Step by step guide to integrating Novocall with your CRM system

Integrating your website call system with your CRM sounds simple. But between jargon, clunky interfaces, and “seamless” promises that aren’t, it can get frustrating fast. If you want real steps—without fluff—on how to connect Novocall to your CRM and actually get useful data, you’re in the right place.

This guide is for sales, ops, or technical folks who want call data inside their CRM, not just another half-connected tool. Whether you’re on HubSpot, Salesforce, or something less common, the basics are the same. Let’s walk through it step by step.

1. Get Clear On What You Want to Track

Before you start clicking, get specific about your goals. “Integrate Novocall with CRM” is too vague. Ask yourself:

  • Do you want every call logged as a contact, a lead, or something else?
  • Are you trying to trigger automations (like follow-ups) based on calls?
  • Do you care about the call recording, time, or just that it happened?
  • Should calls be linked to existing contacts, or always create new ones?

Pro tip: Write down your integration “must-haves” and “nice-to-haves.” This saves a lot of confusion later, especially if you’re working with a team.

2. Check Your CRM’s Integration Options

Not all CRMs play nice with every tool. Before you blame Novocall, check what your CRM actually allows:

  • Direct integration: Some CRMs (like HubSpot or Zoho) offer built-in Novocall integrations.
  • API access: If your CRM supports API access, you can get more custom, but it might need a developer.
  • Zapier or similar middleware: If both tools work with Zapier, you can connect them with some logic in-between.
  • Manual CSV import: If all else fails, you can export call logs and import them. Not fancy, but sometimes perfectly fine.

Find your CRM’s integration docs and skim them. Some CRMs limit what you can push in, or restrict features to higher tiers.

3. Set Up (Or Clean Up) Your Novocall Account

You can’t integrate what isn’t set up. Log into Novocall and:

  • Make sure your tracking numbers, call routing, and users are set up.
  • Check your call log and make a test call to yourself. Make sure data (name, number, time, etc.) is actually showing up.
  • If you want to capture call recordings or custom fields, be sure those are enabled.

Heads up: Some Novocall features (like call recording or advanced analytics) are only on higher plans. Check before you build your whole workflow around a feature you can’t access.

4. Connect Novocall to Your CRM

Here’s where the rubber meets the road. The details depend on your CRM, but the process is usually one of these:

A. Using a Prebuilt Integration

If Novocall lists your CRM as a supported integration, start here. Usually, it’s:

  1. Go to Novocall dashboard > Integrations.
  2. Find your CRM and click “Connect.”
  3. Authorize access (you’ll log into your CRM and approve Novocall).
  4. Map fields:
  5. Match Novocall data (like caller number, time, recording link) to CRM fields.
  6. Choose what happens if the contact already exists (update, skip, etc.).
  7. Save settings.

What works:
- Fast and usually reliable. - Little to no code needed.

What doesn’t:
- Flexibility. You’re limited to what the integration supports. - If you want to trigger custom automations, you might need more.

B. Connecting via Zapier (or Similar)

If there’s no direct integration, use Zapier as the middleman.

  1. Sign up (or log in) to Zapier.
  2. Create a new “Zap.”
  3. Set Novocall as the trigger (e.g., “New Call”).
  4. Set your CRM as the action (e.g., “Create Contact,” “Add Note,” etc.).
  5. Map fields from Novocall to your CRM.
  6. Test the Zap and turn it on.

What works:
- More flexibility. You can add filters, delays, or multi-step automations. - You don’t need to code.

What doesn’t:
- Zapier can get expensive as volume grows. - There’s a lag (usually a few minutes) between call and CRM update. - Debugging failed Zaps is its own kind of pain.

C. Custom API Integration

If you need something unusual, or your CRM is obscure, you might have to go custom.

  1. Check Novocall’s API docs (if available) and your CRM’s API docs.
  2. Have a developer write a script or use a platform like Make.com or Tray.io.
  3. Set up authentication, data mapping, and error handling.
  4. Test thoroughly—API errors are sneaky.

What works:
- Total control over data and workflow.

What doesn’t:
- Time-consuming and needs a developer. - Maintenance—API changes or outages mean more work for you.

D. Manual Import

Not ideal, but sometimes it’s enough.

  1. Export your Novocall data as CSV.
  2. Clean up the file (dedupe, fix columns).
  3. Import to your CRM using their import tool.

What works:
- Simple, no ongoing maintenance.

What doesn’t:
- Not real-time. You’re always playing catch-up. - Easy to mess up data mapping.

5. Test, Test, Test

Don’t just trust that “integration successful” message. Do a few realistic test runs:

  • Make a test call as a new contact (use a real phone, if possible).
  • See if the call shows up in your CRM, and check the details.
  • Try a repeat call from the same number—does it update the contact, or create a duplicate?
  • If you’re syncing call recordings or notes, confirm they’re attached.

Pro tip: Ask a team member to try it fresh. They’ll spot things you missed.

6. Set Up Automations (But Don’t Go Overboard)

Once the basics work, you can set up automations:

  • Assign incoming calls to sales reps based on source or time.
  • Trigger follow-up tasks or emails after missed calls.
  • Score leads based on call activity.

But here’s the thing: most teams never use half the automations they set up. Start with the one or two that’ll actually save you time, and ignore the rest for now. You can always add more.

7. Train Your Team (and Write It Down)

If you want the integration to actually help—not just be another “IT project”—teach your team what’s changed:

  • Where to look for call data in the CRM.
  • What to do if something looks wrong (who to tell, how to fix).
  • Any new steps (like logging call outcomes).

Jot down the process in a shared doc. Future you will thank you when something breaks or when you onboard someone new.

8. Keep an Eye On Data Quality

Integrations have a way of quietly breaking—especially when either tool changes something. Set a reminder to review:

  • Are calls still syncing?
  • Are contacts being duplicated?
  • Is important info (like call recordings) making it through?

A quick monthly check saves you a world of pain versus discovering six months later that half your calls are missing.

What’s Worth Ignoring?

  • “Advanced” Analytics you’ll never look at: If you’re not already using CRM reports, don’t stress about piping in every field. Start simple.
  • Perfect automation logic: Good enough beats perfect. Iterate as you go.
  • Integrations for everything: Focus on the calls that matter (sales, support), not every single ring.

Wrapping Up: Don’t Overthink It

Getting Novocall and your CRM to talk isn’t magic, but it’s not always as easy as the sales pitch says. Start with the basics, make sure your data’s flowing, and only add bells and whistles once you see real value. Keep your process documented, test once in a while, and don’t let “integration” become a four-letter word.

If you keep it simple and tweak as you go, you’ll get more out of your call data—and a lot fewer headaches.