Why Dynamics 365 Teams Need Smarter Meeting Automation
Microsoft Dynamics 365 is the CRM of choice for enterprise organizations that need deep customization, tight Microsoft ecosystem integration, and enterprise-grade security. But even with Dynamics' powerful workflow engine, one gap persists: getting meeting data into the CRM requires manual effort.
PepoSmart's Dynamics 365 integration closes that gap. From automatic contact creation with proper lead source tracking to AI-generated annotations and prioritized tasks, every meeting interaction flows into Dynamics 365 without anyone touching a CRM form.
What the PepoSmart Dynamics 365 Integration Does
1. Automatic Contact Sync on Booking 2. Meeting Details Logged as Annotations 3. AI Meeting Summaries on Contact Records 4. Action Items Become Prioritized Tasks
1. Automatic Contact Sync with Lead Source Tracking
When a prospect books through PepoSmart:
- Dynamics 365 is queried for an existing Contact matching the email address using OData filters
- If found, the booking is associated with the existing record
- If new, a Contact is created with first name, last name, email, phone, and company
- The Lead Source is set to Web (value 8) for proper attribution tracking
Enterprise Duplicate Prevention
PepoSmart uses Dynamics 365's OData query API with email filtering to find existing contacts. This handles the scale and complexity of enterprise Dynamics orgs where thousands of contacts may exist across business units.
2. Meeting Details as Dynamics Annotations
Every booking creates an Annotation (note) on the contact record with formatted details:
- Contact's timezone
- Phone number if collected
- Custom question answers with clear labels
- Meeting location (Teams link, Zoom URL, or physical address)
Annotations are Dynamics 365's native note system, meaning booking details appear in the standard Notes timeline that your team already uses daily.
3. AI Meeting Summaries as Annotations
When Collect Meeting Notes is enabled, PepoSmart's AI generates a meeting summary that's logged as an Annotation on the contact:
- Structured summary with key discussion points
- Meeting title and date for context
- Sentiment analysis and buyer intent indicators
These annotations integrate seamlessly with Dynamics 365's timeline view, giving managers and teammates complete call context alongside emails, phone calls, and other activities.
4. Action Items as Prioritized Dynamics Tasks
PepoSmart creates Dynamics 365 Tasks from extracted action items with native priority mapping:
| Action Type | Example | Dynamics 365 Task |
|---|---|---|
| Send Pricing | "I'll send the pricing" | High priority — Open — due in 7 days |
| Send Proposal | "Let me draft a proposal" | High priority — Open — due in 7 days |
| Send Demo Link | "I'll get you trial access" | Normal priority — Open — due in 7 days |
| Schedule Follow-up | "Let's reconnect next week" | Normal priority — Open — due in 7 days |
| Send Resources | "I'll share documentation" | Low priority — Open — due in 7 days |
| Answer Question | "Let me check with the team" | Normal priority — Open — due in 7 days |
Dynamics Priority Mapping
PepoSmart maps to Dynamics 365's priority values:
- High priority → prioritycode 1 (High)
- Medium priority → prioritycode 2 (Normal)
- Low priority → prioritycode 3 (Low)
Tasks appear in the Activities view and can be assigned through Dynamics workflows and queues.
Setting Up the Integration
Step 1: Connect Your Dynamics 365 Account
Navigate to Integrations in PepoSmart and click Connect to Dynamics 365. Authorize via Microsoft's OAuth flow with your organization credentials.
Step 2: Enable Meeting Notes
Turn on Collect Meeting Notes on events where you want AI notetaking.
Step 3: Sync Starts Automatically
Bookings sync contacts and annotations. Completed meetings generate summaries and tasks within minutes.
What Data Is Synced and When
| Trigger | What Syncs to Dynamics 365 | Dynamics Object |
|---|---|---|
| Prospect books a meeting | Contact info (Lead Source: Web) | Contact |
| Prospect books a meeting | Booking details, timezone, custom answers | Annotation on Contact |
| Meeting notes complete | AI summary with meeting title and date | Annotation on Contact |
| AI analysis complete | Action items with priority levels | Tasks on Contact |
Security and Privacy
- OAuth 2.0 via Microsoft Identity — uses your org's Azure AD authentication
- Automatic token refresh — integration stays connected
- Encrypted storage — all tokens and org URLs encrypted at rest
- Enterprise compliance — works with Dynamics 365 security roles and access controls
- Easy disconnect — remove from dashboard at any time
Who Benefits Most
Enterprise Sales Teams
Large sales organizations with complex Dynamics deployments benefit from automatic data capture. Every meeting interaction is documented without relying on rep compliance.
Sales Operations
RevOps teams managing Dynamics 365 configurations get cleaner data without building custom workflows. Contact attribution, task creation, and annotation logging work out of the box.
IT Administrators
The OAuth-based integration requires no custom Dynamics development, plugins, or Azure Functions. It connects through standard Microsoft APIs and respects existing security roles.
PepoSmart vs. Other Scheduling Tools on Dynamics 365
| Feature | PepoSmart | Typical Scheduling App |
|---|---|---|
| Auto-create contact on booking | Yes (with Lead Source) | Rare |
| Duplicate prevention | Yes (OData query) | Sometimes |
| Log booking details as annotation | Yes | Basic or none |
| AI meeting notes to Dynamics | Yes | No |
| Prioritized tasks from action items | Yes (High/Normal/Low) | No |
| Sentiment and buyer intent | Yes | No |
| Meeting recording & transcript | Yes | No |
Getting Started
The PepoSmart Dynamics 365 integration is available on all plans.
Sign up for PepoSmart and connect your Dynamics 365 org today.
Already using PepoSmart? Head to Integrations > Dynamics 365 in your dashboard to connect.
