Platform · CRM sync

CRM sync

Meeton pushes the leads it captures into HubSpot or Salesforce, logs meetings and email activity on them, and reads back status, deals and history so the dashboard shows your CRM's view of each person. Connecting takes two steps: connect the account under Integrations, then choose what to sync under CRM Sync. Nothing is pushed until the second step is done.

How it works

Visitor identifieschat form · your form · booking

→

Contact in Meetonstatus: pending

→

Sync runevery 5 minutes

→

Your CRMcontact or lead · activities

A scheduled job runs every five minutes. Each run pushes new contacts, then meetings, email events and notes, then reads status and deals back. A contact's record shows Sync in progress until its first run completes.

Outbound. A visitor who gives their email becomes a HubSpot contact or a Salesforce lead, matched by email so nobody is duplicated. A note with the form details is attached. Meetings booked through Meeton Calendar are logged as CRM meetings or events; Meeton Email sends, opens and clicks can be logged as activities.
Inbound. Meeton polls each synced contact's lifecycle or lead status, and reads deal or opportunity amounts, notes, meetings and, with permission, email history. A contact marked unqualified in the CRM is treated as disqualified in Meeton: no more follow-up email, and lead notifications stop for them.
Never created by Meeton: deals or opportunities, companies as separate records, or anything in a pipeline. Deals are read, not written.

Term

Outbound and inbound are used here the way integration tools use them: outbound is data Meeton writes into your CRM, inbound is data Meeton reads from it. Merge strategy is the CRM-world term for what happens when a record already exists.

Where it lives

Step	Where	What you do
1 · Connect	Settings → Workspace → Integrations	Connect HubSpot or Salesforce with OAuth. The tile then reads Connected · set-up needed until step 2 is done.
2 · Choose what to sync	Settings → Apps → Meeton ai → Data & tracking → CRM Sync	One card per CRM: Initial setup, Contact sync, Activity sync, Test integration. Settings save automatically.
Per contact	The contact's record	A CRM sync card with Contact, Meetings and Emails status, the last error, and which fields come from the CRM.

What every CRM card has

Initial setup

A custom field on the CRM contact or lead that holds Meeton's ID, so the two systems can find the same person again. Set Up Custom Properties creates it in one click; a manual guide is there for teams whose CRM user may not create fields. Contact and Activity sync stay greyed out until this field is set.

Push contacts / Push leads

The switch that starts outbound sync. Off, nothing leaves Meeton.

Merge strategy

Fill empty only (default): only CRM fields that are currently empty are written; existing data is never overwritten. Overwrite non-empty: fields are updated whenever Meeton has a non-empty value, and a CRM field is never overwritten with an empty one.

Language for activity

Japanese or English, for the subjects and notes Meeton writes. Notes written by your team are sent as they are.

First-touch attribution

Writes the UTM parameters and ad click IDs from each lead's first landing URL into CRM fields you name: utm_source, utm_medium, utm_campaign, utm_term, utm_content, utm_id, gclid, fbclid, msclkid, ttclid, li_fat_id, yclid. A value is written only while the CRM field is still empty.

Activity sync

Meeting sync (on by default), Meeton Email activity, and the inbound imports: notes and meetings, emails, deal amounts with a default currency for the ROI dashboard.

Test integration

Send test contact or Send test lead fires a simulated visitor event with your current settings to an email address you type. Only enabled syncs run, so it is the way to check a mapping before real leads arrive.

Pick your CRM

HubSpot

Contacts, meeting engagements, email activity, optional email-history import, forms on your site.

Salesforce

Leads, campaigns, lead status and record types, events and tasks, opportunities read back.

Other CRMs

Oracle Eloqua form push, CSV and Excel export, Pardot forms, and what to do with everything else.

Timing

Every five minutes, a sync run pushes contacts in batches, then meetings, email events and notes, then reads status, deals, notes, meetings and emails back. A contact becomes visible in the CRM within one run.
Inbound polling re-reads each synced contact at most once an hour.
Backfill. Switching Push on sends every contact that is still pending, which includes contacts captured before you connected. Inbound notes, meetings and emails are imported once per contact when it is first synced.
Retries. A failed push is retried on the next run. When the CRM rate-limits or rejects the connection, sync for that CRM pauses and retries hourly; the integration tile reads Needs reconnection if the token has expired.

What you see on a contact

Status	Meaning
Pending	Captured, waiting for the next run.
Synced	Written to the CRM; the card links the record.
Failed	The last push was refused; the error is shown on the card, for instance a custom property that does not exist.
Not synced	Push is off, or the contact is disqualified.
From your CRM	A field synced inbound every few minutes. The CRM is the source of truth; edit it there.

Troubleshooting

Symptom	Likely cause	What to do
Connected, but no leads arrive in the CRM	Step 2 was skipped: Push contacts is off, or the unique ID field was never set	Open CRM Sync; the Integrations tile says Connected · set-up needed while this is the case.
Contacts show Failed with a missing property	The custom ID field or an attribution field does not exist in the CRM	Use Set Up Custom Properties, or create the field manually and paste its internal name.
Every contact is Pending for more than ten minutes	The CRM connection has expired or was revoked	Integrations → the tile reads Needs reconnection; reconnect with a user who has the required permissions.
Existing CRM data was overwritten	Merge strategy is Overwrite non-empty	Switch to Fill empty only; values already written are not reverted.
A contact stopped getting follow-up emails	Its CRM status came back as unqualified, disqualified or junk	Expected: Meeton honours the CRM. Change the status in the CRM and it syncs back within the hour.
No pipeline numbers on the ROI dashboard	Import deal amounts is off, or no deals are associated to synced contacts	Turn the import on and pick a default currency.

Frequently asked questions

Does Meeton create deals or opportunities?

No. It creates contacts or leads and logs activities on them. Deals and opportunities are read for the ROI dashboard, never written.

Will it duplicate contacts we already have?

No. A contact is matched by email before anything is created. In Salesforce, a person who already exists as a Contact is updated rather than created as a second Lead.

What does the CRM user need to be?

Someone allowed to create custom fields, if you want the one-click setup; otherwise an admin creates the field by hand. Salesforce campaign enrolment also needs the Marketing User permission. Everything syncs as that user.

Can we sync two CRMs at once?

Both cards can be on; each contact then shows a status per CRM. Most teams use one.

Which language are the CRM notes in?

Whatever you choose under Language for activity written to your CRM, Japanese or English. Until you save that section they are written in Japanese.