If you're reading this, you've probably got a CRM that's good enough (or at least entrenched), and you've started using Decktopus to build presentations or collect leads. Now you're wondering: can these two actually talk to each other, or are you doomed to endless copy-paste? This guide is for you—the person who wants real integration, not just a checkbox on a product page.
Let's break down how to connect Decktopus to your CRM for smoother workflows, fewer manual steps, and less hair-pulling. I'll flag what works, what doesn't, and what to watch out for—no sugarcoating.
Why bother integrating Decktopus with your CRM?
Let’s keep this quick: If you collect leads, feedback, or any data via Decktopus forms, you want that info in your CRM automatically. Manual export/import is error-prone and a waste of time. Integrating saves you hours and helps you follow up faster—assuming you set it up right.
Step 1: Know your tools (and their limits)
Before you start, take a reality check:
- Decktopus isn’t Salesforce. It's a presentation tool with some lead capture features, not a full-blown marketing automation suite.
- CRM variety is huge. Whether you’re on HubSpot, Salesforce, Zoho, Pipedrive, or something else, the steps differ. Most CRMs have APIs or Zapier support, but not all work the same way.
- Official integrations are limited. As of 2024, Decktopus doesn’t offer deep, direct integrations with major CRMs. What you get is export (CSV/Excel) and Zapier. If you want plug-and-play, you’ll be disappointed.
Bottom line: You’ll probably rely on Zapier, Make (formerly Integromat), or manual exports unless you build your own integration.
Step 2: Map out your “must-have” workflow
Don’t start wiring things up before you know exactly what you want Decktopus to do with your CRM. Ask yourself:
- Where in Decktopus are you capturing data? (Lead forms, contact slides, etc.)
- Which fields do you need in your CRM—and what should happen next? (Create a contact, update a deal, send an email, etc.)
- Is this a one-way push (Decktopus → CRM), or do you need two-way sync? (Spoiler: two-way is rare and tricky.)
Pro tip: Keep it simple. Start with Decktopus sending new leads to your CRM. You can always add complexity later.
Step 3: Choose your integration method
Here’s what actually works (and what’s a waste of time):
1. Zapier (or Make) Integration
If your CRM supports Zapier, this is your best bet:
- Decktopus can send form submissions to Zapier.
- Zapier then pushes that info into your CRM.
Pros: - No code required. - Fast to set up. - Lots of flexibility (can add filters, delays, etc.).
Cons: - Zapier is yet another service to pay for. - Decktopus triggers are limited—usually just “new form submission.” - Can get messy if you have lots of forms or CRMs with custom fields.
2. Manual Export/Import
If you’re collecting leads in bulk, or your CRM doesn’t play well with Zapier:
- Export Decktopus responses as CSV/XLSX.
- Import manually into your CRM.
Pros: - No extra tools or costs. - Works with any CRM.
Cons: - It’s manual—so, easy to forget, and not instant. - Import mapping can be annoying.
3. Custom API Integration
If you have developers (or are one), you could build your own:
- Use Decktopus’s export or webhook features (if available).
- Push data to your CRM’s API.
Pros: - Ultimate flexibility. - Can automate complex workflows.
Cons: - Time-consuming and sometimes brittle. - Overkill unless you have specific needs.
What to ignore:
Don’t waste time looking for a “native” Decktopus-CRM integration unless it’s specifically listed by both platforms. Most of the “integrations” you see are just Zapier under the hood.
Step 4: Set up your connection (Zapier example)
Let’s walk through the most common (and realistic) scenario: pushing Decktopus leads to your CRM using Zapier.
1. Log in to Zapier and connect accounts
- Create a Zapier account (free tier is fine for testing).
- Connect your Decktopus and CRM accounts to Zapier.
2. Set Decktopus as the trigger
- Choose Decktopus as your “Trigger App.”
- Select the trigger: usually “New Form Submission.”
- Zapier will ask you to connect your Decktopus account—follow the prompts.
3. Test the Decktopus trigger
- Submit a test form in your Decktopus presentation.
- Confirm Zapier sees the data. If not, check permissions and make sure the form is public.
4. Set your CRM as the action
- Choose your CRM as the “Action App.”
- Pick the action: “Create Contact,” “Add Lead,” etc.
- Map Decktopus fields (name, email, etc.) to your CRM fields.
5. Test and tweak
- Run a test to make sure data lands in your CRM as expected.
- Fix any mismatched fields or errors Zapier throws.
6. Turn on your Zap
- Once it works, turn it on. You’re live.
Pro tips: - If you use multiple Decktopus forms, set up separate Zaps or use filters. - Set up notifications or error alerts in Zapier, so you know if something breaks.
Step 5: Handle common headaches
Even with Zapier, you’ll run into issues. Here’s what to expect:
- Field mismatches: Decktopus forms are simple. If your CRM expects a ton of required fields, you’ll need to adjust forms or set defaults in Zapier.
- Duplicates: CRMs can create duplicate contacts if you don’t set up deduplication rules in Zapier.
- Zapier task limits: Free plans cap you at 100 tasks/month. You’ll run out faster than you think if you get lots of leads.
- Data privacy: Make sure you’re not sending sensitive info through Zapier if your company has compliance requirements.
Honest take:
This isn’t a “set it and forget it” situation. Check your integration every few weeks—especially after Decktopus or your CRM does a big update.
Step 6: Automate next steps (if you want)
Once leads hit your CRM, think about what happens next. Automate basic follow-ups, assign leads, or set reminders—but don’t overcomplicate things.
- Use your CRM’s built-in workflows to send welcome emails or assign owners.
- If you need more, Zapier can trigger Slack messages, add leads to a spreadsheet, or kick off more complex automations.
But seriously:
Don’t try to automate every tiny thing from Day 1. Get the basics working, then see what’s worth tweaking.
What about alternatives? (And what not to do)
- Third-party integration platforms: Make (Integromat) works similarly to Zapier and may be cheaper for higher volumes.
- Custom scripts: If you really need two-way sync or have niche requirements, build it yourself—but only if you have the time and skills.
- Manual forever: If you’re only getting a handful of leads, the hassle of automation might not be worth it. Sometimes, simple is better.
Ignore:
- Any integration “promises” that don’t link to docs or show real examples.
- Chrome extensions that claim to sync Decktopus and CRMs automatically—they’re often unreliable or short-lived.
Wrapping up: Keep it simple, fix as you go
Integrating Decktopus with your CRM isn’t rocket science, but it’s not magic either. Start with the smallest, simplest workflow that solves your biggest pain. Get that working reliably—then add polish later.
If something breaks, don’t panic. Keep your process documented, check integrations regularly, and remember: even small wins can save a ton of time over months.
The best workflow is the one you’ll actually use—so resist the urge to overengineer. Good luck!