Connect the CRM and map the stages

The CRM is what turns a media report into a business report: with it, Relator knows how many leads became sales, how much revenue came in and which campaign brought each deal. There are two parts: connect the CRM in the client's workspace and, after the first sync, map the pipeline stages so Relator reads the funnel in the right order.

Before you start

• Supported CRMs: HubSpot and RD Station CRM. If the client has both connected, Relator uses HubSpot.
• You need a CRM login allowed to authorize apps and see deals and contacts.
• Who maps the stages: the account owner (company), anyone on the agency team and, on the client side, the Admin role.
• The CRM counts as one of the plan's connections. See limits and usage.

Step by step

1. 1
   Step 1

   Connect the CRM

   With the client open, go to Sources and add HubSpot or RD Station CRM. The authorization walkthrough is in connect HubSpot and connect RD Station CRM. If the client has no CRM yet, the CRM screen shows No CRM connected with the Connect CRM button.

2. 2
   Step 2

   Wait for the first sync

   In the sidebar, click CRM. While data arrives, the Syncing your CRM notice shows: the first sync can take a few minutes. You can leave the screen; data appears as soon as it's ready.

3. 3
   Step 3

   Open Map stages

   In the CRM filter bar, click Map stages. The same shortcut appears on the Sales pipeline card and, while there is no mapping, in the Pending actions list. On mobile it lives in the ⋯ menu.

   Illustrative screen

   Korra/CRM

   Ask RelatorAIPT

   CRMHow many leads turned into sales? Is your media paying off?

   Last 30 daysSync now

   All pipelinesContactsCompanies

   Map stages1

   Pending actions

   • Map pipeline stagesTell us which stage is open, won or lost.

     High priorityResolve

     2

   1. 1The Map stages shortcut in the CRM bar.
   2. 2The Map pipeline stages pending action leads to the same screen.

4. 4
   Step 4

   Choose the default pipeline

   In CRM settings, the Default pipeline field sets which pipeline the CRM overview opens with. Keep All pipelines to add them all up, or pick the client's main sales pipeline.

5. 5
   Step 5

   Classify each stage

   The table lists the stages Relator found in the CRM. For each row:

   • Stage in the CRM: the stage's name in the CRM (read-only).
   • Display name: the name shown in Relator. Empty uses the CRM name.
   • Type: Open (deal in progress), Won (closed sale) or Lost.
   • Order: use the ↑ and ↓ arrows to put stages in funnel order, from first to last.

   Illustrative screen

   Korra/CRM settings

   Ask RelatorAIPT

   CRM settingsDefault pipeline and stage mapping.

   Back to CRM

   Default pipelineSales pipeline

   1

   Save mapping4

   Stage in the CRM	Display name	Type	Order
   Appointment scheduled	Meeting	Open	↑ ↓
   Contract sent	Proposal	Open	↑ ↓
   Closed won	Sale	Won	↑ ↓
   Closed lost	Lost	Lost	↑ ↓

   2

   Type Won marks the sale; Lost marks an end without a sale.

   3

   1. 1Default pipeline is the one the overview opens with.
   2. 2Each CRM stage becomes a row with name, type and order.
   3. 3The Type tells Relator what a sale is.
   4. 4Save mapping stores it; the button shows Saved for a few seconds.

6. 6
   Step 6

   Save

   Click Save mapping. The item leaves Pending actions, the Sales pipeline follows your order and stages show their display names across the CRM.

HubSpot or RD Station CRM: what changes

• Stage and pipeline names

  HubSpot

  Read from HubSpot's catalog

  RD Station CRM

  Already come with the CRM name

• Won or lost deal

  HubSpot

  From HubSpot's closed flag

  RD Station CRM

  From RD Station CRM's sale flag

• Lead source (UTM, gclid)

  HubSpot

  On the HubSpot contact itself

  RD Station CRM

  On the RD Station Marketing lead, matched by email

• Both connected

  HubSpot

  HubSpot is used

  RD Station CRM

  Stays in the background

Common problems

• No stages found → the CRM hasn't synced yet. Wait for the first sync or use Sync now.
• A new CRM stage doesn't show → it only appears after the next sync. Come back to the screen and map it.
• An open deal shows as lost → older records are fixed on the next full sync; meanwhile Relator uses the stage type.
• The pending action “CRM sync failed” appeared → reconnect or reprocess the connection in Sources. See connection error.