How to sync your meetings to the CRM in Avoma (Individual members)

Once your admin has connected Avoma to your organization’s CRM, your meetings and notes can sync automatically to the right CRM records.

This article is for individual members who want to understand how CRM sync works, when meetings sync automatically, and what controls they have.

Use this guide after your CRM connection is already enabled at the org level.

Before you begin

Your organization’s CRM must be connected by an Avoma admin
You must be an active Avoma user (Member)
Your meeting must be associated with a supported CRM record (for example, a Deal or Contact)

Step-by-step

How meeting sync works in Avoma

Record or upload a meeting in Avoma as usual.
Ensure the meeting is associated with the correct CRM record (such as a Deal or Contact).
Avoma evaluates the meeting’s privacy setting to determine how it syncs.

Automatic CRM sync

Meetings will sync automatically to the CRM when:

The meeting privacy is set to Organization or Public.
A matching CRM record exists.
The CRM is supported for automatic sync.

When these conditions are met, Avoma will:

Attach meeting notes to the CRM record
Make insights searchable using CRM properties (for example, deal stage or amount)

Manual CRM sync for private meetings

If your meeting privacy is set to Private, it will not sync automatically.

To manually sync a private meeting:

Open the meeting in Avoma.
Locate the CRM sync option within the meeting view.
Manually trigger the sync to the appropriate CRM record.

Note: Manual sync availability may vary by CRM platform.

Meeting privacy and CRM behavior

Organization / Public meetings
Automatically eligible for CRM sync.
Private meetings
Require manual action and may have limited visibility in CRM-linked insights.

Choose your meeting privacy based on what data should be shared with your team and CRM.

Viewing CRM-linked meetings and insights

Once synced, you can:

Search for meetings using CRM properties (such as deal stage)
View CRM-linked notes directly from Avoma
Reference CRM context when reviewing past conversations

Troubleshooting and FAQs

Why my meeting didn’t sync to the CRM?

This is usually due to privacy or record-matching issues.

Confirm the CRM is connected by your admin
Check the meeting privacy setting
Verify the correct CRM record is associated

If it still doesn’t sync, contact your admin.

Why I don’t see the CRM fields I expect?

CRM field availability depends on how your org has configured field mapping.

Your admin may have limited which fields sync
Some CRM fields may be read-only
Not all CRMs support the same fields

Ask your admin to review the CRM mapping configuration.

Can I change CRM connection or mapping settings?

Usually no — these settings are managed at the organization level.

CRM connections are admin-only
Field mapping and sync rules require specific permissions
Contact your Avoma or CRM admin for changes

What’s next

If synced data doesn’t appear as expected, check how your CRM field mapping is configured.
If you use HubSpot, review Setting up bi-directional CRM sync for HubSpot
If you use Salesforce, review Setting up bi-directional data sync for Salesforce
If you believe you need access to update CRM configuration, confirm your permissions with your Avoma or CRM admin.
If your CRM is not yet connected, admins can follow How to Connect Avoma to Your CRM Organization-Wide.

Recap

Your CRM is connected at the organization level, and your meetings sync based on privacy and record association. If something doesn’t look right, CRM mapping configuration and permissions are the next places to check.