How to set up CRM integrations

Create a seamless flow from your sales process to project delivery by connecting VOGSY with your Customer Relationship Management (CRM) tool.

This article explains the benefits of the integration and how to set it up correctly.

The integration allows your sales and operations teams to work in their preferred systems while keeping data perfectly synchronized.

• For Sales & Marketing: Continue to manage all leads, contacts, and deal stages within your CRM.

• For Operations: Once a deal reaches a specific stage in the CRM (e.g., "Proposal Sent"), it automatically syncs to VOGSY as an opportunity. This gives your delivery teams the vital information they need to forecast resources and prepare for new projects, all without needing access to the CRM.

Integrating your CRM allows for a seamless flow of data into VOGSY. Setting up the connection requires authorizing the link and then carefully mapping how data translates between the two systems.

1. Connect your CRM

First, establish the secure connection between VOGSY and your CRM provider.

1. Navigate to the VOGSY back office and open the CRM setup section (alternatively, you can use the Setup Assistant).

2. Click "Connect an external CRM" and select your specific CRM platform.

3. Follow the on-screen prompts to log in and authorize the connection.

2. Map opportunity stages

Once connected, you must define how your CRM pipelines interact with the VOGSY opportunity lifecycle. This configuration determines exactly when a CRM deal becomes a VOGSY opportunity.

• Map pipeline stages: If your CRM uses multiple pipelines, you must map the stages of these various pipelines to the corresponding states in VOGSY.

• Set creation triggers: For each mapped stage, you can specify if that stage should trigger the creation of data in VOGSY.

  • If enabled, when an opportunity reaches this stage in the CRM, VOGSY will automatically create a corresponding opportunity and organization in VOGSY.

  • Note: It is best practice to only enable this for stages where the deal is mature enough to require PSA involvement (e.g., "Qualified" or "Proposal sent").

3. Initial import

After mapping your stages, you can bring existing data into VOGSY immediately using the Initial import feature found within the mapping settings.

• How it works: This feature scans your CRM for all opportunities that are currently sitting in a stage you have marked to be imported (as configured in step 2).

• What gets imported: VOGSY will import these records in bulk, creating the necessary organizations and opportunities so your VOGSY pipeline reflects your current CRM reality without manual entry.

4. Organization matching & synchronization

To ensure data integrity, VOGSY follows specific logic when importing and syncing data.

• Smart matching: When importing data (via initial import or a stage change), VOGSY always attempts to match the CRM organization to an existing VOGSY organization by name first.

  • Match found: The CRM opportunity is linked to the existing VOGSY organization.

  • No match: A new organization is created in VOGSY using the CRM data.

• Continuous sync: Once an organization is created or matched, the two systems remain synchronized. Changes made to organization details in either VOGSY or the CRM will automatically update the other system.

Disconnecting the integration

If you need to revoke access or switch CRMs, you can disconnect at any time.

1. Access the "Third party integrations" section in the VOGSY back office.

2. Click the CRM settings link.

3. Click "Disconnect."

For the integration to work correctly, please ensure the following conditions are met:

1. User Permissions:

• The person setting up the connection must have the Support Staff role in VOGSY.

• They must also have administrator rights in your CRM system.

2. Required Opportunity Data:
For an opportunity record to sync from your CRM to VOGSY, it must contain all of the following information:

• An opportunity owner whose email address matches the email of an active VOGSY employee.

• An opportunity name.

• A stage that you have mapped for synchronization.

• A revenue value.

• A close date and a creation date.

• At least one associated contact with a first name, last name, and email address.