Capsule CRM

The Capsule CRM add-on needs to be installed and activated to see the features mentioned in this this documentation.

Introduction to Features

The Capsule CRM extension for Ninja Forms enables you to send your form submission data directly into your Capsule CRM account. Supported modules are:

  • People
  • Organisation
  • Opportunity
  • Notes
  • Tasks

In addition to this impressive list of modules, your newly created person will automatically be linked with the Organisation, Opportunity, Task, and Note. Custom Fields and Tags you create in Capsule are also available for use.

Connecting Ninja Forms to Capsule

Capsule Authorization

Capsule’s new version uses an authorization process called Open Authorization.  It is a secure way of allowing access to your Capsule account without having to enter your login credentials into WordPress.  In this process, you will be asked to log into your Capsule account, where you will be asked to grant permission. This permission will be given in the form of an incredibly long authorization code, which is unique to your account and valid for only a short while.  This code, when entered into your WordPress dashboard, is what will let you connect to Capsule, all without ever having to divulge your Capsule credentials. Here is the step by step process.

From your Ninja Forms Capsule Settings, click on the button “Get Authorization Code”

You will be sent to Capsule and asked to enter your Capsule account subdomain and click Continue.

Note how the page is asking for permission to connect Ninja Forms to your Capsule CRM account.

After logging in, you will be asked 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 a long URL in the address bar. Copy this entire URL then go back to your Ninja Forms Settings page. (Ninja Forms > Settings)

Paste the URL into the Authorization Code text box in the Capsule Settings and Save Options.

After saving your options, click on the button “Get Refresh Token.”   This refresh token is a renewable version of authorization that will allow your Ninja Forms Capsule extension to continue to send form data on your behalf to your Capsule account.

After successfully generating your refresh token, you are now connected to Capsule.

Note that a new setting, Refresh Token appears in the Capsule settings to show that you now have access and are ready to connect your forms.

Mapping Form Fields to Capsule

Field mapping is the process of connecting specific fields on your Ninja Form to the CRM field where you’d like the submitted field data to go. It is best for you to have your Ninja Form already built prior to starting this step. Of course, as you add or modify fields on your form, you always have the opportunity to modify your field maps.

To map fields, go to the Emails & Actions section of your form design, click the “+” to add a new action, and select the “Add to Capsule CRM” action. You will then see the Add to Capsule Field Mapper, as shown in the image. For each field to map:

  1. In the “Capsule Field Map” box, click the “+ ADD NEW” button to add a new field map.  Use the “Form Field” drop down icon to bring up a list of all the available fields on your form and click to select the form field you wish to use.  If you want to set a specific value instead of one entered by the site visitor, type in the value you wish to use in this field.
  2. Click in the “Capsule Field” text box to bring up a list of all the Capsule fields available for receiving the form data. Click on the field you wish the form data to be sent to. If you are mapping to a custom field, skip this box and move on to the next.
  3. The “Capsule Entry Type” box is used on Email, Phone, and Address fields. Use this to specify the entry type when mapping. For most other fields, this setting is not used.
  4. The “Custom Field” box is used when you want to map to a custom field. Type in the name of the custom field exactly as you have it created in Capsule.

Custom Fields

Ninja Forms’ Capsule extension lets you add custom fields to People / Organizations, and Opportunities. You can see the available custom fields in your Capsule account settings, as shown in this screenshot. You can see the particular module and the name of a custom field by the two arrows.

To add these to your field map, add a row to your field map action and select the form field you wish to use. Remember that you can also type in a set value. Next steps:

  1. For the Capsule Field, select either “Custom (for Person)->” or “Custom (for Opportunity)->”
  2. For Custom Capsule Field, type in the custom field exactly as it is set up in Capsule
  3. If you are using a date or a boolean (true/false, check box, etc), select the appropriate entry type.

Optional Modules

In addition to creating your Lead or Contact and Account, you have the ability to attach various other modules to your newly created person.  

About Opportunities

The Opportunity module has the following fields available:

  • Name
  • Description
  • Milestone
  • Currency
  • Value
  • Duration Basis
  • Duration
  • Expected Close
  • Owner

About Notes

The Note module has two fields available:

  • Note Subject
  • Note Content

About Tasks

The Tasks module has the following fields available:

  • Task Detail
  • Task Due Date (how many days/weeks from when form is submitted (e.g. “2 days”)
  • Task Description
  • Task Owner

NOTE: The due date is set relative to the time of the form submission date/time, for example “2 days” or “3 weeks”. The date interval does not calculate “business days” – it counts every day.`

Advanced Commands

The advanced commands textbox gives you an easy way to change the extension’s functionality without needing any programming experience. You can add as many of these commands as you want by putting a comma in between them as shown here:

After adding the commands you want, click “Save Options” and then REFRESH your browser page for your changes to take effect.

Here is a list of the current available advanced commands available:


Display advanced communication diagnostics we at Ninja Forms can use with any support requests you have.  


Display the authorization credentials used in Capsule’s API version 1, which is scheduled to be discontinued after January 2018.

Helpful Hints

Setting Fixed Values

In certain cases, you may want to send a fixed value into your CRM. For example, you may have a field for lead source and you want it always to say “Web Form Submission”. To do this, add a row to your Field Map action and, instead of selecting a form field, simply type in the value you want sent, and then map the value to the CRM field you wish.  

In this screenshot example, we want to assign user “bobsmith727” to be in charge of a new opportunity, which we have in our CRM as Opportunity Owner:

Formatting Dates

When sending dates to your CRM, it is best to use one of two formats:


Note that when putting the month first, use a slash “/” and when putting the day first, use a dash”-”. This helps keep the two in the correct order so that the day and month do not get reversed when sent.

Fields like Due Date use a date interval since it is impractical to set a fixed date when one doesn’t know when the form will be submitted. Some examples of this are:

  • 2 days
  • 3 weeks
  • 7 years

Note that the interval counts every day from when the form is submitted, it cannot account for holidays or weekends so please plan accordingly when setting the date interval.

Requesting Help

Should you need help and submit a support ticket, do the following to help us find an answer faster for you:

  1. Type in the word “support” in the Advance Commands box
  2. Save your settings
  3. Refresh the page
  4. Take a screenshot including Communication Status through Most Recent Response

This information can get us working on a solution for you faster.