Send website inquiries to Capsule CRM
Capsule keeps a People list, and a person's page opens on their About text. This puts each inquiry from your site in that list the moment it arrives, with what they asked already in About, so you open the person and read the question before you do anything else.
It is a copy, not a move: the inquiry still lands in your Webkio Inbox. The shared rules, what is never sent, how failures are retried, are on Send your website inquiries to your CRM. This page is the Capsule part.
What you need
One value: a personal API token.
- In Capsule, click your name (top right) > My Preferences.
- Open API Authentication Tokens.
- Generate new API token, give it a name you will recognize ("Webkio"), and copy it.
The token acts as you, so it is stored encrypted and never shown again. Capsule lets you keep several tokens and revoke any one of them, which is the clean way to cut this off later: revoke the "Webkio" token and nothing else you use is touched.
Setting it up
- Project settings > CRM, choose Capsule CRM.
- Paste the token.
- Tick which inquiries to send.
- Add destination, then Send test.
No field mapping: a Capsule person has fixed fields, and each of ours goes to the one it belongs in.
What arrives
| In Capsule | From the inquiry |
|---|---|
| First name, Last name | Their name, split on the last space. "Ada Lovelace" is Ada / Lovelace; a single word is a first name only. If the form had no name, the email address stands in as the first name, so the person can still be found. |
| Email address (Work) | Their email address. |
| Phone number (Work) | Their phone number, when the form asked for one. |
| About | Their message; then "Company: ..." if they gave one; then which form it was, which site, and the page they wrote from. |
The person is created with Capsule's parties call as a person, and Capsule answers with the stored record, so a green result means it is there.
What does not arrive
An organization. Capsule can link a person to an organization record, but that is a separate record with its own rules about duplicates. The company name goes into About as text instead, where you can see it and decide.
A task or an opportunity. Nothing is added to a pipeline. Capsule's own rules (Settings > Automation, on the plans that have them) can do that when a person is created, which keeps the decision in Capsule.
De-duplication. Each inquiry makes a new person, even from the same address. Capsule flags people who share an email address and can merge them from the person's page.
When something fails
Capsule answers a failed call with a short JSON message, and the destination card shows it.
| What the destination shows | What it means | What to do |
|---|---|---|
| A 401 answer | The token is wrong or has been revoked. | Generate a new token under My Preferences > API Authentication Tokens and paste it in. |
| A 400 or 422 answer naming a field | Capsule refused a value, most often an email address or phone number it does not consider valid. | Nothing to change on your side; that inquiry is in your Inbox. If it happens for every inquiry, tell us, because it would mean our body no longer matches Capsule's rules. |
| A 429 answer | Capsule's rate limit for your account. | It is retried by itself, with growing gaps. |
| Accepted, but no person appears | It was stored under the user whose token this is. | Open People, clear any filter, and sort by date added. |
After four consecutive failures the destination is paused, so a revoked token does not keep trying. Resume after fixing it.
Frequently asked questions
Can the message go into a note instead of About?
Not with this integration: a note is attached to a person that already exists, which would be a second write. About is where Capsule shows text on the person's page, so it is the better place for a first inquiry anyway.
Which user is the person "added by"?
Whoever generated the token. Generate it while logged in as the person who should own new inquiries.
Does it work on the free Capsule plan?
Capsule's API is available on its plans including the free one; the limit that matters is the free plan's contact cap, and when it is reached Capsule refuses the write and the destination shows the refusal.
What about Capsule's "Track" or sales pipeline?
Not touched. A person arrives; adding them to a track or an opportunity stays with you, or with a Capsule automation rule that fires on new people.
Can two sites send to the same Capsule account?
Yes. Add the destination on each site. About names the site, so you can tell them apart.
I see "Webkio Test" in my People list
That is the test record from Send test. Delete it; it has done its job.
Related reading
- Send leads to your CRM - the switchboard every destination hangs off.
- All your customers in one place - the record that stays here whatever is sent on.
- Understanding notifications - the email and bell alerts that fire alongside a delivery.
- Integrations - every destination and connector on one page.
- The automated emails every business should send - the follow-up once a lead is in your CRM.