Microsoft Dynamics 365 Integration

Connect Microsoft Dynamics 365 to PepoSmart to automatically sync meeting data, create contacts, log activities, and create follow-up tasks. This integration helps your sales team stay organized by keeping Dynamics 365 updated with all your scheduling activity.

Enterprise-Grade Security

PepoSmart uses OAuth 2.0 via Microsoft identity platform for secure authentication. We never store your Microsoft password. All API tokens are encrypted at rest using AES-256 encryption.

Prerequisites

  • A PepoSmart account (Team or Enterprise plan recommended)
  • A Microsoft Dynamics 365 Sales or Customer Engagement license
  • Permission to authorize third-party apps in your Microsoft tenant
  • System Administrator or appropriate security role in Dynamics 365

Connecting Dynamics 365

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 Dynamics 365 card in the CRM section

Step 2: Authorize PepoSmart

  1. Click the Connect button on the Dynamics 365 card
  2. You will be redirected to Microsoft's login page
  3. Sign in with your Microsoft work or school account
  4. Review the permissions requested (detailed below)
  5. Click Accept to grant access

Step 3: Select Your Environment

  1. After authentication, select your Dynamics 365 environment (if you have multiple)
  2. Click Connect to finalize

Step 4: Verify Connection

  1. You will be redirected back to PepoSmart
  2. The Dynamics 365 card should now show Connected
  3. Your Dynamics 365 environment URL will be displayed

Success!

Once connected, PepoSmart will automatically sync your meeting data to Dynamics 365.

Data We Access

PepoSmart requests only the minimum permissions necessary to provide scheduling integration. Here is a complete list of what we access and why:

Data TypeAccess LevelPurpose
ContactsRead & CreateLook up existing contacts by email, create new contacts for meeting attendees
AccountsReadAssociate contacts with their parent accounts
AppointmentsCreateLog scheduled meetings as Appointments linked to Contacts
TasksCreateCreate follow-up tasks from AI-extracted action items after meetings
Notes (Annotations)CreateAdd meeting summaries to Contact records
User IdentityReadIdentify your Dynamics 365 user for proper record ownership
Opportunities & PipelinesRead & WriteRead opportunity stages and pipelines to display deal status; update opportunity stages with AI-powered suggestions (with your approval)

What We Do NOT Access

  • Orders or Invoices
  • Cases or Service requests
  • Marketing Lists or Campaigns
  • Reports or Dashboards
  • Your Dynamics 365 settings or configuration
  • Other users' data in your organization

How Booking Data Syncs

Automatic Sync

Data syncs automatically when meetings are booked and when AI meeting notes are processed. No manual action required.

When a Meeting is Booked

  1. Contact Lookup: PepoSmart searches for an existing Contact matching the attendee's email address
  2. Record 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)
    • Description noting the meeting source
  3. Appointment Logging: A Dynamics 365 Appointment is created and linked to the Contact with:
    • Subject: Meeting title from PepoSmart
    • Start and End DateTime
    • Description: Meeting details and booking link
    • Location: Video conferencing link

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 Summary: The AI-generated meeting summary is added as a Note (Annotation) on the Contact
  2. Follow-up Tasks: Action items extracted by AI are created as Dynamics 365 Tasks:
    • Subject: Action item description
    • Priority: Based on AI analysis
    • Status: Not Started
    • Due Date: Set based on urgency
    • Regarding: Linked to the Contact

Opportunity Stage Sync (AI-Powered)

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

  1. Opportunity Lookup: PepoSmart reads the current opportunity 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 opportunity stage suggestion is presented in PepoSmart
  4. User Approval Required: Opportunity stage updates are never applied automatically. You must review and explicitly approve any stage change before it is written to Dynamics 365

User Approval Required

AI opportunity stage suggestions are recommendations only. No changes are written to your Dynamics 365 opportunities without your explicit confirmation. You maintain full control over your pipeline.

Data Handling & Security

Data Protection

Your Microsoft credentials and tokens are encrypted using AES-256 encryption and stored securely. We follow industry best practices for data protection.

What We Store

  • Access Token: Encrypted OAuth token for API calls (auto-refreshed)
  • Refresh Token: Encrypted token to maintain persistent connection
  • Environment URL: Your Dynamics 365 instance URL
  • Sync References: IDs of created records for tracking

When You Disconnect

Upon disconnecting the Dynamics 365 integration:

  • Access and refresh tokens are immediately deleted from our systems
  • No further API calls are made to your Dynamics 365 environment
  • Records already created in Dynamics 365 remain unchanged

Disconnecting Dynamics 365

From PepoSmart

  1. Go to Integrations
  2. Find the Dynamics 365 card
  3. Click Disconnect
  4. Confirm the disconnection

Before Disconnecting

Records already synced to Dynamics 365 will remain. New bookings will not create Dynamics 365 records until you reconnect.

Troubleshooting

Connection Failed

  • Verify you have a valid Dynamics 365 license with Web API access
  • Check that third-party apps are allowed in your Azure AD tenant
  • Ensure your user has appropriate security roles in Dynamics 365
  • Try using an incognito/private browser window

Contact Not Created

  • Check if a Contact with that email already exists
  • Verify your security role has permission to create Contacts
  • Check for business rules or plugins that might be blocking record creation

Support & Contact

Need help with your Dynamics 365 integration? We're here to assist:

Email Support

For technical issues and questions

[email protected]

Enterprise Support

For org-wide deployments and custom needs

[email protected]

Additional Resources

Last updated: February 2026. This documentation is provided for Microsoft Dynamics 365 administrators and users evaluating the PepoSmart integration.