majiayu000 CRM Integrations Skill
Purpose
Connects lead generation forms to CRM systems and automation tools. Ensures no leads are lost through robust backup strategies and async processing.
Core Rules
- Always have backup — If CRM fails, data must be saved elsewhere (Google Sheets)
- Async processing — Don't block form submission on CRM integration
- Retry failed sends — Queue and retry integration failures with exponential backoff
- Log everything — Track all integration attempts for debugging and compliance
- Validate before send — Ensure data format matches CRM requirements using Zod
- GDPR compliance — Check consent before sending PII to third parties
- 4xx = don't retry — Client errors are not retryable, 5xx errors are
- Hash sensitive data — IP addresses should be hashed for privacy
- Track source — Always include UTM parameters and referrer for attribution
- Timeout protection — Set reasonable timeouts (10s) to prevent hanging requests
Integration Flow
Form → Validate → Save to Sheets → Queue CRM (async) → Thank You → [Background] CRM with retry
Key Environment Variables
| Variable | Purpose | Example |
|---|---|---|
HUBSPOT_ACCESS_TOKEN |
HubSpot API auth | pat-xxx |
PIPEDRIVE_API_TOKEN |
Pipedrive API auth | xxx |
ZAPIER_WEBHOOK_URL |
Zapier webhook | https://hooks.zapier.com/... |
CRM_WEBHOOK_URL |
Generic CRM endpoint | https://your-crm.com/webhook |
Error Handling Strategy
| Status Code | Action | Retryable |
|---|---|---|
| 2xx | Success | No |
| 4xx | Client error, log and skip | No |
| 5xx | Server error, retry with backoff | Yes |
| Timeout | Network issue, retry | Yes |
References
Detailed implementation code and examples:
- Webhook Implementation — Generic webhook function, payload standard, architecture
- HubSpot Integration — HubSpot contact creation code
- Pipedrive Integration — Pipedrive person and deal creation
- Automation & Forms — Zapier/Make, form handlers, failure queues
Forbidden
- ❌ Blocking form response on CRM integration
- ❌ No backup storage for leads
- ❌ Exposing API tokens to client-side code
- ❌ Sending PII without user consent
- ❌ No retry logic for transient failures
- ❌ Ignoring failed integrations without logging
- ❌ Using GET requests for webhooks (always POST)
- ❌ Storing API tokens in version control
Definition of Done
- Generic webhook function implemented with retry logic
- Google Sheets configured as primary backup storage
- CRM integration runs asynchronously (doesn't block form)
- Failed integrations logged to separate sheet/queue
- All environment variables properly set and documented
- GDPR consent checked before sending data to CRM
- Email notifications working (customer + internal)
- UTM parameters captured and stored with each lead
- Error handling tested for 4xx, 5xx, and timeout scenarios
- Exponential backoff implemented for retries