CRM Sync

When a visitor gives your chatbot their name and email, that person becomes a contact. CRM Sync sends each new contact to the tools your sales team already uses, so nobody has to copy leads by hand.

Open it from CRM Sync in the left-hand menu.

What gets sent

For every new lead:

• Name
• Email address
• Company
• Location
• The chatbot that captured them
• The date and time

Optionally, you can also include the last messages of the conversation, which gives your team context before they reach out.

Choose a destination

You can add up to 5 destinations. Each destination is one place leads are sent.

Option 1: Webhook (Zapier, Make, n8n, or any CRM)

A webhook is a web address that receives data. Most automation tools can give you one.

1. In Type, choose Webhook (Zapier, Make, n8n, any CRM).
2. Give it a Name you will recognise, such as "Sales Zap".
3. Paste the Webhook URL from your automation tool.
4. Tick Include the last messages of the conversation if you want transcripts.
5. Click Add destination.

HelpNest shows a Signing secret next to the destination. If your developer wants to confirm that a request really came from HelpNest, they can use this secret to verify the signature sent with every request. If you use Zapier or Make you can ignore it.

Option 2: HubSpot

1. In HubSpot, create a private app and copy its access token. Give it permission to write contacts (crm.objects.contacts.write), and to read them (crm.objects.contacts.read) so the test works.
2. In HelpNest choose Type: HubSpot, enter a Name, and paste the token.
3. Click Add destination.

HelpNest creates the contact in HubSpot, or updates it if someone with the same email already exists. A lead without an email address cannot be matched in HubSpot, so that delivery is marked failed with a clear message.

Check that it works

Click Send test on a destination.

• For a webhook, a sample lead named "Test Lead" is sent.
• For HubSpot, HelpNest only checks that your token is accepted. It does not create a fake contact in your CRM.

You will see a green message if it worked, or a red one explaining what went wrong.

Manage a destination

Recent deliveries

The bottom of the page shows the latest deliveries with a status:

• Pending: waiting to be sent.
• Success: delivered.
• Failed: could not be delivered. The reason is shown underneath. Click Retry once you have fixed the cause.

Failed deliveries are retried automatically (after about 30 seconds, then about 2 minutes) before being marked as failed.