CRM Connector
The CRM Connector keeps Insightly CRM and Insightly Marketing in sync, so a record edited in one updates in the other rather than being maintained twice.
On this page:
Setting it up
- Go to System Settings > CRM Connector.
- Review the connector settings and check the box beside each one you want enabled.
- Click Save Connector Settings.
- Click Sync to bring existing Leads and Contacts across as Prospects. This takes longer with large record counts.
🎬 Video tutorial:
A walkthrough of setting up and
using the CRM Connector.
What each setting does
| Setting | Effect when enabled |
|---|---|
| Automatically create Prospects from Leads or Contacts | Every new CRM Lead or Contact creates a matching Marketing Prospect. |
| Automatically change email addresses | Updating a Lead or Contact’s email in CRM updates the linked Prospect’s email in Marketing. |
| Automatically delete or merge Prospects | Deleting or merging a CRM record deletes or merges its linked Prospect. When a Prospect is deleted, its related Marketing data, such as engagement history and list memberships, is not deleted but anonymized. That data is first blanked temporarily, and once the Prospect is fully removed from the recycle bin it is permanently blanked so it can no longer be attributed to a Prospect. |
| Sync Opted Out status | A Prospect’s Opted Out field updates when the mapped Contact or Lead field is updated in CRM. |
| Show Prospect Timeline on matching records | Adds a Timeline tab to Lead and Contact records showing a linked Prospect’s activity. |
| Sync custom field label updates | Changes to a primary field’s label automatically carry over to the labels of its cloned secondary fields. |
Prospect field mapping
Field mapping defines which CRM fields correspond to which Marketing fields, and how updates propagate between them. Contact, Organization, and Lead fields can all be mapped to Prospect fields. Each mapping has three parts: the Prospect field, the CRM field it’s paired with, and an update behavior:
- CRM Value – when the CRM field changes, the Prospect field updates to match.
- Marketing Value – when the Prospect field changes, the CRM field updates to match.
- Most Recently Updated Value – whichever field was edited most recently updates the other.
To map a field: go to System Settings > CRM Connector, click Prospect Field Mapping, click the three-dot menu next to a field and select Edit Field Settings, choose the update behavior from the dropdown, then click Save Settings.
To add a new custom field: go to System Settings > CRM Connector, click Prospect Field Mapping, click Add New Field, then choose Add New Prospect Field From CRM or Add New CRM Field From Prospect. Select the object the field maps to and the field to sync with, set the update behavior, enter a label (the field name auto-populates from it), and click Add Field.
New custom fields can be added and mapped this same way.
Adding CRM records to Marketing lists
Contacts and Leads with an associated Prospect record can be added to Marketing lists in bulk:
- Go to Contacts or Leads in CRM.
- Select the records and start a bulk edit.
- Click Add to Marketing List.
You need editing permissions on the Prospect to use this.
Marketing List also appears on the Related tab of individual Contact and Lead records, linking through to the list details page in Marketing. This is hidden by default and an administrator must add it to the page layout in System Settings.