CRM & Integration Setup

Kolva integrates with 20+ CRM platforms to keep your client data synchronized. This article covers supported CRMs, connection methods, rep mapping, sync configuration, and troubleshooting.

Supported CRMs

Kolva supports two types of CRM connections, depending on what the CRM vendor offers:

• OAuth-based (one-click) — Salesforce, HubSpot, Zoho CRM, Microsoft Dynamics 365. You authorize Kolva through the CRM's secure login screen.
• API key-based — Pipedrive, Close, Monday, Bitrix24, Freshsales, Copper, Nimble, AgireCRM, Insightly, SugarCRM, Zendesk Sell, NetSuite, Odoo, VTiger. You generate an API key in your CRM and paste it into Kolva.

Connecting via OAuth

For CRMs that support OAuth, the connection process is straightforward:

1. Navigate to Settings > Integrations.
2. Find your CRM and click Connect.
3. You are redirected to your CRM's login page. Sign in with an admin account.
4. Authorize Kolva to access your CRM data (contacts, deals, activities).
5. You are redirected back to Kolva. The integration status changes to Connected.
6. Kolva begins the initial sync automatically. Depending on your data volume, this takes 1-10 minutes.

Connecting via API Key

For API key-based CRMs:

1. Log into your CRM and navigate to its API or developer settings.
2. Generate a new API key (or token). Copy it to your clipboard.
3. In Kolva, go to Settings > Integrations, find your CRM, and click Connect.
4. Paste the API key and, if required, enter your CRM's base URL or subdomain.
5. Click Test Connection to verify the key works.
6. Click Save & Sync to start the initial import.

Rep Mapping

After connecting your CRM, Kolva needs to know which CRM users correspond to which Kolva team members. This is called rep mapping:

1. Go to Settings > Integrations > Rep Mapping.
2. Kolva shows a list of CRM users alongside Kolva team members.
3. Match each CRM user to their corresponding Kolva account. Kolva suggests matches based on email and name similarity.
4. Unmapped CRM users are highlighted — their data will still sync, but visits and deals will not be attributed to a specific rep.
5. Click Save Mappings and optionally run Backfill to retroactively attribute historical data.

Sync Settings

Configure what data syncs and how often:

• Data types — Choose which objects to sync: contacts, companies, deals, activities, notes. Most teams sync everything.
• Sync direction — Kolva pulls data from your CRM. Changes made in Kolva (new visits, deal updates) are not pushed back by default.
• Frequency — Automatic sync runs on a configurable schedule (every 15 minutes, hourly, or daily). You can also trigger a manual sync at any time.
• Field mapping — Kolva auto-maps standard CRM fields. For custom fields, use the field mapping editor to ensure your data comes through correctly.

Troubleshooting

• Connection failed — Verify your API key has not expired. Some CRMs rotate keys periodically. Generate a new key and update it in Kolva.
• Missing data — Check that the connected CRM account has permission to access all records. Limited accounts may only see a subset of data.
• Duplicate contacts — Kolva uses fuzzy name matching (normalized, case-insensitive, trimmed) to deduplicate. If duplicates persist, check for special characters or inconsistent naming in your CRM.
• Sync errors — View the sync log under Settings > Integrations > [Your CRM] > Logs. Each sync run shows timestamps, record counts, and any errors encountered.