Plan CRM sync and field mapping

Q: Where do I see sync errors?

In the Sync Logs tab of each CRM, in the Dashboard when records failed in the last 7 days, and on the CRM icon next to the lead's name in list tables.

Q: Can I sync only some lists?

Yes. Set the company default to Disabled and switch sync on in the settings of the lists you want.

Which CRMs you can connect

Open Integrations in the sidebar (you need to be a Company Admin). The CRM section shows the CRMs available in your workspace, each with Connect, or Manage once connected.

Zoho CRM and Pipedrive are available in every workspace. See Connect Zoho CRM or Pipedrive.
HubSpot, Microsoft Dynamics 365, and Salesforce are enabled per workspace. If the one you need is missing, contact support.

Connect

HubSpot: click Connect with HubSpot and approve the access in HubSpot. Signalist asks for access to contacts, companies, deals, leads, and owners. If the Connection tab shows Reconnect required because the Leads permission is missing, click Reconnect.
Microsoft Dynamics 365: enter your Environment URL (for example https://yourorg.crm4.dynamics.com, found in the Power Platform admin center under Environments), then click Connect with Dynamics 365 and sign in with Microsoft. Signalist works with the rights of the user who connects.
Salesforce: choose the Salesforce Environment (Production, Sandbox, or My Domain), then click Connect with Salesforce.

Choose what is synced and when

Everything is off after connecting. Set it up in the CRM's Settings tab:

Setting	Options	What it does
Sync prospects	Disabled (default), When campaign starts, When prospect replies	Creates or updates the contact and its company (account) in your CRM. "When campaign starts" means when the lead's first campaign step runs.
Automatic deal or opportunity creation	Off (default), On Response, On Positive Response	Creates a deal or opportunity when the lead replies, or only when the reply is interested. Some CRMs can create a lead instead.
Sync conversations	on or off	Adds your messages and the lead's replies to the CRM record (as notes, or as tasks in Salesforce).

HubSpot also offers Automatic Lead Creation and a setting for what happens when an active lead already exists.

Each list can override the sync setting in its own settings, or Use company default. Resync now sends every already-synced lead again.

Add a single lead by hand

In the lead panel, choose Add to → Add to CRM, or select leads in a table and use the CRM button in the footer. Choose what to create (Contact, Account, Lead, Deal), a List, and an Owner. This works whatever the automatic settings are.

Avoid duplicates

When a lead is added to a list, Signalist first looks for the person and company in your CRM, so that a later sync updates the existing record instead of creating a new one:

HubSpot: company by domain, then name; contact by email, LinkedIn URL (if mapped), or name and company. Signalist also links the contact's deals and the contact's newest HubSpot lead, so an existing lead is known in Signalist straight away, without waiting for a sync. This step only reads from HubSpot.
Dynamics 365: contact by email, account by name, and existing leads by email or by name and company together.
Salesforce and Pipedrive: contact by email and company by name. Existing leads are not checked yet.

Map fields

Open the field mapping from the CRM's settings (Field Mapping or Configure Field Mapping). For each CRM field choose where the value comes from:

From record: a Signalist field, such as job title or LinkedIn URL.
Constant value: the same value for every record, for example a lead source.
AI-generated: the AI classifies, researches, or extracts a value. This costs 0.1 credits per lead synced, however many AI fields you add. Test runs are free.

Good to know:

A mapped field with a value overwrites the CRM field on every sync. Empty values are never sent, so a blank in Signalist never erases data in your CRM.
Default values that Signalist fills in when data is missing, such as "Unknown", are written only when a record is created, never on an update. HubSpot marks such fields Create-only.
Fields Signalist cannot write show — Cannot map —. In HubSpot, a constant that is not one of the field's dropdown options is flagged, and a name or email mapped to the owner field is turned into the matching HubSpot owner.
If HubSpot refuses one field, that field is left out and the rest of the record is still synced.
You can try a mapping on a single lead before syncing: Preview with a lead in Zoho writes nothing, while Test with a lead in Salesforce and Dynamics creates a real record when you test a lead or opportunity.

Owners

In User Mapping, link each Signalist user to their CRM user. A new record gets the owner mapped to the lead's sender, but only if the record has no owner yet: Signalist never replaces an owner your team has set. An owner you choose in Add to CRM always applies.

For automatic HubSpot deals, the owner is the one chosen in Add to CRM, otherwise the sender's mapped owner, otherwise the company's owner in HubSpot, and otherwise the Default Deal Owner from the Deal Configuration tab.

In HubSpot, messages are only added as notes once the record has an owner. If a sender is not mapped, the Dashboard shows how many notes are waiting, with a Map users button.

Check that it works

Sync Logs in each CRM's settings lists every sync with its result and what the CRM answered.
The Dashboard shows an issue when CRM records failed to sync in the last 7 days.
In list tables, the CRM icon next to a lead's name shows a red dot when its sync failed. Hover it to see the error.

Test with two or three leads before you switch on automatic sync for a whole list.

Troubleshooting

Problem	What to do
Nothing is synced	The sync setting is Disabled by default. Choose when to sync in Settings, and check the list's own setting.
A duplicate record was created	The record could not be found by email, domain, or name. Add the email or LinkedIn URL to the mapping, and clean up the duplicate in the CRM.
The wrong owner	Check User Mapping, and for HubSpot deals the Default Deal Owner. Existing owners are never replaced.
HubSpot asks to reconnect	A permission is missing, usually Leads. Click Reconnect in the Connection tab.
A field stays empty	The Signalist field was empty for that lead; empty values are never sent.
The Dashboard says records failed to sync	Open the CRM under Integrations and check its Sync Logs tab to see what the CRM answered.
The CRM card is missing	That CRM is not enabled for your workspace. Contact support.

Frequently asked questions

Does connecting the CRM change anything straight away?

No. Only the duplicate check reads from your CRM. Nothing is written until you switch on a sync, create a deal rule, or add a lead by hand.

Can Signalist overwrite data my team entered?

A mapped field with a value is updated on every sync. Empty values are never sent, defaults are written only on create, and owners are never replaced. Map only the fields Signalist should own.

What does AI field mapping cost?

0.1 credits per lead synced, however many AI fields you map. Test runs are free.

Where do I see sync errors?

In the Sync Logs tab of each CRM, in the Dashboard when records failed in the last 7 days, and on the CRM icon next to the lead's name in list tables.

Can I sync only some lists?

Yes. Set the company default to Disabled and switch sync on in the settings of the lists you want.