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CRM Syncs & Integrations

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

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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

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Supported Integrations

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CRM Platforms

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

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Email Service Providers (ESPs)

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

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Marketing Platforms

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

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Other Integrations

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

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How Syncs Work

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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)

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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

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Sync Frequency

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

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Setting Up Syncs

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Step 1: Choose Integration

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

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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

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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

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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

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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

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Managing Syncs

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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

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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

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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

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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)

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Advanced Sync Features

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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

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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

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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

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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

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Specific Integrations

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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

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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

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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

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API & Webhooks

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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

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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": "[email protected]",
    "properties": {...}
  },
  "changes": [...]
}

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Best Practices

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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

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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

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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

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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

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Troubleshooting

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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

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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).
Need Help? Contact [email protected] for integration setup assistance.