Integrating with Your CRM

Sync contacts between Mailnaptic and your CRM

Integrating with Your CRM

Keeping your CRM and Mailnaptic in sync ensures your sales team works with up-to-date email engagement data while your marketing emails reflect the latest CRM information. Mailnaptic supports CRM integration through its API and webhook system.

Integration approaches

There are three common ways to connect Mailnaptic with your CRM:

What to sync

From CRM to Mailnaptic

• New contacts: When a lead or customer is created in your CRM, add them to Mailnaptic with the appropriate list and tags.
• Contact updates: When a CRM field changes (e.g., deal stage, company name), update the corresponding custom field in Mailnaptic.
• Deal stage changes: Use tags or custom fields to reflect pipeline stages so you can segment by deal status.

From Mailnaptic to CRM

• Email engagement: Push open and click events to CRM activity timelines so sales reps see engagement without leaving their CRM.
• Unsubscribes: Flag contacts who opt out so sales reps don't inadvertently email them.
• New subscribers: When someone subscribes via a Mailnaptic form, create or update the CRM record.

Setting up real-time sync with webhooks

For pushing Mailnaptic events to your CRM in real time:

1. Create an outgoing webhook endpoint in Organization → Webhooks.
2. Point it at your CRM's API (or a middleware layer you control).
3. Subscribe to relevant events: contact.created, contact.updated, email.opened, email.clicked, contact.unsubscribed.
4. In your middleware, map Mailnaptic event data to your CRM's API format and push updates.

Setting up bidirectional sync via API

For a full two-way sync, build a sync service that:

1. Polls or listens for changes on both sides (Mailnaptic webhooks + CRM webhooks or polling).
2. Maps fields between the two systems. Create a field mapping table:

   CRM "Company"       → Mailnaptic custom field "company"
   CRM "Deal Stage"    → Mailnaptic tag "stage:{{value}}"
   Mailnaptic "opened" → CRM activity "Email Opened"

3. Handles conflicts with a "last write wins" or "CRM is source of truth" strategy.
4. Deduplicates using email address as the shared identifier.

CRM-specific tips

• HubSpot: Use HubSpot's native webhook triggers plus Mailnaptic's API. Map Mailnaptic tags to HubSpot contact properties.
• Salesforce: Use a middleware like Zapier or a custom Apex trigger that calls Mailnaptic's API on record changes.
• Pipedrive: Pipedrive's webhook feature can push deal updates to your sync service, which then updates Mailnaptic tags.

Best practices

• Start small: Begin with one-directional sync (e.g., CRM → Mailnaptic) and expand once stable.
• Log everything: Maintain sync logs to debug mismatches.
• Use idempotent operations: Mailnaptic's upsert contact endpoint prevents duplicates even if sync runs twice.
• Rate limit awareness: Respect API rate limits on both Mailnaptic and your CRM to avoid throttling.

Tip: Use Mailnaptic's contact tags to reflect CRM segments (e.g., crm:customer, crm:prospect) so you can target campaigns based on CRM data.