Looking to connect video meetings directly with your CRM, but don’t want it to turn into a weekend project? Good news: you can get Whereby talking to your CRM with a bit of upfront setup and some smart shortcuts. Whether you’re in sales, support, or just tired of hunting for meeting links in your inbox, this guide’s for you.
There’s no magic “one-click” button that works for every CRM, but with a little patience, you can automate away a lot of the tedium. I’ll walk you through the basics, call out common pitfalls, and suggest a few ways to keep things simple.
Why Bother Integrating Whereby and Your CRM?
Let’s be honest: copying and pasting video links into calendar invites or CRM notes is a pain. Integrating Whereby with your CRM means:
- Meeting links get created and shared automatically.
- Call details (like who joined and when) can be tracked or logged.
- You waste less time on admin work and spend more time actually talking to people.
But don’t expect miracles. Integration won’t suddenly fix a messy CRM or cover up for bad data hygiene. It’s just a tool to make your process less annoying.
What You’ll Need Before You Start
Before you dive in, here’s what you’ll want on hand:
- A Whereby account (the Pro or Business plan is usually required for integrations and API access).
- Your CRM details (login, API key, or admin access).
- A third-party automation tool (like Zapier, Make, or even native CRM automations if available).
- Ten to thirty minutes of focus time (seriously, don’t try this while answering emails).
Not every CRM has a plug-and-play Whereby integration. If you’re using Salesforce or HubSpot, you’ll have more options. If you’re on something less mainstream, you’ll likely need to use an automation platform.
Step 1: Decide What You Want to Automate
Don’t skip this. Figure out what you actually want to automate, or you’ll end up with a mess of half-connected tools.
Common goals: - Automatically create a Whereby meeting link when you add a new deal, lead, or contact. - Add the Whereby link to a calendar invite or CRM event. - Log call activity back to the CRM after the meeting.
Pro tip: Start with the one thing that would save you the most clicks. You can always get fancier later.
Step 2: Set Up Your Whereby Account for Integrations
You’ll need a paid Whereby plan that allows API access (at least Pro). Here’s what to do:
- Log in to your Whereby dashboard.
- Go to the “Integrations” or “Developers” section. If you don’t see this, check your plan — Personal plans don’t cut it.
- Generate an API key. Copy this somewhere safe; you’ll need it for your automation tool.
Heads up: Whereby’s API is simple, but limited compared to Zoom or Teams. You can create meeting rooms and get links, but don’t expect deep analytics or fine-tuned controls.
Step 3: Choose Your CRM and Integration Method
Here’s the honest breakdown:
- Salesforce or HubSpot: Lots of ready-made integrations and Zapier “Zaps” available.
- Other CRMs (Pipedrive, Zoho, etc.): You’ll likely use Zapier, Make (formerly Integromat), or the CRM’s built-in workflow builder.
- Custom or obscure CRMs: You’ll be relying on API calls. This is doable, but you’ll need some tech patience.
Tip: Search “[Your CRM] + Whereby integration” to see if someone’s already solved your problem.
Step 4: Connect Whereby to Your CRM via Zapier (or Similar)
Zapier is the default for a reason: it’s dead simple for most workflows. Here’s a typical setup:
- Log in to Zapier (or Make, or your tool of choice).
- Choose your trigger: For example, “New Contact in HubSpot” or “Deal Moves to Stage in Pipedrive.”
- Set the action: “Create Meeting Room in Whereby.”
- You’ll need that API key from earlier.
- Set up meeting details: name, time, who’s invited.
- Add a follow-up action: Update the CRM record or send a calendar invite with the Whereby link.
Example Zap: - Trigger: New lead in CRM. - Action 1: Create new Whereby room. - Action 2: Attach room link to the lead’s record or send it via email.
If you haven’t used Zapier or Make before, expect a little trial and error. Test each step, and don’t be afraid to delete and start over if it gets messy.
Step 5: Test Your Integration
Don’t just assume it works. Run through the whole workflow as a user would:
- Create a dummy contact or deal in your CRM.
- Watch Zapier or your automation tool create a Whereby link.
- Make sure the link shows up in the right place (CRM note, email, calendar).
- Click the link — does it actually open a meeting room?
If something’s off, check:
- API keys (did you paste the right one?)
- Field mappings (did you accidentally overwrite data?)
- Permissions (does your CRM let outside tools edit records?)
If it still doesn’t work, Zapier’s error messages are usually helpful. If you’re stuck, Google the error word-for-word — you’re almost never the first person to hit that snag.
Step 6: Add Finishing Touches
Here’s where you make it feel less “duct-taped together” and more like a real workflow.
- Tweak your messages: Instead of “Here’s your meeting link,” try “We’ve set up a Whereby room for our call. Join here: [link].”
- Set reminders: Use your CRM’s automation to nudge people before the meeting.
- Log call outcomes: After the meeting, add a quick note or status to the CRM. Some CRMs let you trigger follow-ups based on meeting completion.
Stuff that’s not worth your time (for most people): - Over-engineering with custom code unless you really need it. - Trying to force deep analytics from Whereby (it’s not built for that). - Automating every possible scenario from day one. Start simple, expand later.
What If You Need More Than Zapier Can Do?
If you need heavy customization — like dynamically inviting multiple users, or syncing meeting attendance — you’ll need to dive into the APIs yourself.
- Whereby API docs are pretty readable, but not as full-featured as Zoom’s.
- Your CRM’s API may require admin access or a developer account.
- You’ll need to handle authentication and error handling yourself. If you’re not comfortable writing code, this is where you phone a friend.
Honestly: For 90% of use cases, Zapier or similar tools are good enough. Custom code is for edge cases or folks who like a challenge.
Gotchas and Honest Warnings
- Free Whereby plans won’t cut it for integrations. Upgrade if you want automation.
- CRMs change APIs and permissions often. If your workflow breaks after an update, check for recent changes.
- Don’t automate what you don’t understand. If your team isn’t clear on the workflow, automation just makes confusion faster.
Keep It Simple (and Don’t Try to Boil the Ocean)
Integrating Whereby with your CRM isn’t rocket science, but it’s easy to get stuck in the weeds. Start by automating the one thing that wastes the most time. Test it, tweak it, and only then think about getting fancy.
Remember: great workflows are the ones people actually use. If you hit a wall, simplify. The goal isn’t a perfect system — it’s one that saves you more time than it creates headaches.