Why Zoho CRM Users Need Smarter Scheduling Integration
Zoho CRM is the platform of choice for hundreds of thousands of businesses worldwide. It's powerful, flexible, and affordable. But there's a persistent gap in most Zoho workflows: the meeting itself. Booking tools create the contact, but the conversation — the most valuable sales data you have — never makes it into the CRM.
PepoSmart's Zoho CRM integration bridges that gap. From the moment a prospect books a meeting to the AI-generated follow-up tasks created after the call, every step flows directly into your Zoho CRM without manual intervention.
What the PepoSmart Zoho CRM Integration Does
The integration connects four critical workflows:
1. Automatic Contact Sync on Booking 2. Booking Details Logged as Zoho Notes 3. AI Meeting Summaries Added to Contact Records 4. Action Items Become Prioritized Zoho Tasks
1. Automatic Contact Sync: No Duplicates, Clean Data
When a prospect books a meeting through PepoSmart, their information is synced to Zoho CRM immediately:
- PepoSmart searches Zoho for an existing contact matching the email address
- 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 "Calendar Booking" for clean attribution
Built-In Duplicate Prevention
The integration searches by email before creating new records. If a prospect books multiple meetings over time, all notes and activities stack on the same contact record — keeping your Zoho database clean without manual deduplication.
2. Booking Details as Zoho Notes
Every booking creates a Note on the Zoho contact with formatted details:
- Contact's timezone
- Phone number (if collected)
- Custom question answers — each question clearly labeled with the response below
- Meeting location (Google Meet link, Zoom URL, or physical address)
This gives your team full context about what the prospect shared during booking, right on the contact timeline.
3. AI Meeting Notes Synced to Zoho
When you enable Collect Meeting Notes, PepoSmart's AI notetaker joins your call and generates:
- A concise meeting summary with key discussion points
- Sentiment analysis and buyer intent signals
- Key topics discussed during the call
The summary is posted as a Note on the Zoho contact record with the meeting title and date, giving your team complete call context.
Notes Your Team Will Actually Read
PepoSmart's AI summaries are concise and structured — not raw transcripts. They capture what matters: decisions made, objections raised, next steps promised. The result is Zoho notes that are actually useful for deal reviews and pipeline discussions.
4. Action Items Become Prioritized Zoho Tasks
PepoSmart's AI extracts action items from the conversation and creates them as Zoho Tasks:
| Action Type | Example | Zoho Task |
|---|---|---|
| Send Pricing | "I'll send the pricing breakdown" | High priority — due in 7 days |
| Send Proposal | "Let me draft a formal proposal" | High priority — due in 7 days |
| Send Demo Link | "I'll get you trial access" | Normal priority — due in 7 days |
| Schedule Follow-up | "Let's reconnect next week" | Normal priority — due in 7 days |
| Send Resources | "I'll share the case study" | Low priority — due in 7 days |
| Answer Question | "Let me check with the team" | Normal priority — due in 7 days |
Tasks use Zoho's native priority system (High, Normal, Low) so they integrate seamlessly with your existing task management workflow.
Setting Up the Integration
Step 1: Connect Your Zoho CRM Account
Navigate to Integrations in your PepoSmart dashboard and click Connect to Zoho CRM. You'll authorize PepoSmart via Zoho's OAuth flow.
Step 2: Enable Meeting Notes
Enable Collect Meeting Notes on event types where you want AI notetaking and task creation.
Step 3: Sync Starts Automatically
Every new booking syncs contacts and notes. Completed meetings with notes enabled generate summaries and tasks within minutes.
What Data Is Synced and When
| Trigger | What Syncs to Zoho | Zoho Object |
|---|---|---|
| Prospect books a meeting | Contact info (Lead Source: Calendar Booking) | Contact |
| Prospect books a meeting | Booking details, timezone, custom answers | Note on Contact |
| Meeting notes complete | AI summary with meeting title and date | Note on Contact |
| AI analysis complete | Action items with priority levels | Tasks on Contact |
Security and Privacy
- OAuth 2.0 authentication — we never store your Zoho password
- Automatic token refresh — the integration stays connected without manual re-authorization
- Encrypted storage — all tokens are encrypted at rest
- Easy disconnect — remove the connection from your dashboard at any time
PepoSmart vs. Other Scheduling Tools on Zoho
| Feature | PepoSmart | Typical Scheduling App |
|---|---|---|
| Auto-create contact on booking | Yes (with Lead Source) | Yes (basic) |
| Duplicate prevention | Yes | Sometimes |
| Log booking details as note | Yes (formatted) | Basic |
| AI meeting notes to Zoho | Yes | No |
| Prioritized tasks from action items | Yes (High/Normal/Low) | No |
| Sentiment and buyer intent analysis | Yes | No |
| Meeting recording & transcript | Yes | No |
Getting Started
The PepoSmart Zoho CRM integration is available on all plans. Free accounts include 2 AI meetings, Personal plans include 30 per month, and Pro/Team plans include unlimited AI meetings.
Sign up for PepoSmart and connect your Zoho CRM today.
Already using PepoSmart? Head to Integrations > Zoho CRM in your dashboard to connect in under 60 seconds.
