Contact Auto Import

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What is Callab Integrations?

1. Calls your CRM/database API
2. Fetches contact data
3. Automatically creates contacts in Callab
4. Runs on a schedule (e.g., every 5 minutes)

• No manual CSV uploads
• Contacts sync automatically from your CRM
• New leads immediately available for campaigns
• Keeps your contact list up-to-date

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How It Works

1. You configure Callab Integration with your API details
2. Integration runs on schedule (e.g., every 5 minutes)
3. Fetches contacts from your CRM API
4. Creates contacts in Callab automatically
5. Contacts available for campaigns immediately

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Where Contacts Are Used

• AI agent calls the imported contacts
• Example: Call new leads from your CRM

• When someone calls in, agent looks up their contact info
• Shows personalized information during the call

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Creating Integration for Contact Import

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Step 1: Configure When Integration Runs

• Give it a name like “Import CRM Leads”

• Scheduled - Runs automatically (recommended)
  • Example: Every 5 minutes
  • Example: Every hour
• Manual - Run when you click a button
• Webhook - Run when your CRM sends notification

• Choose which workspace to import contacts into

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Step 2: Configure API Call

https://api.your-crm.com/contacts

{
  "Authorization": "Bearer YOUR_API_KEY",
  "Content-Type": "application/json"
}

• Callab calls this URL
• Your CRM returns contact data
• Callab receives the data

{
  "contacts": [
    {
      "phone": "+14085551234",
      "first_name": "John",
      "last_name": "Smith",
      "email": "john@example.com",
      "company": "Tech Corp"
    },
    {
      "phone": "+14085555678",
      "first_name": "Jane",
      "last_name": "Doe",
      "email": "jane@startup.com",
      "company": "Startup Inc"
    }
  ]
}

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Step 3: Map Fields to Create Contacts

Phone Number: {{contact.phone}}
First Name: {{contact.first_name}}
Last Name: {{contact.last_name}}
Email: {{contact.email}}
Company: {{contact.company}}

• Take phone from API → Put in Phone Number field
• Take first_name from API → Put in First Name field
• And so on…

CRM ID: {{contact.id}}
Lead Source: {{contact.source}}

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Step 4: Add More Steps (Optional)

• Send Slack notification after import
• Send email summary
• Update CRM that contacts were imported

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Step 5: Activate Integration

• Toggle “Active” switch ON
• Integration starts running on schedule
• Contacts begin importing automatically

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Complete Example

Name: Import HubSpot Leads
Trigger: Scheduled (Every 5 minutes)
Workspace: Sales Team

URL: https://api.hubspot.com/crm/v3/objects/contacts
Method: GET
Headers:
  Authorization: Bearer YOUR_HUBSPOT_KEY

Phone: {{contact.properties.phone}}
First Name: {{contact.properties.firstname}}
Last Name: {{contact.properties.lastname}}
Email: {{contact.properties.email}}
Company: {{contact.properties.company}}

• Turn ON
• Done!

• Every 5 minutes, Callab fetches new leads from HubSpot
• Creates them as contacts in Callab
• Contacts ready for campaigns

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Using Imported Contacts in Campaigns

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Outbound Campaign

1. Integration imports contacts from CRM
2. Contacts appear in Callab
3. Outbound campaign running
4. AI agent calls the new contacts automatically
5. Usually within seconds of import

• Create outbound campaign
• Select contact list or category
• Campaign will call all contacts in that list

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Inbound Campaign with Contact Sync

1. Integration imports contacts from CRM
2. Customer calls your number
3. Callab looks up their phone number
4. Finds matching contact
5. AI agent has access to contact info during call

• Contact imported with name “John Smith” and company “Tech Corp”
• John calls in
• Agent can say: “Hello John from Tech Corp, how can I help you?”

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Common Scenarios

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Scenario 1: Sales Team Using CRM

1. Create Callab Integration
2. Connect to CRM API
3. Schedule: Every 5 minutes
4. Create outbound campaign
5. Campaign calls new contacts within seconds

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Scenario 2: Support Team with Customer Database

1. Create Callab Integration
2. Connect to customer database API
3. Schedule: Every hour
4. Create inbound campaign
5. Enable contact sync

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Scenario 3: Marketing Team with Lead Forms

1. Create Callab Integration
2. Connect to form database API
3. Schedule: Every 1 minute (or use webhook for real-time)
4. Create outbound campaign
5. Campaign calls new leads instantly

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Troubleshooting

• Is integration Active (toggle ON)?
• Is API URL correct?
• Is API key/authentication valid?
• Check integration logs for errors
• Test API URL in browser/Postman first

• Check field mapping in Step 3
• Verify API returns expected fields
• Check integration logs for field values
• Make sure variable names match API response

• Add filter to only import new contacts
• Check if API has “since” parameter
• Use CRM ID in custom fields to track imports
• Check contact phone numbers match exactly

• Verify contacts are created (check Contacts page)
• Ensure campaign is running (not paused)
• Check campaign contact filters
• Verify phone numbers in E.164 format (+14085551234)

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Best Practices

1. Create integration with just 2 steps (API call + Create contacts)
2. Test with 1-2 contacts first
3. Verify contacts appear in Callab
4. Then enable full import

• High urgency (immediate callback needed): Every 1-5 minutes
• Normal (same-day callback): Every 15-30 minutes
• Low urgency: Every hour or daily

• Check your CRM API rate limits
• Use filters to only fetch new contacts (e.g., created_after parameter)
• Store CRM ID in custom fields for tracking
• Test API endpoint before creating integration

• API must return phone numbers in E.164 format: +14085551234
• If not, you may need to format them in your CRM first
• Invalid phone numbers will be rejected

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Next Steps

1. Test Integration - Run manually first, verify contacts created
2. Create Campaign - Setup outbound or inbound campaign
3. Monitor Logs - Check integration runs successfully
4. Setup Webhooks - Sync call outcomes back to CRM

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Related Documentation

• Contact Management - Manual and CSV import options
• Setup Outbound Agent - Use imported contacts in outbound calls
• Setup Inbound Agent - Use contact sync for inbound calls
• Contact Auto Update - Sync call outcomes back to CRM