Zoho CRM, automatic contact export

The integration with Zoho CRM sends every new contact from Swopi straight into your Zoho. A lead from the form on a web business card or a contact added manually in the dashboard is automatically created as a Lead, or as a Contact, whichever you choose.

One-way push via the Zoho CRM API. Swopi never deletes anything in Zoho. The connection is native OAuth, sign in with Zoho and allow access, no API tokens to paste. Deduplication by email: Swopi updates an existing record instead of creating a duplicate.

#Overview

#Prerequisites

• the Swopi Teams plan and the administrator role,
• a Zoho CRM account.

#How to connect

Dashboard → Integrations → Zoho CRM:

1. Click Connect Zoho → sign in with your Zoho account.
2. On the Zoho screen allow access (Accept).
3. Done, you're returned to the configuration and contacts start syncing.

Zoho runs in several data centers (EU, US, IN, AU…). The connection detects your account and routes to the correct data center automatically, nothing to pick.

#Sync settings

#Field mapping

Contacts are deduplicated by email, an existing record is updated, a new one is created.

#Tags

Swopi tags are Zoho's own tags (the tag list on the Lead or Contact), added with Zoho's tag action. They are not a custom field and they are not a line in Description.

In Integrations → Zoho CRM → Field mapping, the target is Tags (native Zoho tags, not a custom field). Behavior Add keeps tags that already exist in Zoho. Overwrite replaces the tags on that Zoho record.

If you have never saved a custom mapping, that row is already the default. If you have saved your own mapping, add the row once. It is not mixed into a mapping you already saved.

Zoho accepts a tag name of at most 25 characters, without commas, <, > or emoji, and at most 10 tags on a record (5 on Zoho Standard and Zoho One). A longer Swopi tag is shortened for Zoho only. Empty tags in Swopi do not remove tags that live only in Zoho.

A tag added after the lead was already exported is sent when the lead's tags change. Leads that were exported before tags were connected need one Sync to CRM → Zoho CRM, or a tag edit, after the update is deployed.

#Lead Owner

Zoho Lead Owner (on a Contact, Contact Owner) is a Zoho user, not a text field. In Field mapping, set Captured by (team member email) to Owner (native Zoho user, not a custom field).

Overwrite assigns that person. Complete if missing leaves an owner who is already on the record. Append is not offered: a record has one owner.

Swopi looks up the email among active, confirmed Zoho users. When the same email exists, that user becomes the owner. When it does not, the lead still syncs and the owner stays whoever Zoho already assigned (for a new record, usually the account that connected Swopi).

The custom field key Owner does not do this. It sends the email as text, and Zoho rejects that value, so the owner stays empty of the person who captured the lead. A text field of your own, with its own API name, is unchanged.

This is not the Swopi column Connected with. That column is the business card the lead came through. Zoho does not get a field of that name from Swopi.

Connected Zoho before user lookup was added? While Zoho is connected, Connect Zoho is hidden. Click Disconnect, then Connect Zoho, and allow access. Then save the mapping and send the lead once more (Sync to CRM → Zoho CRM). The Zoho user's email must be the same as the team member's Swopi login.

#Team notes

A note typed by the team and the Swopi AI block are sent together in the Zoho field Description. The two are hard to review side by side.

In Field mapping, add Note → Notes (native Zoho notes, not a custom field). Swopi creates a note on the Zoho record titled Swopi team note. The body is only the text the team entered. The Swopi AI block stays in Description and is not copied into that note.

Overwrite updates the Swopi note when the text changes. Complete if missing leaves a Swopi note that is already there. Append adds another note when the text is new, and does not add the same text twice. After the Zoho note is saved, that team text is removed from Description. If Zoho refuses the notes permission, the lead still syncs and Description keeps the full text.

Swopi does not add this row to a mapping you have already saved. Add it yourself. You can still map Note to a custom field key. That field receives the mapped note text, including the AI block, as it does today.

Swopi already asks for Zoho's notes permission when you connect. If the lead syncs and the team note never appears, disconnect Zoho, connect it again, allow access, and sync the lead once more.

#Photo, event campaign and CRM Insights

• Lead photo. When the lead has a photo in Swopi, it appears as the record photo in Zoho (JPG, PNG, GIF or BMP up to 10 MB).
• Event campaign. A lead captured at one of your team's events joins the Zoho campaign with the same name as the event. If the campaign does not exist yet, Swopi creates it (type Trade Show). Your marketing team sees event results in Zoho without manual tagging.
• Swopi fields. Swopi creates its own fields in Zoho once and fills them on every lead: LinkedIn, Seniority, Intent Score, Intent, Event, Lead Location, Industry Code (NAICS) and Business Model. You can filter and build reports on them. If you already have a text field with the same name, Swopi uses it. The Description keeps the full Swopi AI summary.
• CRM Insights. In the lead detail (dashboard and app) Swopi shows what Zoho already knows about the person: Lead or Contact, owner, open and won deals, last activity, notes and campaigns.
• Currency. Annual revenue goes into Zoho as a number in your Zoho home currency. Set the home currency once in Zoho under Setup → Company Settings → Currencies.

Connected before 28 October 2026? Connect Zoho is hidden while Zoho is already connected. Click Disconnect, then Connect Zoho, and allow access. The permissions add notes, activities, deals, accounts, campaigns and the Swopi fields. Connect as a Zoho administrator, only an administrator can add fields.

#How it works

• A new lead from a business card / a manually added contact → Swopi creates/updates a record in Zoho (dedup by email).
• On a Lead the source "Swopi" is set; the Company field is required on a Lead (if missing, "Unknown" is used).
• Use Create test lead to verify the connection.
• Leads added manually in the dashboard and from a web card sync automatically; push older contacts once via Sync to CRM → Zoho CRM.
• Everything is logged in Sync Logs (success/error).

#Troubleshooting

#Disconnecting

In Integrations → Zoho CRM click Disconnect, access is removed and writing stops; the tile returns to "Set up". Records already created in Zoho remain.

Integration contact: support@swopi.co

#Field mapping

Choose which Swopi field goes into which field here in the Field mapping tab (Dashboard → Integrations → this integration). How it works + the defaults: Field mapping.