If you’re tired of copy-pasting meeting notes or losing track of follow-ups because your CRM and meeting tool don’t talk to each other, you’re in the right place. This guide is for anyone who wants their sales calls, customer meetings, or onboarding sessions in Goodmeetings to sync smoothly with their CRM—without a PhD in Zapier or a week lost to trial and error.
Let’s skip the fluff and get your systems working together.
Why bother syncing Goodmeetings with your CRM?
You already know the pain: after every meeting, you have to log outcomes, update contacts, maybe set reminders—often in two or three different places. If you’re in sales, customer success, or run your own shop, this is just busywork. And it’s easy to mess up.
Integrating Goodmeetings with your CRM means: - No more double entry (or triple, if you count the random sticky notes). - Less “wait, did I follow up on that?” moments. - Cleaner data, which means fewer embarrassing slip-ups with clients.
But here’s the honest truth: integrations can be fiddly. Out-of-the-box solutions rarely cover everything, and “seamless” is usually more marketing promise than reality. This guide gives you the real steps you need, plus what to avoid.
Step 1: Map Out What You Actually Need to Sync
Before you even touch a settings page, get clear on what matters. Not everything needs to be synced—just because you can doesn’t mean you should.
Questions to ask: - Which data points matter? (E.g., meeting notes, attendee lists, follow-up tasks, recording links.) - Does the sync need to be two-way, or is one-way enough? - Who needs access to the synced info—just you, or the whole team? - How often does the data need to update? Real-time is nice, but not always necessary.
Pro tip: Start small. Sync only what you’ll actually use. You can always add more fields later.
Step 2: Check What Integrations Already Exist
Don’t reinvent the wheel if you don’t have to. Goodmeetings claims integrations with several big-name CRMs (think Salesforce, HubSpot, Zoho, Pipedrive). But “integration” can mean anything from “syncs everything” to “just adds a meeting link.”
How to check: - Look in Goodmeetings’ settings or integrations marketplace for your CRM. - Check your CRM’s app store for “Goodmeetings.” - Skim the documentation for both products—most vendors oversell, so look for screenshots and actual field mapping examples, not just logos.
If you see your CRM listed and the integration does what you need, great—skip ahead to Step 4. If not, keep reading.
Step 3: Choose Your Integration Method
Depending on what you find, you’ve got a few options:
1. Native Integration (Best-case)
If your CRM is supported natively, go with this. It’ll be less brittle, easier to maintain, and often supports more features.
What works: Usually keeps authentication and data mapping simpler.
What doesn’t: Sometimes only covers basics, like meeting creation or basic notes.
2. Zapier/Make/Workflow Tools
If there’s no native link, try middleware like Zapier, Make (formerly Integromat), or similar. These connect Goodmeetings and your CRM using triggers and actions.
What works: Flexibility—can often sync custom fields, trigger on specific meeting outcomes, etc.
What doesn’t: - Can get expensive if you’re syncing lots of meetings. - Middleware sometimes breaks when one side changes their API. - Delays—real-time isn’t always real.
3. Manual Export/Import
If all else fails, you can export meeting data (CSV, for example) and import it into your CRM. Not automated, but sometimes it’s enough.
What works: Good for historical data or one-off cleanups.
What doesn’t: Not scalable; easy to forget.
4. Custom API Integration
If you’ve got dev resources, both Goodmeetings and most CRMs offer APIs. This is a last resort unless you need something very specific.
What works: Total control.
What doesn’t: Maintenance burden, potential breaking with updates, and upfront dev time.
Step 4: Set Up the Integration
Here’s how setup usually works, with notes for the main paths.
A. Native Integration Setup
- Find the integration page in Goodmeetings.
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Usually under “Settings” > “Integrations.”
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Authenticate with your CRM.
- You’ll likely need admin rights or an API key.
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Be careful: use a dedicated integration user if possible, not your personal account. That way, if you leave the company, things don’t break.
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Choose what to sync.
- Map fields—e.g., link Goodmeetings’ “meeting notes” to your CRM’s “activity notes.”
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Decide on sync direction (one-way or two-way).
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Test with a single meeting.
- Create a dummy meeting, add fake notes, and see if it shows up in your CRM as expected.
- Check for weird formatting or missing fields.
Pitfalls: "Default" mappings might overwrite data or miss key info. Double-check field matches—don’t trust the defaults.
B. Zapier/Make Setup
- Create a new Zap (or scenario) using Goodmeetings as the trigger.
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Common triggers: new meeting, meeting ended, new note, etc.
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Set your CRM as the action.
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E.g., “Create contact,” “Add note to deal,” or “Create task.”
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Map fields carefully.
- This is where things can get messy—field names might not match, or might be missing entirely.
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Use test data to see what comes through.
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Add filters to avoid clutter.
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For example, only sync meetings tagged “Sales” or where a certain attendee is present.
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Test with real (but low-stakes) data.
- Don’t run your whole pipeline through until you’re sure it’s working.
Tips: - Zapier’s “Formatter” tool is a lifesaver for fixing up data before it hits your CRM. - Watch your task limits—if you’re on a free plan, you’ll hit the cap fast.
C. Manual Import/Export
- Export meeting data from Goodmeetings.
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Likely as CSV or Excel.
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Clean up the data.
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Remove junk columns, check formatting.
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Import into your CRM.
- Use the CRM’s import tool, mapping columns as needed.
Not ideal, but works in a pinch.
D. Custom API Integration
You’ll need someone comfortable with APIs. The process is usually:
- Register an API app in both Goodmeetings and your CRM.
- Set up authentication (OAuth or API keys—don’t ever hard-code these in public scripts).
- Write a script or use a platform like AWS Lambda to poll Goodmeetings for new meetings, then push them into the CRM.
- Handle errors and edge cases (e.g., what if a meeting gets deleted?).
- Document everything so someone else can fix it if you vanish.
Warning: This can spiral quickly. Only go this route if you really need custom behavior.
Step 5: Test and Sanity Check
Never trust a new integration blindly. Run a handful of meetings through and look for: - Missing or garbled data. - Duplicate entries. - Updates not syncing as expected.
Pro tip: Have someone else on your team try it. They’ll spot things you missed.
Step 6: Set Up Monitoring (So You Know When It Breaks)
It’s not “if,” it’s “when.” Integrations break—APIs change, permissions expire, someone changes a field name. Ideally: - Set up alerts for failed syncs (Zapier can do this, as can most CRMs). - Check logs regularly for errors. - Document who owns the integration so there’s a go-to person when things go sideways.
What to Ignore (For Now)
- Syncing every field: Most people don’t need every detail. More fields = more headaches.
- Real-time sync: Batch updates every few minutes are fine for most teams.
- Custom code unless you’ve truly hit a wall.
Wrapping Up: Keep It Simple, Iterate Later
Getting Goodmeetings and your CRM to play nice is mostly about starting small and not believing every “seamless integration” promise. Get the basics working, watch for bumps, and only add complexity as you really need it.
Remember, the perfect integration is the one that actually works for your team—not the one with the most bells and whistles. If it saves you from manual data entry and a few errors, you’re already ahead. Adjust as you go, and don’t be afraid to trim things back if they get messy.