Capsule CRM is a simple yet powerful cloud-based solution that is flexible and customizable. It even offers a fully-fledged mobile app to access the CRM dashboard on the go and provides plenty of notable features at a reasonable price.
This software is very popular among many WordPress users. If you also want to join the pack, we’ll show you how to easily integrate WordPress forms with the Capsule CRM without using a third-party service!
Table of contents
- How to integrate Capsule CRM with WordPress
- Send custom data from your WordPress form to Capsule CRM
- Sending sensitive data to Capsule CRM
1. How to integrate CapsuleCRM with WordPress
Capsule CRM is not a complicated customer relationship management platform and the integration should not be either. Actually, connecting the Capsule CRM account to your WordPress website is a walk in the park! All you’ll need is a free Ninja Forms plugin, an active Capsule CRM account, and our Capsule CRM add-on that acts as a bridge between your WordPress form and the Capsule CRM software.
Linking your Capsule CRM account to WordPress Forms
First, you need to install the Capsule CRM add-on. Once installed, head to Ninja Forms Dashboard > Settings > Capsule CRM Settings. Click on Get authorization code.
You will be sent to Capsule and asked to enter your Capsule account subdomain and click Continue. After logging in, you will see a pop-up to Allow Ninja Forms to view and write data related to your Capsule account. Click Allow.
You will be redirected in a new browser tab to a screen with an access code. Now copy the access code and go back to the Ninja Forms Settings page > Capsule CRM Settings and paste the code to the Authorization Code field. Click Save. Now you successfully linked your Capsule CRM account with your WordPress website.
Add a contact from your WordPress form to your Capsule CRM account (field mapping)
Now that you connected your WordPress forms to your Capsule CRM account, you can start sending your contacts to Capsule. You do this via Add To Capsule action. Please note our Capsule CRM extension for Ninja Forms supports the following modules: People, Organization, Opportunity, Notes, and Tasks. For demonstration purposes, we created simple form fields that we will map to Capsule CRM:
The next step is to click Emails & Actions. Click the blue plus icon in the lower right and click Add To Capsule action. After choosing this option, you will see a Capsule Field Map under the action name.
Now, you want to map all existing WordPress form fields to Capsule CRM. This is done by clicking Add New next to the Capsule Field Map. Click on the merge tag icon to pull out the form field data and map it to the correct Capsule Field.
The Capsule Entry Type box is used on the Email, Phone, and Address fields. Use this to specify the entry type when mapping. For most other fields, this setting is not used. Here is how we mapped an Email field as an example:
Keep in mind, that the Capsule CRM add-on creates only a new record and does not update existing records. Any human or automated bot that enters a matching email address would have the ability to delete or overwrite all the entries in your account.
For this reason, this decision was made to prevent spam-type submissions from corrupting valid data in Capsule CRM in order to protect against malicious updates.
You can, however, check for the duplicates in your Capsule CRM by enabling the option Check for duplicates and suggest a merge tag in Add To Capsule action.
2. Send custom data from your WordPress form to Capsule CRM
If you want to send custom data from your WordPress form to your Capsule CRM account, you’ll need 3 things: create form fields on your WordPress form, create custom fields in Capsule CRM, and finish mapping these fields on your WordPress form.
Create a custom field in your Capsule CRM account
Head to your Capsule CRM account to create custom fields that match your form fields. Click on Account Settings and select Custom Fields. Here you can use the tabs to select whether the Custom Fields will be for People & Organizations, Opportunities, or Cases.
Now click Add New Custom Field and select the type of field that you would like to add. You can create custom fields for People & Organizations, Opportunities, and Projects. Once you select the type of field for the selected supported module, give the Custom Field a Label and Save. Keep in mind the Label name of the custom field must match the Ninja Forms form field label too.
Every time you create a custom field in Capsule CRM, the most important step is to go to your Ninja Forms > Settings > Capsule CRM Settings, and click the button for “Refresh Custom Fields”. If you don’t do this, you won’t be able to map your Capsule CRM custom fields to your form fields.
Map custom fields data from WordPress to Capsule CRM
If you successfully created a custom field in your Capsule CRM, head over to your form and map those custom fields under the Capsule CRM action.
That’s it! You’ve just learned how to map the custom fields from Capsule CRM to your WordPress form!
3. Sending sensitive data to Capsule CRM?
Sometimes your organization stores sensitive data in your CRM software. Securing this sensitive data such as personally identifiable information (PII), or protected health information (PHI) is a critical concern for any organization. While Ninja Forms has security measures in place, Ninja Forms relies on the security of your server.
When you integrate your WordPress forms with Capsule CRM, we don’t recommend saving sensitive data. The reason is all data is saved by default within the WordPress database. Ninja Forms gives you an option to disable the Record Submission action (just toggle off the button) to stop the data from saving to your server. Disabling this option your data is transferred straight to the Capsule CRM system.
However, If you decide to store your submissions with personally identifiable information, you can set submissions to expire. You can also mark certain fields as Personally Identifiable Data.
This means when Delete Data Request is processed, all Personally Identifiable Data on your form will be anonymized rather than deleted. To learn more about General Data Protection Regulation, make sure to check this blog post!
Connecting your WordPress site to Capsule CRM is easy!
Ta-da! You’ve reached the end of our tutorial. We hope you feel confident about how to integrate your WordPress forms with Capsule CRM. Best of all, you don’t need any third-party software to connect your Capsule CRM with WordPress.
All you need is the free Ninja Forms plugin and our Capsule CRM add-on! Using this add-on, you can make the connection between your WordPress site and your Capsule CRM account effortlessly, without breaking a bank! Want to learn more about the Capsule CRM add-on? Visit our documentation page with step-by-step tutorial!
Go ahead and get this popular CRM add-on today! Capsule CRM add-on is part of our Agency membership but unlike our competitors, we give you the option to purchase our add-ons individually for a single site, 5 sites, or 20 sites.
On top of that, we offer a 14-day money-back guarantee, so you’ll have plenty of time to test your add-on with Capsule CRM software. The last thing we want is you worrying about losing money if the product is not the right fit for your project!
ارتباط با مشتری says:
Here is such a nice explanation about why CRM is important. Thank you for sharing this.
Academy blog says:
Loved this article, very useful information about CRM! I am glad more and more companies are shifting into focusing in this area. It is a must have in today’s world for successfully tracking and managing your business.