (HubSpot)

Every conversation Synaptiq has with a lead generates valuable data — contact info, company details, pain points, qualification status, and meeting outcomes. CRM sync pushes that data directly into HubSpot so your sales team sees the full picture without manual entry.

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What Gets Synced

When Synaptiq creates or updates a CRM record, it sends:

| Synaptiq Data | CRM Object | Notes | |---------------|------------|-------| | Lead name, email, phone | Contact | Created on first conversation | | Company name, size, industry | Company/Account | Linked to the contact | | Qualification status | Deal/Opportunity | Created when lead is qualified | | Conversation transcript | Activity/Note | Attached to the contact record | | Meeting details | Meeting/Event | Created when a booking is made | | Lead score | Custom property | Numerical score from 0–100 |

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Connecting HubSpot

Synaptiq supports two authentication methods for HubSpot: private app API key (simpler) and OAuth (recommended for teams).

Option A: Private App API Key

Best for: small teams, quick setup, single HubSpot account.

1. In HubSpot, go to Settings > Integrations > Private Apps
2. Click Create a private app
3. Name it Synaptiq and give it the following scopes:
   • crm.objects.contacts.read and crm.objects.contacts.write
   • crm.objects.companies.read and crm.objects.companies.write
   • crm.objects.deals.read and crm.objects.deals.write
   • crm.schemas.contacts.read
4. Click Create app and copy the access token
5. In Synaptiq at /admin/settings > Integrations > CRM, select HubSpot
6. Choose API Key as the auth method and paste the token
7. Click Verify Connection

Option B: OAuth (Recommended)

Best for: teams, agencies managing multiple portals, production use.

1. In Synaptiq at /admin/settings > Integrations > CRM, select HubSpot
2. Choose OAuth and click Connect HubSpot
3. Sign in to HubSpot and select the portal you want to connect
4. Authorize the requested permissions
5. You'll be redirected back to Synaptiq with a success confirmation

OAuth tokens auto-refresh, so you won't need to reconnect unless you explicitly revoke access in HubSpot.

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Salesforce

Salesforce is fully supported via OAuth 2.0 authentication. Connect your Salesforce org from the CRM settings page to automatically sync leads, deals, and conversation activity.

Supported features:

• Lead creation and upsert (matched by email)
• Opportunity creation on meeting booking
• Task/Event logging for conversations and meetings
• Automatic token refresh

To connect: go to Settings > CRM, select Salesforce, and click Connect Salesforce. You'll be redirected to authorize access.

Other CRMs (Coming Soon)

Pipedrive integration is coming soon. If you need a CRM integration that isn't currently supported, contact us at sales@synaptiqintel.com — we prioritize based on customer demand.

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Field Mapping

Field mapping controls how Synaptiq data translates to your CRM fields. Synaptiq ships with sensible defaults, but you can customize the mapping for your workflow.

Default Field Mapping

{
  "contact": {
    "synaptiq_name": "firstname + lastname",
    "synaptiq_email": "email",
    "synaptiq_phone": "phone",
    "synaptiq_company": "company",
    "synaptiq_lead_source": "leadsource",
    "synaptiq_lead_score": "lead_score__c"
  },
  "company": {
    "synaptiq_company_name": "name",
    "synaptiq_industry": "industry",
    "synaptiq_company_size": "numberofemployees"
  },
  "deal": {
    "synaptiq_deal_name": "dealname / Name",
    "synaptiq_qualification_status": "dealstage / StageName",
    "synaptiq_estimated_value": "amount"
  }
}

Customizing Field Mapping

1. Go to /admin/settings > CRM > Field Mapping
2. You'll see a two-column table: Synaptiq fields on the left, CRM fields on the right
3. Click any CRM field to change it — a dropdown shows all available fields from your CRM
4. For custom CRM fields, they appear in the dropdown as long as they are accessible to your API user

Common customizations:

• Map synaptiq_lead_score to an existing scoring field instead of creating a custom property
• Map synaptiq_qualification_status to your own deal stage pipeline
• Add a synaptiq_conversation_id mapping to a custom field for cross-referencing

Creating Custom Properties

If your CRM doesn't have a field for Synaptiq-specific data (like lead_score), Synaptiq can create custom properties automatically:

1. In Field Mapping, find the unmapped Synaptiq field
2. Click Create in CRM — Synaptiq will create the custom property with the correct type
3. The mapping is set automatically

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Sync Frequency

Synaptiq offers three sync modes:

Real-Time (Default)

Records are created or updated within seconds of the triggering event. When a lead gives their email, the CRM contact is created immediately. When qualification status changes, the deal stage updates right away.

Batched

Records queue up and sync every 15 minutes. Useful if you're hitting CRM API rate limits or prefer fewer, larger updates.

To switch: /admin/settings > CRM > Sync Mode > Batched

Manual

Sync only runs when you trigger it. Go to /admin/settings > CRM > Sync Now to push all pending records.

Useful during initial testing or if you want to review data before it enters your CRM.

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Automatic Contact and Deal Creation

When Contacts Are Created

Synaptiq creates a CRM contact when all of the following are true:

1. The lead provides an email address during conversation
2. No existing contact with that email exists in your CRM (see Handling Duplicates below)
3. The contact creation toggle is enabled (on by default)

When Deals Are Created

Deals are created in HubSpot when:

1. A lead reaches "qualified" status based on your qualification rules
2. The deal creation toggle is enabled at /admin/settings > CRM > Deal Settings

You can configure the default deal pipeline and stage:

deal_creation:
  enabled: true
  pipeline: "Sales Pipeline"        # HubSpot pipeline name
  initial_stage: "Qualified Lead"   # Stage name in your pipeline
  default_amount: null              # Leave null to skip, or set a value
  owner_assignment: "round_robin"   # "round_robin", "fixed", or "none"

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Two-Way Sync

By default, Synaptiq pushes data to your CRM (one-way). Two-way sync also pulls data back from the CRM into Synaptiq.

What Two-Way Sync Enables

• Updated contact info: If a sales rep corrects a phone number in the CRM, Synaptiq sees the update
• Deal stage changes: If a rep moves a deal to "Closed Won" in the CRM, Synaptiq marks the lead accordingly
• Owner assignment: If the CRM assigns an owner, Synaptiq can reference that in conversations ("Let me connect you with Sarah, your account rep")

Enabling Two-Way Sync

1. Go to /admin/settings > CRM > Sync Direction
2. Select Bidirectional
3. Choose which fields sync back from CRM to Synaptiq (you don't have to sync everything)
4. Click Save

Two-way sync polls your CRM every 5 minutes for changes to synced records. It does not modify your CRM data — it only reads updates and reflects them in Synaptiq.

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Handling Duplicates

Duplicate records are the most common CRM integration headache. Synaptiq uses a multi-step deduplication process:

Detection

Before creating a contact, Synaptiq searches your CRM for existing records by:

1. Email match (primary) — exact match on email address
2. Phone match (secondary) — normalized phone number comparison
3. Name + company match (tertiary) — fuzzy match on full name and company

Resolution Strategies

Configure at /admin/settings > CRM > Duplicate Handling:

| Strategy | Behavior | |----------|----------| | Update existing (default) | If a match is found, update the existing record with new data from the conversation | | Skip | If a match is found, don't create or update — just link the Synaptiq lead to the existing record | | Always create | Create a new record regardless of matches (not recommended) | | Flag for review | Create the record but tag it for manual review in your CRM |

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Troubleshooting

Sync Errors Dashboard

View sync history and errors at /admin/settings > CRM > Sync Log. Each entry shows:

• Timestamp
• Record type (contact, deal, activity)
• Status (success, failed, skipped)
• Error message (if failed)
• Retry count

Common Issues

| Problem | Cause | Fix | |---------|-------|-----| | "Invalid property" error | A mapped CRM field was deleted or renamed | Update the field mapping at /admin/settings > CRM > Field Mapping | | "Rate limit exceeded" | Too many API calls to CRM | Switch to batched sync mode | | Contacts created without company | Company name wasn't captured in conversation | Add company to your AI's required fields in qualification rules | | Deal created in wrong pipeline | Pipeline mapping is misconfigured | Update the pipeline name in deal settings | | OAuth token expired | HubSpot session revoked | Reconnect at /admin/settings > CRM |

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Next Steps

• Set up Webhooks to trigger custom workflows when CRM records are created
• Connect Zapier or Make to bridge Synaptiq with tools your CRM doesn't natively support
• Configure your AI qualification rules to control which leads generate CRM records