CRM Integration

Wozena integrates directly with your CRM so you can import contacts for campaigns, push call outcomes back after every call, and keep your sales pipeline updated automatically.

---

What the CRM Integration Does

---

Connecting Your CRM

---

Setup Wizard

The setup wizard walks you through 4 steps to configure your CRM integration.

Step 1: Select Contact Lists

Choose which contacts to import from your CRM.

• All Contacts — Import every contact from your CRM
• Specific lists — Select individual lists, tags, or segments. Use the search bar to filter if you have many lists.

You must select at least one list or "All Contacts" to proceed.

Step 2: Map Fields (Pull)

Configure how CRM fields translate to Wozena contact fields when importing.

Default mappings are pre-filled:

Adding custom mappings:

1. Click "Add custom mapping" at the bottom
2. Select a CRM field from the searchable dropdown (search to filter through 100+ fields)
3. Select the target Wozena field, or click "+ Create custom field" to create a new Wozena custom field from the CRM field name

Step 3: Push Settings

Configure what happens after every call — what data gets pushed back to your CRM.

Auto-push toggle: Enable to automatically push call data to CRM after every call. Disabled by default — you must explicitly opt in.

Data to push (when auto-push is on):

Sync interval: How often Wozena re-imports contacts from your CRM to catch new additions or changes.

Step 4: Review & Start Import

Review your configuration:

• Lists selected (with estimated contact count)
• Pull field mappings
• Push settings and sync interval

Click "Start Import" to begin importing contacts in the background. You'll receive a notification when the import completes.

---

After Setup

Integrations Page

After connecting, your CRM card on the Integrations page shows:

• Connected status with a green indicator
• Settings button — expand to view sync summary and adjust push settings
• Sync Now button — trigger an immediate re-sync of contacts
• Edit setup link — re-launch the setup wizard to modify field mappings
• Disconnect button — remove the CRM connection (imported contacts remain in Wozena)

Imported Contacts

Contacts imported from your CRM appear in the Contacts page with a colored badge:

• 🟠 HubSpot badge for HubSpot-imported contacts
• 🟢 GHL badge for GoHighLevel-imported contacts

Each imported contact retains a link to their CRM record, enabling push-back after calls.

---

Using CRM Contacts in Campaigns

When creating a new campaign, the Contacts step has three tabs:

Import from CRM tab

If you have previously imported CRM contacts, you'll see a card:

"X HubSpot contacts ready" Previously imported from your CRM and available to use. [Use these contacts]

Click "Use these contacts" to select all CRM-imported contacts for the campaign. You can also import fresh contacts from CRM lists below.

Dynamic Variable Mapping

If your agent uses dynamic variables (like {{first_name}}, {{company}}, {{appointment_date}}), the campaign wizard automatically detects matching contact fields:

• {{name}}, {{first_name}} → Contact name
• {{email}} → Contact email
• {{company}} → Contact company
• {{budget}} → Custom field "budget"
• {{agent_name}} → Not mapped (uses default from flow)

Variables that match contact fields show an "auto" badge. Unmatched variables use their default values defined in the flow editor.

---

Post-Call Data Flow

After every call ends, this pipeline runs automatically:

---

PCA → CRM Field Mapping (Per Agent)

Different agents extract different data. A lead qualification agent might extract budget and interest_level, while an appointment booking agent extracts appointment_date and preferred_time.

To map these agent-specific fields to CRM properties:

---

CRM Automation Actions

The automation engine includes three CRM-specific actions you can use in rules:

To create a CRM automation rule:

1. Go to Automations → New Rule
2. Choose a trigger (e.g., disposition_changed, call_completed, tag_added)
3. Add conditions if needed (e.g., "interest level is high")
4. Select one of the CRM actions above
5. Configure the action (pipeline, stage, note template)
6. Save and enable the rule

---

DNC (Do Not Call) Sync

Do-Not-Call status syncs bidirectionally between Wozena and your CRM:

The rule is strictest wins — if either system marks a contact as DNC, they remain DNC in both systems.

---

Disconnecting

To disconnect your CRM:

1. Go to Integrations → find your connected CRM
2. Click the disconnect button (unlink icon)
3. Confirm the disconnection

What happens when you disconnect:

• ✅ Imported contacts remain in Wozena — they're your data
• ✅ CRM badges stay on contacts for reference
• ✅ Field mappings are preserved (in case you reconnect)
• ❌ Auto-push stops — call data is no longer sent to CRM
• ❌ Scheduled re-sync stops
• ❌ CRM automation actions will fail (rules using CRM actions should be disabled)

You can reconnect at any time — the setup wizard will re-launch to configure the new connection.

---

Troubleshooting

"No CRM lists found"

Your CRM may not have any lists or tags configured. Try selecting "All Contacts" in the setup wizard instead.

Token expired / Connection error

HubSpot tokens expire every 30 minutes. Wozena automatically refreshes tokens before making API calls. If you see repeated token errors:

1. Disconnect the CRM
2. Reconnect via OAuth
3. Re-run the setup wizard

Contacts showing as "Unknown"

Check your field mappings — make sure firstname (HubSpot) or firstName (GHL) is mapped to the Wozena Name field. Re-run the setup wizard and verify Step 2.

Call data not pushing to CRM

Verify:

1. Auto-push is enabled — Integrations → Settings → check the auto-push toggle
2. Contact is CRM-linked — The contact must have been imported from CRM (has the HubSpot/GHL badge)
3. Connection is active — Check the connection status on the Integrations page

Import takes too long

Large imports (10,000+ contacts) run in the background via our job queue. You'll receive a notification when complete. Check the notification bell for status.

---

Security & Compliance

---

What's Next?