Zoho CRM Integration

Connect Zoho CRM 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 Zoho CRM updated with all your scheduling activity.

Enterprise-Grade Security

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

Prerequisites

  • A PepoSmart account (Team or Enterprise plan recommended)
  • A Zoho CRM account with API access
  • Permission to authorize third-party apps in your Zoho org
  • Administrator or appropriate profile permissions

Connecting Zoho CRM

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 Zoho CRM card in the CRM section

Step 2: Authorize PepoSmart

  1. Click the Connect button on the Zoho CRM card
  2. You will be redirected to Zoho's login page
  3. Sign in to your Zoho account
  4. Review the permissions requested (detailed below)
  5. Click Accept to grant access

Step 3: Verify Connection

  1. You will be redirected back to PepoSmart
  2. The Zoho CRM card should now show Connected
  3. Your Zoho account will be displayed

Success!

Once connected, PepoSmart will automatically sync your meeting data to Zoho CRM.

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
LeadsRead & CreateLook up existing leads by email, create new leads for meeting attendees
NotesCreateLog meeting summaries and notes on contact records
TasksCreateCreate follow-up tasks from AI-extracted action items after meetings
User IdentityReadIdentify your Zoho user for proper record ownership
Deals & PipelinesRead & WriteRead deal stages and pipelines to display deal status; update deal stages with AI-powered suggestions (with your approval)

OAuth Scopes Used

  • ZohoCRM.modules.contacts.READ - Search for existing contacts
  • ZohoCRM.modules.contacts.CREATE - Create new contacts
  • ZohoCRM.modules.leads.READ - Search for existing leads
  • ZohoCRM.modules.leads.CREATE - Create new leads
  • ZohoCRM.modules.notes.CREATE - Create notes on records
  • ZohoCRM.modules.tasks.CREATE - Create follow-up tasks
  • ZohoCRM.modules.deals.READ - Read deal records and pipeline stages
  • ZohoCRM.modules.deals.UPDATE - Update deal stages with AI suggestions (user-approved only)

What We Do NOT Access

  • Accounts (company records)
  • Reports or Analytics
  • Campaigns or Marketing data
  • Files or Attachments
  • Your Zoho settings or configuration
  • Other users' data in your org

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/Lead Lookup: PepoSmart searches for an existing Contact or Lead matching the attendee's email address
  2. Record Creation (if needed): If no match is found, a new Contact or Lead is created with:
    • First Name and Last Name
    • Email Address
    • Phone Number (if provided during booking)
    • Description noting the meeting source
  3. Note Logging: A note is created and linked to the Contact/Lead with:
    • Meeting title and details
    • Start and End time
    • 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
  2. Follow-up Tasks: Action items extracted by AI are created as Zoho Tasks:
    • Subject: Action item description
    • Priority: Based on AI analysis
    • Status: Not Started
    • Due Date: Set based on urgency

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 Zoho CRM

User Approval Required

AI deal stage suggestions are recommendations only. No changes are written to your Zoho CRM deals without your explicit confirmation. You maintain full control over your pipeline.

Data Handling & Security

Data Protection

Your Zoho 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
  • API Domain: Your Zoho data center URL
  • Sync References: IDs of created records for tracking

When You Disconnect

Upon disconnecting the Zoho CRM integration:

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

Disconnecting Zoho CRM

From PepoSmart

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

Before Disconnecting

Records already synced to Zoho CRM will remain. New bookings will not create Zoho records until you reconnect.

Troubleshooting

Connection Failed

  • Verify your Zoho CRM edition has API access
  • Check that third-party apps are allowed in your org's security settings
  • Ensure your user profile has appropriate permissions
  • Try using an incognito/private browser window

Contact/Lead Not Created

  • Check if a Contact or Lead with that email already exists
  • Verify your user has permission to create Contacts and Leads
  • Check for validation rules that might be blocking record creation

Support & Contact

Need help with your Zoho CRM 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 Zoho CRM administrators and users evaluating the PepoSmart integration.