How to integrate Covve Business Card Scanner with Capsule

Streamline the process of uploading business card information to Capsule by connecting Capsule to Covve via Zapier.

Prerequisites

Before starting, ensure you have the following:

A Capsule account
A Zapier account on a plan that allows multi-step Zaps
A Covve account with access to the Covve Cardscanner service

How to set up the Covve to Capsule Zap

Log in to your Zapier account. If you don't have an account, you can sign up on their website here
Once logged in, click on the Create Zap button to start a new integration

Define the Zap Trigger

1. In the Choose App & Event section, search for Covve Scan and select it

2. Select the trigger event Scanned Card. This will trigger the Zap every time a new business card is scanned with Covve.

showing scanned card as the selected event in zapier

3. Click on Sign in to Covve Scan

4. A new window will open asking for your Covve Scan API Key. This is available in the Covve Account Settings area under the Backup & Integrations section where you can select Zapier. Enter your Covve API Key and authorise Zapier to access your Covve account. More information on linking Covve to Zapier can be found in this article.

5. Once the API Key has been entered, click Yes, Continue to Covve Scan

showing access page to link covve and zapier

Define the Zap Action

1. Set Capsule CRM as the Action App & Select the Event

2. Search for Capsule CRM and select it

3. Select Find Contact. This action will check if a scanned Contact already exists in Capsule CRM, and can create a new Contact if they do not

4. Click on Sign in to Capsule CRM. A new window will open asking for your Capsule CRM credentials. Enter your details and authorise Zapier to access your Capsule CRM account. Once connected, click Continue

5. Select Name from the Search using list, and is for the Operator

6. For Value, select First Name and then also Last Name as per the screenshot below. This ensures that Zapier searches for both the first and last name found on the business card. Make sure to also tick the checkbox for Create Capsule CRM Contact if it doesn’t exist yet:

showing first and last name as search options for covve, with option to create a new contacts ticked

7. Under Type select Person, as we want Zapier to create a new Person if they don’t already exist in our Capsule CRM account

8. Next, fill out the First name, Last name, Job Title, Email Address, Street Address, and Phone Number. Make sure to match them with the corresponding fields that Zapier offers from your Capsule account.

For more advanced users, Formatter by Zapier could be used as an intermediate step between Covve Scan and Capsule CRM to split the data (such as address) into more granular fields - more information about Formatter can found here.

showing create contact zap setup, specifically first and last name

showing create contact zap setup, specifically job title, about, email and street address

9. Optional Step - A tag can also be added to any newly created Contacts, so Contacts newly added from scanning a business card can easily be identified and filtered within Capsule. This is also handy if you have new Contacts being created from other sources too, as it allows for the filtering of Contacts by where they have been created from. You can see below that we have created a tag within Capsule called Card Scan. This tag will be added to all Contacts that are added to our Capsule by this Zap.

showing create contact zap setup, specifically phone number and tag

10. Test the action to ensure Zapier can successfully create or update a Contact in Capsule CRM with the data from Covve Cardscanner.

11. Once Test Step has been clicked, review your Capsule account to ensure the test Contact has been successfully added to your Capsule CRM. In the screenshot below, we can see that the test Contact, John Doe, has been successfully created in Capsule, and has also been tagged.

showing test contacted created in capsule

12. Once the test is successful, give your Zap a name and turn it on using the toggle switch in the top left of the screen, pictured below. This activates the integration, and from this point onward, any new business card scanned in Covve Cardscanner will automatically be added to Capsule CRM.

showing button to turn on and publish zap

Regularly monitor the Zap's performance in your Zapier dashboard to ensure it is working as expected. Make any necessary adjustments based on your workflow needs.

Benefits of this Integration

Time Efficiency: Automates the transfer of Contact information from business cards, saving time on manual data entry.
Accuracy: Reduces the risk of data entry errors, ensuring that Contact details are accurately captured.
Productivity: Streamlines the process of updating Capsule CRM, allowing you to focus on more critical tasks such as customer engagement and follow-up.
Seamless Workflow: Maintains an up-to-date and organised Contact database, enhancing your CRM's efficiency and effectiveness.

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