If you’re tired of manually shuffling data between your CRM and other tools, you’re not alone. Integrations are never as “plug-and-play” as the marketing says. This guide is for people who want Sharefable and their CRM to actually talk to each other—without spending weeks on it or making a mess.
Maybe you’re a marketing manager who wants to sync leads. Maybe you’re handling ops and need to keep contact info up-to-date everywhere. Either way, you want less copy-paste and more automation. Let’s get real about what works, what’s a headache, and how to keep it simple.
Step 1: Get Clear on What Data Should Flow
Before you even open your CRM or Sharefable, stop and think. Integrations go sideways fast when you try to sync too much, too soon.
Ask yourself: - What info actually needs to move between Sharefable and your CRM? (E.g., contacts, leads, notes) - Which direction? (Just Sharefable → CRM? Or both ways?) - How often? (Real-time, daily, just when someone clicks a button?)
Pro tip: Start with just one or two data types. If you try to sync everything at once, you’ll spend your weekend fixing duplicates and broken records.
Step 2: Check What’s Possible (and What’s Not)
Don’t assume your CRM and Sharefable will magically know how to connect. Check what’s supported.
2.1. What Sharefable Offers
- Native Integrations: Some CRMs (like HubSpot or Salesforce) might have a direct connection in Sharefable. If you see your CRM listed, great—you’re in luck.
- Zapier or Make (Integromat): If there’s no direct option, check for Zapier or Make support. These “middleman” tools can link Sharefable to hundreds of CRMs.
- API: If you’ve got dev resources, both Sharefable and most CRMs have APIs. This is the most flexible, but also the most work.
2.2. Know Your CRM’s Limits
Each CRM has its own quirks: - Some have limits on how often you can sync or how many records you can move per day. - Some (especially cheaper ones) don’t let you create custom fields or trigger automations easily. - Permissions can trip you up—make sure your user account has access to API/integration features.
Be honest: If your CRM is older or "locked down," you might need to involve IT or look for workarounds.
Step 3: Prep Your Accounts and Data
Don’t skip this. Garbage in, garbage out.
- Clean your data: If you’ve got duplicate contacts, outdated info, or weird field names, fix those now. Integrations multiply messes.
- Back up your CRM: Before you start, export your CRM data. If anything goes wrong, you’ll thank yourself.
- Get admin access: You’ll need it for both tools. If you’re not the admin, buddy up to whoever is.
Step 4: Choose Your Integration Method
Let’s get specific.
4.1. Native Integration (If Available)
If Sharefable lists your CRM as a direct integration:
- Log into Sharefable. Find “Integrations” in the dashboard.
- Select your CRM. You’ll probably need to authenticate (log in to your CRM and approve permissions).
- Map your fields. This is where you decide what goes where. Don’t just click “sync all”—be picky.
- Test with a few records. Make sure things are landing where you expect before syncing everything.
What works: Easiest, fastest, and least maintenance—if it exists.
What doesn’t: Native integrations are usually basic. Advanced workflows, custom field mapping, or edge cases might not be supported.
4.2. Zapier or Make
If there’s no native integration, these tools are the next best thing.
- Create accounts on Zapier or Make.
- Set up your “Zap” or “Scenario.” Choose Sharefable as the trigger (e.g., “new lead in Sharefable”) and your CRM as the action (e.g., “create contact”).
- Map fields carefully. Pay attention—field names might not match up exactly. Sometimes you’ll need to use “custom value” or similar.
- Test it. Always run a real test with sample data.
- Turn it on, but monitor for errors. Zapier/Make will usually email you if things break, but check in the first week.
What works: Easy to get started—no code required. Great for basic “send this data when X happens” workflows.
What doesn’t: These tools can get expensive if you’re syncing lots of records. Complex logic (like “only sync if X and Y are true”) can get messy. There’s a delay—don’t expect true real-time unless you pay for premium plans.
4.3. Custom API Integration
If you need something more tailored, or your CRM is obscure, the API route is your friend (but only if you have technical help).
- Check the Sharefable API docs and your CRM’s API docs.
- Decide on triggers and actions. What event in Sharefable starts the sync? What endpoint in the CRM should it hit?
- Write and test your scripts. Start small—just one type of data, one direction.
- Set up error logging and alerts. APIs break. Make sure you know if/when it happens.
- Document what you did. You’ll forget in six months.
What works: Total control. You can build exactly what you need.
What doesn’t: Maintenance is on you. If APIs change or you hit limits, you’re the help desk.
Step 5: Map and Transform Your Data
No two tools speak exactly the same language. If your CRM uses “First Name” and Sharefable uses “Given Name,” you need to map fields. Same goes for things like phone numbers, tags, or custom properties.
- Start simple: Only map the fields you actually use.
- Watch for data types: Dates, dropdowns, and checkboxes can trip you up if they don’t match.
- Handle missing data: Decide what happens if a field is empty—skip the record, or fill with a default?
Pro tip: Keep a cheat sheet of how each field maps. It’ll save you hours later.
Step 6: Test Everything (and Don’t Trust “It Just Works”)
Integrations love to break when you’re not looking. Don’t trust it until you’ve tested:
- Adding new data in Sharefable—does it show up in the CRM?
- Editing or deleting—does the change sync?
- Edge cases—like weird characters, long notes, or partial info.
Check both directions: Sometimes data only flows one way. You don’t want surprises.
Step 7: Set Up Alerts and Ongoing Checks
Even if it works today, things can break when APIs change, passwords expire, or someone changes a field name.
- Set up error notifications: Most tools will let you get emailed or pinged if something fails.
- Schedule monthly checks: Just spot-check a few records to make sure syncs are still happening.
- Keep stakeholders in the loop: If sales or support relies on this data, let them know how to flag issues.
Step 8: Review, Adjust, and Don’t Overcomplicate
After a couple weeks, take stock:
- Are you getting the data you need, where you need it?
- Are there fields you thought you needed, but never use?
- Is anything breaking, or creating duplicate/confusing records?
Trim what you don’t need. Complexity is the enemy. The more fields you sync, the more can go wrong.
What to Ignore (for Now)
- Syncing every field “just in case.” Resist the urge. Only move what matters.
- Chasing perfect real-time sync. For most teams, a 5-minute delay is fine. Don’t pay extra unless it’s critical.
- Building custom dashboards before things work. Get the basics right first.
Wrapping Up: Keep It Simple, Keep It Working
Integrating Sharefable with your CRM isn’t magic, but it doesn’t have to be a nightmare. Start small, sync only what you need, and test everything. If you hit a wall, don’t be afraid to ask for help—sometimes a quick message to support saves hours. Most of all, remember: less is more. Get your core data flowing, make sure it’s reliable, and add bells and whistles later—if you actually need them.