How to connect Zoho CRM to CapScout
On the Team plan, a CapScout Owner or Admin opens Settings → Integrations, chooses Zoho CRM, presses Continue to Zoho and approves CapScout while signed in as a Zoho CRM admin. Leads and contacts tagged "CapScout" in Zoho then come into CapScout under the agent whose email matches their Zoho owner, and what happens to them in CapScout is written back to their Zoho timeline as notes.
The steps in short
- Start from Settings → Integrations. Signed in as the team's Owner or an Admin, open Settings → Integrations, choose Zoho CRM under Your CRM and press Continue to Zoho.
- Approve CapScout on Zoho's page. Sign in to Zoho as a Zoho CRM admin and approve the access CapScout asks for. Zoho sends you back to the Integrations page, which finishes the connection and names the Zoho account it connected.
- Check which Zoho user is which agent. Zoho users are matched to your team by email. Check the matches on the connection card. People owned by a Zoho user with no match come in under the member who connected Zoho until you pick an agent.
- Tag the people you work in CapScout. In Zoho CRM, tag a lead or contact "CapScout" and they come in under their agent. You can change the tag on the connection card; changing it brings in everyone carrying the new tag, including people tagged earlier.
- Choose what goes back to Zoho. Leave Activity out on to write CapScout activity on each person's Zoho timeline. Choose whether a lead that starts in CapScout arrives in Zoho as "A new lead" (your Zoho workflows run) or "A person only" (no workflow starts). Send a test note to see one.
Connect Zoho CRM when your team keeps its leads in Zoho and does the investor work (analyses, client reports, buy boxes) in CapScout.
It needs the Team plan. Only the Owner or an Admin can connect or disconnect it, and a Zoho CRM admin has to approve it, so if that’s someone else, have them with you for step 2.
Which people come in?
Not your whole Zoho book. People come in two ways:
- By tag. Tag a lead or contact
CapScoutin Zoho (or the tag you set on the connection card) and they appear in CapScout under their agent. CapScout reads both Leads and Contacts. - On demand. When you add a contact or pick a client in CapScout, Zoho is searched as you type, and one click links the person in.
Changes to linked people usually arrive within seconds while Zoho’s change notifications are running, and within 10 minutes otherwise. Sync now on the connection card pulls straight away.
What goes back to Zoho?
With Activity out on, CapScout writes a note on the person’s Zoho timeline when:
- a report is sent to them, and when they open it;
- they move stage in CapScout;
- a call, text, email or meeting is logged on them;
- they answer yes, maybe or no on a home you sent, or keep coming back to their reports;
- a deal of theirs moves, or new homes match their buy box.
Each note says what happened and links back to CapScout. The text of an email and the notes under a touch stay in CapScout; only the one-line summary an agent types is sent.
A lead that starts in CapScout, from a branded report or your intake form, is added to Zoho as a Lead. Choose A new lead and Zoho treats it like any new lead, so your workflows run. Choose A person only and it is added quietly with a note, and no workflow starts.
Alongside Zoho, or instead of it?
The connection card asks where follow-ups run.
- In Zoho CRM. You keep working in Zoho. CapScout’s stage follow-ups are switched off, so nothing doubles up with Zoho’s own workflows. Switching over retires the open stage follow-ups, and CapScout tells you how many before you confirm.
- In CapScout. CapScout is the team’s CRM and runs the follow-ups.
To move your book over, use Bring your book over on the connection card. It shows what’s in Zoho before anything moves. Leads arrive as New lead and Contacts as Active; notes, calls and tasks come with them. Bringing your book over makes CapScout the place follow-ups run. The import keeps going if you leave the page, and running it again updates people rather than duplicating them.
Disconnecting
Disconnect from the connection card. CapScout stops syncing, forgets the connection’s credentials and asks Zoho to withdraw its access. Everyone already in CapScout stays in your book, and their names, emails and phones become editable here.
For the API, webhooks and the CapScout app on Zapier, see Developers. For what the integration covers in one page, see Zoho CRM integration.
Frequently asked questions
Does CapScout see my Zoho password?
No. You approve CapScout on Zoho's own page. Zoho gives CapScout read and write access to Leads, Contacts and Notes, and read access to Calls, Tasks, your user list and your organization details; never your password. Disconnecting stops the sync and asks Zoho to withdraw that access.
Can I edit a synced contact's name or phone in CapScout?
No. For a person linked to Zoho, the name, email and phone belong to Zoho: change them there and the next sync brings the change over. After a disconnect, those fields become editable here.
Is the stage synced?
Stage moves in CapScout are written to Zoho as notes. The stage itself is never copied either way, and changing a lead's status in Zoho doesn't move the person's CapScout stage, which follows the deals and touches recorded in CapScout.
Does it work with Zoho accounts outside the US?
Yes. Approval starts at Zoho's US sign-in page, which sends you on to the data center that holds your account, and CapScout then works with that data center.
What doesn't CapScout bring over from Zoho?
When you move your book over, people, notes, calls and tasks come across. CapScout doesn't import emails, call recordings or attachments from Zoho, and the import screen says so before you start.
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