CRM Syncs & Integrations

Synchronize contact data between Komo and external CRMs, ESPs, and marketing platforms for unified customer profiles

CRM Syncs & Integrations

CRM Syncs enable bidirectional data flow between Komo and external platforms, ensuring unified customer profiles and consistent experiences across all touchpoints.

Overview

Syncs provide:

• Unified Profiles - Contact data consistent across platforms
• Automated Updates - Real-time or scheduled synchronization
• Data Enrichment - Combine data from multiple sources
• Workflow Integration - Trigger actions across platforms
• Reduced Manual Work - Eliminate double data entry

Supported Integrations

CRM Platforms

• Salesforce - Sales Cloud, Service Cloud
• HubSpot - CRM, Marketing Hub
• Microsoft Dynamics - 365 CRM
• Zoho CRM - Full CRM suite
• Pipedrive - Sales pipeline

Email Service Providers (ESPs)

• Mailchimp - Email marketing
• Klaviyo - E-commerce marketing
• SendGrid - Transactional email
• Iterable - Cross-channel marketing
• Braze - Customer engagement

Marketing Platforms

• Adobe Marketo - Marketing automation
• Oracle Eloqua - B2B marketing
• ActiveCampaign - Email & automation
• Customer.io - Behavioral messaging

Other Integrations

• Slack - Notifications and alerts
• Zapier - Connect 5000+ apps
• Webhooks - Custom integrations
• API - Direct system integration

How Syncs Work

Sync Direction

Bidirectional:

• Changes in either system sync to the other
• Conflict resolution rules determine winner
• Best for: Master data management

Komo to External:

• Komo is source of truth
• Changes in Komo push to external system
• External changes don’t affect Komo
• Best for: Komo-generated data (competition entries, game scores)

External to Komo:

• External system is source of truth
• Changes in external system push to Komo
• Komo changes don’t affect external system
• Best for: CRM-managed data (sales status, customer tier)

Sync Triggers

Real-Time:

• Webhook-based instant sync
• Triggered by data changes
• Low latency (seconds)
• Higher API usage

Scheduled:

• Batch sync at set intervals
• Hourly, daily, or custom
• Reduced API usage
• Higher latency (minutes to hours)

On-Demand:

• Manual sync trigger
• One-time data push/pull
• Useful for initial setup or troubleshooting

Sync Frequency

• Continuous - Real-time webhooks
• Hourly - Frequent batch updates
• Daily - Daily batch sync
• Weekly - Weekly summary sync
• Manual - Only when triggered

Setting Up Syncs

Step 1: Choose Integration

1. Navigate to CRM > Syncs
2. Click Add Integration
3. Select platform from available options
4. Review data mapping capabilities

Step 2: Authenticate

OAuth (Recommended):

1. Click Connect
2. Log in to external platform
3. Authorize Komo access
4. Verify connection successful

API Key:

1. Generate API key in external platform
2. Enter key in Komo
3. Test connection
4. Verify permissions adequate

Custom:

1. Enter endpoint URL
2. Provide authentication headers
3. Configure request format
4. Test and validate

Step 3: Configure Sync Settings

Direction:

• Choose bidirectional or single direction
• Set source of truth for conflicts

Scope:

• Select contact properties to sync
• Choose which contacts (all or filtered)
• Set inclusion criteria

Schedule:

• Real-time or batch
• Frequency settings
• Time zone considerations

Conflict Resolution:

• Which system wins on conflict
• Timestamp-based or priority-based
• Manual review options

Step 4: Map Fields

Standard Mappings:

• Email → Email
• First Name → FirstName
• Last Name → LastName
• Phone → Phone

Custom Mappings:

• Map custom properties
• Transform data formats
• Set default values
• Configure array handling

Property Types:

• String → Text
• Number → Numeric
• Date → DateTime
• Boolean → Checkbox
• Array → Multi-select

Step 5: Test & Activate

Test Sync:

1. Run test with limited contacts
2. Verify data accuracy
3. Check for errors
4. Review mapping correctness

Activate:

1. Enable sync
2. Monitor initial sync
3. Review logs
4. Confirm success

Managing Syncs

Sync Status Dashboard

View all syncs in CRM > Syncs:

• Connection status (connected/disconnected)
• Last sync time
• Records synced (today/total)
• Error count
• Sync health indicator

Monitoring Syncs

Health Indicators:

• 🟢 Healthy - Syncing normally
• 🟡 Warning - Minor issues
• 🔴 Error - Requires attention
• ⚪ Inactive - Sync paused

Key Metrics:

• Sync success rate
• Average sync time
• Records per sync
• Error frequency
• API usage

Troubleshooting Syncs

Connection Issues:

• Verify credentials valid
• Check API permissions
• Confirm endpoint accessible
• Review firewall settings

Data Issues:

• Check field mappings
• Verify data formats
• Review transformation rules
• Check for required fields

Performance Issues:

• Reduce sync frequency
• Limit contact scope
• Optimize field mappings
• Check API rate limits

Sync Logs

View detailed logs:

• Success Logs - Successful syncs
• Error Logs - Failed operations
• Conflict Logs - Resolution decisions
• Audit Logs - All sync activity

Log Details:

• Timestamp
• Operation type
• Contact ID
• Field changed
• Old value → New value
• Error message (if failed)

Advanced Sync Features

Conditional Syncs

Sync only contacts meeting criteria:

• Property-based - Only sync if property X = Y
• List-based - Only sync contacts in specific list
• Tier-based - Only sync Gold tier contacts
• Activity-based - Only sync active contacts

Transformations

Modify data during sync:

• Format conversion - Date formats, phone numbers
• Value mapping - Status codes to text
• Concatenation - Combine first + last name
• Splitting - Parse full name into parts
• Calculations - Compute values from other fields

Sync Workflows

Trigger workflows on sync events:

• Sync Completed - Send notification
• New Contact Synced - Welcome series
• Data Updated - Check for opportunities
• Sync Failed - Alert admin

Historical Sync

Backfill existing data:

• Full Import - Import all historical contacts
• Date Range - Import contacts from specific period
• Incremental - Only new/updated since last sync
• Selective - Import based on criteria

Specific Integrations

Salesforce

Capabilities:

• Sync Contacts and Leads
• Map to custom objects
• Trigger Salesforce flows
• Update opportunity stages

Setup:

1. Connect via OAuth
2. Choose sync direction
3. Map standard fields
4. Configure custom mappings
5. Test with sandbox
6. Activate production

Best Practices:

• Use sandbox for testing
• Map record types appropriately
• Consider validation rules
• Monitor API limits

Mailchimp

Capabilities:

• Sync audience members
• Update subscription status
• Trigger email campaigns
• Sync tags and segments

Setup:

1. Connect Mailchimp account
2. Select audience
3. Configure double opt-in
4. Map merge fields
5. Set up tags
6. Test and activate

Best Practices:

• Respect opt-in status
• Use tags for segmentation
• Sync preferences
• Monitor bounce rates

HubSpot

Capabilities:

• Sync contacts and companies
• Update lifecycle stages
• Trigger workflows
• Enrich contact data

Setup:

1. OAuth connection
2. Select objects to sync
3. Map properties
4. Configure lifecycle mapping
5. Set up deal association
6. Test and activate

Best Practices:

• Align lifecycle stages
• Sync engagement data
• Use for lead scoring
• Integrate with deals

API & Webhooks

Custom Integrations

When to Use:

• Custom CRM not in supported list
• Unique data requirements
• Complex transformations
• Real-time needs

Implementation:

1. Use Komo API
2. Set up webhook endpoints
3. Handle authentication
4. Process events
5. Error handling
6. Logging

Webhook Events

Available Events:

• Contact Created
• Contact Updated
• Contact Deleted
• Points Awarded
• Tier Changed
• Form Submitted
• Competition Entered

Payload Structure:

{
  "event": "contact.updated",
  "timestamp": "2026-02-16T10:30:00Z",
  "contact": {
    "id": "guid",
    "email": "[e-mail]",
    "properties": {...}
  },
  "changes": [...]
}

Best Practices

Planning

• Map data first - Document all fields before setup
• Start small - Test with limited contacts
• One direction - Begin unidirectional, add bidirectional later
• Schedule wisely - Match sync frequency to data change rate

Data Quality

• Clean before sync - Remove duplicates, fix errors
• Standardize formats - Consistent phone, date formats
• Validate required fields - Ensure data completeness
• Monitor for drift - Check for data inconsistencies

Security

• Least privilege - Grant minimum required permissions
• Secure credentials - Use OAuth when possible
• Encrypt in transit - HTTPS for all connections
• Audit access - Log who accesses what

Maintenance

• Monitor regularly - Check sync health weekly
• Review logs - Investigate errors promptly
• Update mappings - Adjust as systems evolve
• Test after changes - Verify syncs after updates

Troubleshooting

Common Issues

“Authentication Failed”

• Check credentials
• Verify token not expired
• Confirm permissions
• Review IP restrictions

“Field Mapping Error”

• Check field names
• Verify data types match
• Review required fields
• Check for null values

“Rate Limit Exceeded”

• Reduce sync frequency
• Batch operations
• Check API quotas
• Contact platform support

“Conflict Resolution”

• Review conflict rules
• Check timestamp accuracy
• Verify source of truth
• Consider manual review

FAQ

Q: How often should I sync? A: Depends on data change frequency. Real-time for critical data, hourly for active systems, daily for stable data.

Q: What happens if sync fails? A: Errors are logged, sync retries automatically (configurable), admins notified of persistent failures.

Q: Can I sync historical data? A: Yes, most integrations support historical backfill. Check specific integration docs for limitations.

Q: How do I handle duplicates? A: Configure deduplication rules (usually by email), set merge strategies, review conflicts manually.

Q: What if data formats differ? A: Use transformations to convert formats during sync. Map values between systems.

Q: Can I pause a sync? A: Yes, you can disable syncs temporarily. Data queues and resumes when re-enabled.

Q: How do I know if sync is working? A: Check sync status dashboard, review logs, verify data in both systems, set up alerts.

Q: What data can I sync? A: Contacts, properties, lists, subscriptions, activities, and custom data (varies by integration).

Related Documentation

• Contact Management
• Contact Properties
• Contact Lists
• Workflows
• Webhooks & Integrations

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Need Help? Contact [e-mail] for integration setup assistance.