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Step-by-step instructions on how to connect iClosed with Close CRM and all about the data we're sending to Close

Updated over 2 weeks ago

By connecting iClosed with your Close CRM you will be able to seamlessly transfer most important data to your CRM

Close CRM integration is available with Business and Enterprise subscription plans (learn more about iClosed pricing and feature breakdown here).

See below detailed tutorial on how to connect it, data you'll receive from iClosed, including detailed guidelines where the data will be mapped inside the Close.

How to connect Close with iClosed

Navigate to Integrations page and click on "Connect" button.

  1. New confirmation window will appear, and click on "Integrate" button

  2. Enter your Close CRM login information

  3. And grant access to iClosed, and once you click "Allow"

  4. you will be directed back to iClosed to complete the configuration

Mapping of the fields

Once you're back in iClosed, you will be able to complete the integration by configuring the mapping fields. You'll have two options to choose from:

  1. Integrate and map fields automatically
    or

  2. To map the fields manually

Fields available for mapping are:

  1. Event name - referred as mapping of the scheduler name

  2. Location - referred as meeting location

  3. Closer email - host email

  4. Outcome - from iClosed call outcomes

    1. Strategy call outcomes (Sale and No sale)

    2. Discovery call outcomes (Approved or Rejected)

  5. No Sale reason - unqualified, no show, contact cancelled, admin cancelled, follow up scheduled, not interested

  6. Objection - additional information about Sale and No sale outcome

  7. Start time - Call start time

Once you map the fields, finish integration by choosing:

  • Integrate and Map automatically or

  • Save changes in case of manual mapping connect these automatically

Additionally, you will have the option to create fields directly from iClosed on a click of a button (up to 50 custom fields available), in case you haven't created them in Close already. Here's a quick tutorial on how to map fields manually, after creating additional custom fields:

  1. Add Custom field if needed, by clicking on "Add Custom Field"

    1. Enter the field name

    2. Confirm by clicking on "Create field"

  2. Select field to connect by clicking on field column drop down menu

    1. e.g. Event Name field → Select Event Name or Location → Location

    2. Repeat the process for all seven predefined fields

  3. Select Close field to map with newly created Custom field

    1. the video below is showing "Host Email" field as example

Once you're done, you can always go back to Integrations page and edit mapping settings by clicking on "View Configuration" button.

Important note

This article will provide you with all information and data that will be sent to Close CRM according to the "Integrate and map fields automatically" option.

Testing integration

Here's the step-by-step guide on how to test it out quickly:

  1. Navigate to AI Scheduler - Events page

  2. Click on the "View Booking page" to access live scheduler

  3. Enter form information and schedule a call

  4. Navigate to Close CRM and check is all the data mapped correctly

If not, you can always go back to Integrations page and edit mapping settings by clicking on "View Configuration" button.

Additionally, before deleting "testing lead" from your iClosed and Close account, feel free to change the lead status, or add outcomes (if the call is in the past), in order to see if this information will show as well (if you've previously mapped those fields).

Pro tips

As soon as the lead fill out phone number or email (depending of which of the two is set on primary form page), iClosed will catch the data and send it to
​iClosed Global Data and to your Close CRM.
​

Such lead will be tagged as "Potential", until the status changes.

Data transferred from iClosed to Close CRM

Potential lead status

When the prospect enters a phone number or email but doesn't finish the form.

Lead status in Close will update to Potential.

Data transferred - Leads page

  • Name

    • phone number - if that is set on your primary form page

    • prefix of the email address - if email is set on your primary page

  • Call button - will be available if phone has been set on the primary form page or captured

  • Email button - will be available if it's captured/email is set on the primary form page

  • Status - Potential

  • Email address field - will be available if it's added by lead on the form

  • Phone number field - will be available if it's added by lead on the form

  • Created - date when the lead is created (captured by iClosed)

  • Created by/Updated by - user who connected iClosed with Close CRM

  • Updated - date when the lead has been updated

  • Source - API

Data transferred - Contacts page

  • Name

    • phone number - if that is set on your primary form page

    • prefix of the email address - if email is set on your primary page

  • Call button - will be available if phone has been set on the primary form page or captured

  • Email button - will be available if it's captured/email is set on the primary form page

  • Title - iClosed event name

  • Contact created/updated - date when the lead is created (captured by iClosed)

Qualified / Disqualified lead status

Qualified leads:
​Prospects who have filled out the whole form, but for some reason didn't book a call.

Lead status in Close will update to Qualified.

Disqualified leads:
​Leads who have filled out the form, but couldn't book a call due to your disqualification criteria set.

Lead status in Close will update to Disqualified.

Data transferred - Leads page

  • Name - full lead name as entered on the form

  • Call button - will be available

  • Email button - will be available

  • Status - Qualified or Disqualified

  • Email address field - will be available as per email entered on the form

  • Phone number field - will be available as per phone number entered on the form

  • Created - date when the lead is created (captured by iClosed)

  • Created by - user who connected iClosed with Close CRM

  • Updated - date when the lead has been updated

  • Source - API

Data transferred - Contacts page

  • Name - full lead name as entered on the form

  • Call button - will be available

  • Email button - will be available

  • Title - iClosed event name

  • Contact created - date when the lead is created (captured by iClosed)

Strategy or Discovery call booked status

Leads who booked a call, no matter if it's a Strategy (sales) or Discovery (setters) call type no matter if it was booked from event URL or from Global Data in iClosed.

Lead status in Close will update to Strategy call booked or Discovery call booked depending of the event type.

Data transferred - Leads page

  • Name - full lead name as entered on the form

  • Call button - will be available

  • Email button - will be available

  • Status - Strategy call booked or Discovery call booked

  • Email address field - will be available as per email entered on the form

  • Phone number field - will be available as per phone number entered on the form

  • Created - date when the lead is created (captured by iClosed)

  • Created by - user who connected iClosed with Close CRM

  • Updated - date when the lead has been updated

  • Source - API

Additionally, note will be added inside the lead/contact card with all information about the call.
​

Data transferred - Contacts page

  • Name - full lead name as entered on the form

  • Call button - will be available

  • Email button - will be available

  • Title - iClosed event name

  • Contact created - date when the lead is created (captured by iClosed)

Data sent per additional actions in iClosed

Call outcomes

Whenever a call outcome is added in iClosed it will be sent to Close CRM, no matter the outcome.

Added outcomes will appear inside the lead/contact card with all necessary information.

Once the lead outcome is added, lead status will update to Strategy or Discovery call booked depending of the call type.

Contact card details

Any change in lead details such as name, email or phone number will be updated in Close CRM as well.

Example:

  • Lead name was "Fabien Barthez"

  • After the name was edited in iClosed the change appeared in Close CRM as well

FAQ's

Will call owner changes in iClosed update in Close CRM?

No, such changes will not update with the current version of direct integration. We're already working on new version that will allow users more flexibility in mapping, and ensure all updates are properly sent to your CRM - it's coming soon.

Does direct integration support Opportunity updates?

Not at the moment. The reason why Opportunity updates in Close are not part of this version is because of the pipeline customization that is available in Close.

But here's a workaround that you can use to update your Opportunities with the help of Zapier or Make.

Before you start, please navigate to the Integrations page in iClosed and connect your account with Zapier or Make.

Potential trigger for primary lead and opportunity status updates

  1. Start workflow with Potential trigger since every lead will start it's iClosed scheduler journey as potential

  2. Zapier filter - proceed only if email is not containing "@" sign

    1. This ensures second potential trigger to be stopped after lead enters email on the second form page (if phone number is set on primary form page)

    2. Only lead with phone number entered will continue within workflow

  3. Set delay for for approximately 10 minutes, depending of the length the form, to provide enough time to the lead to book a call

  4. Search contact in iClosed to find out latest lead status

  5. Find lead in Close per phone number

  6. Split workflow into paths depending of the mapping:

    1. Path A = allow only if status is Potential in iClosed → update lead status and opportunity status in Close

    2. Path B = allow only if status is Qualified in iClosed → update lead status and opportunity status in Close

    3. Path C = allow only if status is Disqualified in iClosed → update lead status and opportunity status in Close

    4. Path D = allow only if status is Discovery call in iClosed → update lead status and opportunity status in Close

    5. Path E = allow only if status is Strategy call in iClosed → update lead status and opportunity status in Close

Call outcomes trigger for updating lead and opportunity statuses

  1. Start workflow with Call outcome trigger

  2. Find Lead in Close per phone number or email

  3. Find Opportunity in Close (if needed)

  4. Split into paths - approve to proceed only with outcome keyword

    1. Path A - For Sale (Strategy call) outcome

    2. Path B - No Sale (Strategy call) outcome

    3. Path C - Approved (Discovery call) outcome

    4. Path D - Rejected (Discovery call) outcome

  5. Update lead and opportunity statuses per outcomes and outcome reason

How to override lead status updates that are coming from iClosed after outcome is added and how to update opportunities with Call outcome triggers?

As soon as the outcome is added in iClosed, lead status will change to Strategy or Discovery call booked.

In case you've already changed the status in your Close CRM, here's a workaround that you can use to update your Opportunities with the help of Zapier or Make.
​
Before you start, please navigate to the Integrations page in iClosed and connect your account with Zapier or Make.

Call outcomes trigger for updating lead and opportunity statuses

  1. Start workflow with Call outcome trigger

  2. Find Lead in Close per phone number or email

  3. Find Opportunity in Close (if needed)

  4. Split into paths - approve to proceed only with outcome keyword

    1. Path A - For Sale (Strategy call) outcome

    2. Path B - No Sale (Strategy call) outcome

    3. Path C - Approved (Discovery call) outcome

    4. Path D - Rejected (Discovery call) outcome

  5. Update lead and opportunity statuses per outcomes and outcome reason

Can I connect one iClosed account with more than one Close organization?

That is not possible at the moment as we support integration with only one Close organization. You can either:

  • Use iClsoed direct integration with your main organization and store all leads or

  • To build workflow automations with Zapier or Make for each organization

Learn more

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