Step by step guide to integrating Tldv with your CRM for seamless lead tracking

If you're tired of copying meeting notes into your CRM, or leads falling through the cracks because nobody logged the call, this is for you. This guide walks through hooking up Tldv—the meeting recorder and transcription tool—to your CRM, so your team isn't stuck playing catch-up. If you want your leads tracked without manual work, and you're not into buzzwords or “seamless” as a wishful promise, keep reading.

Why bother integrating Tldv with your CRM?

Let’s get this out of the way: You don’t have to connect Tldv to your CRM. But if you’re juggling a bunch of sales calls or customer meetings, you’re probably losing details or forgetting to log things. Integration means:

  • Meeting transcripts, action items, and lead info go straight into your CRM—no more double entry.
  • Sales and support teams see the full context of every call.
  • Less admin work, fewer mistakes.

But, the catch: It takes a bit of setup, and not every CRM has a plug-and-play Tldv integration. Sometimes you’ll use native connectors; other times, you’ll need Zapier or similar tools. I’ll cover both.

Step 1: Make sure you’ve got the basics covered

Before you dive into integrations, check these:

  • Have a Tldv account (free or paid—features vary, but you can start free)
  • Your CRM login details (Salesforce, HubSpot, Pipedrive, Zoho, etc.)
  • Admin access to both tools (otherwise, you’ll hit walls)
  • A clear idea of what you want to track: Are you just saving meeting recordings? Creating leads? Attaching notes to contacts?

Don’t just “connect everything.” Decide what actually needs to be automated—otherwise you’ll create a noisy, unusable CRM.

Step 2: Connect Tldv to your meeting platform

Tldv doesn’t run in isolation—it’s built to record Zoom, Google Meet, or Microsoft Teams calls.

  • Install the Tldv extension or app for your meeting tool.
  • Authorize Tldv to access your calendar or video meetings.
  • Test a meeting recording to make sure transcripts and summaries are being generated.

Pro tip: If your sales team is on different platforms (some on Zoom, some on Teams), standardize now. Integrations get messy fast when tools are inconsistent.

Step 3: Figure out your CRM integration options

Tldv’s direct CRM integrations are still limited. Here’s the reality:

  • Native integrations: As of now, Tldv offers a direct HubSpot integration, and a beta for Salesforce. If you use these, great—skip the Zapier part.
  • Third-party connectors: For most other CRMs, you’ll need to use Zapier or Make (formerly Integromat).
  • Manual exports: Worst case, you can download transcripts and upload them, but honestly, that defeats the purpose.

How to check your options

  • In Tldv, go to Settings > Integrations.
  • Look for your CRM. If it’s there, click “Connect” and follow the prompts.
  • If not, plan on using Zapier or a similar tool.

Step 4: Setting up a native CRM integration (if available)

Let’s use HubSpot as the example, since it actually works today.

  1. Connect Tldv to HubSpot:

    • In Tldv, go to Integrations and select HubSpot.
    • Authorize access—follow the prompts to let Tldv create or update records in your CRM.

  2. Choose what to sync:

    • Decide if you want entire meeting transcripts, just notes, or both sent over.
    • Map Tldv fields to HubSpot properties (e.g., transcript to “Call Notes,” action items to “Tasks”).

  3. Test it:

    • Record a sample meeting with Tldv.
    • Check HubSpot—there should be a new note, activity, or contact updated, depending on your settings.

Honest note: These integrations are still a bit basic. You might not get fine-grained control (e.g., only syncing certain types of meetings), so be ready to tweak or clean up some records.

Step 5: Using Zapier (or Make) for other CRMs

If your CRM isn’t supported natively, Zapier is your friend. Here’s how to set it up:

  1. Create accounts:

    • You’ll need a Zapier (or Make) account. Free plans cover basic needs, but volume can be an issue if you record lots of meetings.

  2. Set up your trigger:

    • In Zapier, create a new Zap.
    • Trigger: New Meeting or Transcript in Tldv.
    • Connect your Tldv account and let Zapier poll for new recordings.

  3. Add your CRM action:

    • Action: Create or update lead/contact in your CRM (e.g., Pipedrive, Zoho, Copper).
    • Map fields: Meeting summary to “Notes,” action items to “Tasks,” etc.

  4. Customize filters:

    • Add filters so only relevant meetings (e.g., titled “Discovery Call”) trigger the automation.
    • You don’t want every internal meeting spamming your CRM.

  5. Test your Zap:

    • Run a real meeting and see if the data lands where you want it.

Heads up: Zapier is reliable, but it’s not perfect. Expect occasional delays (up to 15 minutes on free plans), and watch out for duplicate records if your field mapping isn’t airtight.

Step 6: Deciding what Tldv info goes into your CRM

You don’t want to dump everything in your CRM. Here’s what actually helps:

  • Meeting summaries — Useful.
  • Transcripts — Only if you really need the full text (otherwise, it clutters the CRM).
  • Action items — Great for follow-ups. Map these to tasks or custom fields.
  • Recordings — Only link if your team actually reviews them.

What to skip: Internal meetings, generic updates, or anything not directly related to customer engagement. Your CRM should be a sales tool, not a dumping ground.

Step 7: Test, tweak, and get feedback

Set up a trial run with your team:

  • Have a few reps use the integration for a week.
  • Ask what’s working and what isn’t. Is the right data showing up? Too much? Too little?
  • Fix field mapping issues—sometimes, notes go to weird places or duplicate contacts get created.

Pro tip: Don’t be afraid to turn off automations that just add noise. The goal is less manual work, not more clutter.

Step 8: Train your team (but keep it simple)

Even the slickest integration fails if your team doesn’t use it right.

  • Show them how meetings are logged.
  • Explain what gets synced—so they don’t panic about “private” calls showing up.
  • Remind everyone: The CRM isn’t a surveillance tool. The idea is to save time and avoid dropped leads, not micromanage.

What actually works (and what doesn’t)

What works:

  • Automating notes and action items: Saves hours, keeps everyone aligned.
  • Syncing with filters: Only push what matters.
  • Mapping fields carefully: Avoids duplicates and confusion.

What doesn’t:

  • Dumping full transcripts for every meeting: Overkill. Use summaries.
  • Trying to automate everything: Some things are still better off handled manually.
  • One-size-fits-all setups: Every team’s CRM is a bit different. Expect tweaks.

Wrapping up: Keep it practical

Integrating Tldv with your CRM can actually make meetings useful instead of just a calendar block. But don’t overcomplicate it. Start with the basics: sync key meeting notes and action items, automate only what’s helpful, and get feedback early.

If you find yourself spending more time fixing the integration than saving, scale it back. The goal is less busywork, not more. Iterate, keep it simple, and let your CRM work for you—not the other way around.