Connect Zoho CRM

Prerequisites

• •A Zoho CRM organisation and a user allowed to approve the requested CRM permissions.
• •An AIChatVault agent with lead capture configured for the customer details you need.
• •A decision about whether captured people should enter the Leads or Contacts module.

Connect the account

• •Open the agent in AIChatVault and go to Integrations, then Zoho CRM.
• •Select Connect with Zoho CRM and approve access in Zoho.
• •Return to AIChatVault and confirm the connected organisation shown on the page.
• •Run Test Connection before enabling production sync.

Configure sync behavior

• •Choose the Zoho module used for captured people.
• •Choose how duplicate records are handled.
• •Enable notes when conversation context should be added to the CRM record.
• •Optionally create a follow-up task and select its due period.
• •Optionally enable deal creation where the selected module and workflow support it.
• •Choose a sync policy — All syncs every captured lead automatically, Consent requires a separate CRM-specific consent field to be satisfied first, and Handoff only syncs once the conversation reaches a human handoff.
• •Turn on AI summary notes to have the CRM note contain an AI-generated summary of the conversation instead of the full raw transcript.
• •Set owner assignment to leave new records unassigned, always assign a fixed Zoho user, or round-robin ownership across a list of users.
• •Once your connection has granted the layout and deal-stage scopes, optionally choose a page layout and a default deal stage for records this integration creates.
• •Optionally add automation rules that create a task or a deal automatically when a captured lead matches a source or module condition.
• •Turn on sandbox mode to test field mapping and sync behavior without writing real records — writes are simulated and logged as dry runs.
• •Save settings and test with a controlled lead-capture conversation.

Live AI actions during the conversation

Beyond the automatic post-conversation sync, a connected Zoho CRM integration also gives the AI agent a set of live tools it can call while the conversation is still happening. This is separate from any AI Actions you configure yourself elsewhere in the product — these tools are built into the Zoho CRM integration and become available automatically once it is connected.

• •Create a Lead in Zoho CRM immediately, without waiting for the standard lead-capture flow.
• •Update an existing Contact's name, email, phone or company.
• •Add a note to the CRM record linked to the conversation.
• •Create a follow-up task on the linked record.
• •Create a Deal against a linked Contact when the customer shows clear buying intent.
• •Update the stage of a Deal it already created earlier in the same conversation, for example moving it to Negotiation or Closed Won.
• •Every live action is recorded in the same sync log as automatic pushes, so you can audit what the AI did and when.

How Zoho CRM works end to end

1. 01
   A customer submits details

   The configured AIChatVault lead-capture experience collects the approved name, email, phone and available conversation context.

2. 02
   AIChatVault evaluates the CRM rules

   The integration selects Leads or Contacts, applies field mapping and checks the configured duplicate-handling behavior.

3. 03
   The CRM record is created or updated

   AIChatVault sends the permitted customer fields to Zoho CRM and records the resulting provider response.

4. 04
   Optional follow-up records are added

   When enabled, AIChatVault adds a conversation note, creates a follow-up task with the configured due period and creates a deal where supported.

5. 05
   Your team continues in Zoho

   The sales or service team works from the resulting CRM record while AIChatVault retains integration activity for review and troubleshooting.

Troubleshooting

• •Reconnect if Zoho reports revoked or expired access.
• •Confirm the approving Zoho user can create and update the selected modules.
• •Use Test Connection when recent sync activity reports an error.
• •Review required CRM fields if Zoho rejects a new record.