CRM Sync

CRM Sync

Connect your CRM and BuzzTrail keeps it current for you: when a meeting ends, the contact, company, and a meeting note are written to your CRM automatically — and, if you turn it on, a deal is created or advanced in your pipeline. No more copying notes across after every call.

You’ll find Connect your CRM under Configuration → Integrations, in the CRM section below Calendar, Email, and Note-taker.

HubSpot is the first supported CRM. Any other CRM can be wired up through the generic webhook at the bottom of this page.

What syncs after a meeting

When one of your BuzzTrail meetings ends, BuzzTrail writes to your connected CRM:

• A contact — the guest, matched by email so repeat meetings never create a duplicate. Their name, company, job title, phone, and every custom intake-form field are mapped across.
• A company — matched by email domain, when the guest left an email we can derive a domain from.
• A meeting note — logged against the contact with the AI summary, action items, duration, and a link back to the full transcript in BuzzTrail.
• A deal — optional, off by default — created or advanced in a pipeline and stage you choose. See Deal sync below.

CRM Sync is available to all customers at no extra cost.

When nothing syncs (and why): if no CRM is connected, nothing is pushed. If a guest left no email, the contact is skipped — email is how we avoid duplicates, so we never create an un-matchable contact. The meeting still shows a clear status so you know why.

Connecting HubSpot

HubSpot connects with a private-app access token (a one-click “connect with HubSpot” flow is planned for later). To set it up:

1. In HubSpot, create a private app — under Development → Legacy apps (HubSpot renamed “Private Apps” to “Legacy Apps”; you need to be a HubSpot super-admin).

2. Give it these six CRM scopes:

   • crm.objects.contacts.read and crm.objects.contacts.write
   • crm.objects.companies.read and crm.objects.companies.write
   • crm.schemas.contacts.read and crm.schemas.contacts.write (these let BuzzTrail create the custom meeting fields it writes)

   There is no “meetings” scope to add — logging the meeting activity is covered by crm.objects.contacts.write.

3. Open the app’s Auth tab, and under Access token copy the value that starts with pat-. Do not copy the Client secret — it isn’t used here.

4. In BuzzTrail, go to Configuration → Integrations → Connect your CRM, choose HubSpot, paste the token, and click Connect.

BuzzTrail validates the token, stores it encrypted, and marks your workspace connected. The How do I get my token? helper on the connect card walks through the same steps if you get lost.

One CRM per workspace. A workspace connects exactly one CRM. Connecting a different one replaces it, and disconnecting stops all future pushes immediately.

Staying connected

The connect card shows your last sync time, last status, and any error. Sync problems are never silent: a temporary hiccup retries on its own, and an invalid or expired token flips the card into a “reconnect your CRM” state so you can paste a fresh token without losing anything.

Deal sync

Deal sync moves your pipeline forward automatically when a meeting ends. It is off by default — BuzzTrail never writes a deal until you turn it on and configure it, so your pipeline never fills with surprise deals.

Turn it on in the Connect your CRM section (it appears only when a CRM is connected), then choose:

Pipeline and target stage

Pick the pipeline and the target stage the meeting should move a deal into. The pickers list your CRM’s real pipelines and stages, so you’re always choosing from what actually exists in HubSpot.

Create or advance

• Create a new deal — every qualifying meeting creates a fresh deal in your chosen pipeline and stage, associated to the meeting’s contact (and company when known).
• Advance an existing deal — BuzzTrail finds the contact’s existing open deal in that pipeline and moves it to the target stage. If the contact has no open deal there, one is created for you.

When a contact has more than one open deal

If you chose advance and the contact has several open deals in the pipeline, tell BuzzTrail which one to move:

• Most recently active (default) — the deal updated most recently.
• Highest value — the deal with the largest amount.
• Closest to closing — the deal furthest along the pipeline.
• Don’t guess — just log the note — touch no deal at all; only the meeting note is written.

Only ever move deals forward

By default, Deal sync only ever moves a deal forward — if a deal is already at or past your target stage, it’s left where it is and never dragged backward.

If you specifically want a meeting to always set the deal to your chosen stage, you can switch this off. That option is labelled to spell out the consequence — this can move a deal backward in your pipeline — so it’s a deliberate choice, not an accident.

Safe by design

• Nothing happens unless you opted in and configured it.
• Re-runs are idempotent — a repeated or retried meeting never creates a duplicate deal or double-moves one.
• A deal problem is surfaced the same way as any other sync error, and it never rolls back the contact and note that already synced.

Webhook settings

Alongside the CRM push, BuzzTrail can send a post-meeting webhook — a summary of the meeting delivered to a URL you control (point it at Zapier, Make, n8n, or your own endpoint). The controls live on the same connect surface:

• Send post-meeting updates — the on/off toggle for the webhook.
• No-show timeout — how long to wait for a guest before treating a scheduled meeting as a no-show (see below).
• Test-fire — send a sample payload to your URL now, so you can confirm your automation receives it before relying on it.

What’s in the payload

Each webhook carries the meeting outcome: the contact (email, name, company, job title, phone, custom intake fields), the company (name + domain), the meeting facts (id, title, date, duration, status, participant count, host email), and the AI insights:

• Summary
• Key topics
• Action items
• Next steps
• Sentiment
• Qualification score
• Framework fields — the validated qualification answers from the meeting’s structured outcome, keyed by field (for example economic_buyer, budget). Only fields the conversation actually established are sent — an empty field is omitted, never guessed.
• Framework — which sales framework shaped those fields (for example meddic).
• Tier — the lead’s priority band (P1, P2, or P3).
• Segment — who the lead is (for example Senior buyer, Evaluator, Existing customer) — the axis the tier now reflects. See segment vs tier vs routing. Sent only once a segment resolves; omitted otherwise, never guessed.
• Transcript URL — a link back to the full transcript in BuzzTrail

Only the insight fields the meeting actually produced are included — a short or low-signal call may omit some, and the framework fields, framework, and tier appear only once the structured outcome runs — so you never receive empty placeholders.

No-show updates

If a guest never joins within your no-show timeout, BuzzTrail still fires the webhook — with a status of no_show (plus the scheduled and waited timestamps) and no insight fields, since there’s no transcript. That gives your automation a signal to follow up on a missed prospect, not just silence.

Send to any other tool (webhook fallback)

If BuzzTrail doesn’t have a native connector for your CRM, you can still get every meeting’s outcome out of BuzzTrail by pointing the webhook at your own endpoint. The native CRM push and the webhook are independent — you can use a native CRM, a webhook, or both, and each fires whenever it’s configured. Both get the same reliable, retry-on-failure delivery.

Exporting leads to CSV

For a one-off pull — into a spreadsheet, a BI tool, or a bulk import — the Leads page has an Export CSV button that downloads every lead matching your current tier and date-range filters. The file has a stable, documented column set:

Column	Contents
Meeting Title	The conversation’s title
Contact Name	The prospect’s name
Company	The prospect’s company
Framework	The sales framework applied (e.g. MEDDIC)
Tier	Priority band (P1, P2, or P3)
Qualification Score	0–100 score
Field 1, Field 2, Field 3	The three highest-signal framework fields, each as Label: value
Routed To	Where the lead was routed (e.g. priority booking) — blank when no routing applied
Segment	Who the lead is (e.g. Senior buyer, Evaluator) — blank when none resolved
Created At	When the outcome was captured (ISO timestamp)
Meeting Link	A deep link back to the conversation in BuzzTrail

Empty framework fields are left blank rather than guessed, so a column may be empty for a short or low-signal call. See Structured Outcomes & Ranked Leads for how the leads and their fields are produced.

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Last reviewed: 2026-07-20. Questions? Contact hello@buzztrail.ai for assistance.