ActiveCampaign Integration

Connect ActiveCampaign to PepoSmart to automatically sync meeting data, create or update contacts, log meeting notes, and tag contacts based on meeting activity. This integration helps your marketing and sales teams stay aligned by keeping ActiveCampaign updated with all your scheduling activity.

Prerequisites

• A PepoSmart account (Team or Enterprise plan recommended)
• An ActiveCampaign account (any plan)
• Admin access to generate API credentials
• Your ActiveCampaign API URL and API Key

Finding Your ActiveCampaign Credentials

Step 1: Access Developer Settings

1. Log in to your ActiveCampaign account
2. Click Settings (gear icon) in the bottom-left corner
3. Navigate to Developer

Step 2: Copy Your Credentials

1. Locate your API URL - it looks like: https://youraccountname.api-us1.com
2. Locate your API Key - a long alphanumeric string
3. Copy both values - you'll need them in the next step

Connecting ActiveCampaign

Step 1: Navigate to Integrations

1. Log in to your PepoSmart account at app.peposmart.com
2. Click Integrations in the left sidebar
3. Find the ActiveCampaign card in the CRM section

Step 2: Enter Your Credentials

1. Click the Connect button on the ActiveCampaign card
2. Enter your API URL (e.g., https://youraccountname.api-us1.com)
3. Enter your API Key
4. Click Test Connection to verify credentials
5. If successful, click Save to complete setup

Data We Access

PepoSmart accesses only the data necessary to provide CRM integration. Here is a complete list of what we access and why:

API Endpoints Used

• GET /api/3/contacts - Search contacts by email
• POST /api/3/contacts - Create new contacts
• POST /api/3/notes - Add notes to contacts
• GET /api/3/tags - Search for existing tags
• POST /api/3/tags - Create new tags
• POST /api/3/contactTags - Associate tags with contacts
• GET /api/3/users/me - Verify API connection
• GET /api/3/deals - Read deal records and pipeline stages
• PUT /api/3/deals/:id - Update deal stages with AI suggestions (user-approved only)
• GET /api/3/dealStages - Read available deal stage configurations

What We Do NOT Access

• Email campaigns or automations
• Forms or landing pages
• Lists (beyond contact creation)
• Site tracking or event data
• Account settings or configuration
• Other users' data in your account

How Booking Data Syncs

When a Meeting is Booked

1. Contact Lookup: PepoSmart searches for an existing contact matching the attendee's email address
2. Contact Creation (if needed): If no match is found, a new contact is created with:
   • First Name and Last Name
   • Email Address
   • Phone Number (if provided during booking)
3. Tag Addition: The "Had Meeting" tag is automatically added to the contact
4. Duplicate Handling: If the contact already exists, we skip creation and use the existing record

After Meeting Notes are Processed (AI Features)

If you have AI Meeting Notes enabled and the meeting was recorded, additional data syncs after processing:

1. Meeting Note: A note is created on the contact with:
   • Meeting subject and date
   • AI-generated meeting summary
   • Key discussion points
2. Action Item Notes: Since ActiveCampaign doesn't have native contact-level tasks, action items are created as notes with a [TASK] prefix:
   • Format: [TASK] Action item description
   • Due date included in note body
   • Meeting context included

Example Task Notes Created

• [TASK] Send pricing information - When you promised pricing
• [TASK] Send proposal document - When you committed to a proposal
• [TASK] Provide demo access - When you offered a demo or trial
• [TASK] Answer question about... - When there was an unanswered question
• [TASK] Schedule follow-up meeting - When another meeting was discussed

Deal Stage Sync (AI-Powered)

After meeting analysis, PepoSmart uses AI to suggest deal stage updates based on conversation content, sentiment, and buyer intent signals detected in the meeting transcript.

1. Deal Lookup: PepoSmart reads the current deal stage and pipeline associated with the contact
2. AI Analysis: Meeting transcripts are processed by AI (OpenAI) to detect buyer intent, sentiment, and next steps
3. Stage Suggestion: An AI-generated deal stage suggestion is presented in PepoSmart
4. User Approval Required: Deal stage updates are never applied automatically. You must review and explicitly approve any stage change before it is written to ActiveCampaign

Data Handling & Security

What We Store

• API URL: Your ActiveCampaign account URL
• API Key: Encrypted using AES-256 encryption
• Sync References: IDs of created contacts and notes for tracking

Data Retention

• API credentials are stored only while the integration is connected
• Sync reference IDs are kept in booking records for audit purposes
• No ActiveCampaign contact content is cached or stored in PepoSmart
• All data can be deleted upon request per our Privacy Policy

When You Disconnect

Upon disconnecting the ActiveCampaign integration:

• API credentials are immediately deleted from our systems
• No further API calls are made to your ActiveCampaign account
• Records already created in ActiveCampaign remain unchanged
• Sync reference IDs may be retained in booking history for your records

Using the Integration

Verifying Synced Data

1. Book a test meeting through your PepoSmart booking page
2. Log in to ActiveCampaign
3. Search for the attendee's email in Contacts
4. View the contact's record to see:
   • The "Had Meeting" tag
   • Meeting notes in the contact's activity
5. If using AI Meeting Notes, check for additional notes after the meeting

Sync Timing

• Contact Sync: Within seconds of booking confirmation
• Meeting Notes Sync: After AI processing completes (typically 5-15 minutes post-meeting)
• Task Note Creation: Immediately after meeting analysis is complete

Disconnecting ActiveCampaign

From PepoSmart

1. Go to Integrations
2. Find the ActiveCampaign card
3. Click Disconnect
4. Confirm the disconnection

Regenerating API Key

If you regenerate your API Key in ActiveCampaign:

1. Disconnect the integration in PepoSmart
2. Reconnect using your new API Key
3. Test the connection to verify it's working

Troubleshooting

Connection Failed

• Verify your API URL format (should be https://accountname.api-us1.com)
• Check that your API Key is copied correctly (no extra spaces)
• Ensure your ActiveCampaign account is active
• Click "Test Connection" to see specific error messages

Contact Not Created

• Check if a contact with that email already exists (we skip duplicates)
• Verify your API Key has permission to create contacts
• Check ActiveCampaign's activity log for any errors

Notes Not Appearing

• Confirm the integration shows as "Connected" in PepoSmart
• Check if the contact record exists (notes need a related contact)
• Verify AI Meeting Notes is enabled for the booking
• Wait for meeting notes processing to complete

Tag Not Added

• Check if the "Had Meeting" tag exists in ActiveCampaign
• Verify your API Key has permission to manage tags
• Contact may already have the tag applied

Support & Contact

Need help with your ActiveCampaign integration? We're here to assist:

Response Times

• Free & Personal Plans: Within 48 business hours
• Team Plan: Within 24 business hours
• Enterprise Plan: Within 4 business hours (priority support)

Additional Resources

• General Troubleshooting Guide
• Frequently Asked Questions
• Contact Support
• Privacy Policy
• Terms of Service

Last updated: February 2026. This documentation is provided for ActiveCampaign administrators and users evaluating the PepoSmart integration.