Frequently Asked Questions

Insycle is a complete customer data management platform. It connects directly to popular CRM platforms like HubSpot, Salesforce, Intercom, Pipedrive, and others.

Once connected, Insycle lets operations teams easily identify and fix CRM data issues in just a few clicks. Insycle analyzes customer data in CRMs for common problems—poorly formatted records, duplicate data, low-quality data, and more.

Insycle also lets you automate critical parts of your CRM data maintenance, saving your team time and improving effectiveness across your organization through better data quality.

To learn more, check out these articles:

• How Insycle Works
• All How-To Articles

Insycle can help you solve a wide range of data issues in your CRM through ten different modules and apps, providing dozens of pre-built templates for common problems. You can also build custom templates to solve issues unique to your organization.

With Insycle, you can:

• Identify and merge duplicate data in flexible ways.
• Automatically detect relationships and link contacts, companies, deals, custom objects, and other object types in bulk.
• Quickly correct, format, standardize, extract, map, copy, move, and combine data. 
• Import data with options to cleanse, associate, update, and standardize your data before importing it into your database.
• Compare CSV to CRM data.
• Declutter and purge low-quality data.
• Zoom in on specific fields to explore value variations and review them on a record-by-record level.
• Explore field values and unearth important stats, segment data, drill down into individual records, generate reports, and bulk update selected segments.
• Assign contacts, accounts, leads, deals, and other items to a relevant, available team member for a timely response.
• Save templates and set up automation so processes run on their own.

To learn more, check out these articles:

• Introduction to Modules and Apps: Which Module/App to Use for a Task
• All "How To" Help Articles
• How Insycle Works
• Templates
   

Other companies use Insycle to solve dozens of unique data issues across a range of popular CRMs.

Three of our most popular use cases are:

1. Merging duplicate data in bulk
2. Formatting and standardizing values
3. Creating relationships between records

To learn more, check out this article: Top 3 Things To Do With Insycle

Insycle integrates with the following CRM platforms:

• HubSpot
• Salesforce
• Intercom
• Pipedrive
• Mailchimp
• Zendesk
• Marketo
• Yext
   

To get started with Insycle, new users should begin with the setup guide for your CRM, which walks through connecting your database and running your first data operations.

We have tailored guides for HubSpot and Salesforce users:

• Insycle for HubSpot Setup Guide
• Insycle for Salesforce Setup Guide

For other CRMs, see Where to Start: Setup Guide.

If your company has been using Insycle and you’ve recently gained access, have a look at the My Company Uses Insycle, and I’m a New Admin—What Should I Do? article.

To learn more about Insycle and find ideas on how to get started, please refer to our Getting Started articles:

• How Insycle Works
• Introduction to Modules and Apps: Which Module/App to Use for a Task
• Top 3 Things To Do with Insycle
• 8 Tips To Find and Merge More Duplicates
• Deduplication Best Practices
• Association and Linking Best Practices

You can schedule a demo with the Insycle team by submitting the form on our Book a Demo page. 

Occasionally, you may see your account marked as "Expired" when you first log in. There are a couple of scenarios where this may occur:

1. Enterprise Users: Accounts with 500K+ records are not eligible for our 14-day trial. If you have a database with more than 500K records, please contact our support team via live chat or create a sandbox database to test Insycle.
2. Companies with existing accounts: Insycle searches for existing accounts using your company domain. If your company had a previous account with Insycle with an expired trial or canceled subscription, your account might show up as expired. We may be able to offer an extended trial in some circumstances. Contact support through live chat in the bottom right-hand corner.

Insycle's plan pricing is based on the selected Modules and Apps and the total number of records in the database. Pricing is record-based, meaning it's determined by the total number of records in your connected database (such as contacts, companies, and deals).

For instance, if you have 50,000 records in your database and want all the Data Management modules, your monthly cost will be $125 if paid monthly or $100 if paid annually, regardless of the number of users you have.

If you have 50,000 records and want all of the Data Management modules and the Associate App, your monthly cost will be $131 if paid monthly or $125 per month if paid annually.

You can review your exact record count in Insycle under Settings > Sync Status.

All Insycle plans include unlimited users and unlimited operations. There are no restrictions on how many team members can access the system or how often you can run data operations.

To learn more, check out these resources:

• Pricing and Costs: Understanding Insycle Plans
• Insycle's Pricing Page
   

Each entry in your CRM that you are syncing with Insycle counts as a record. 

Specifically, these object types are included in the count:

• HubSpot: Contacts, companies, and deals. Note: Tickets, custom objects, line items, and any other standard objects are optional add-ons.
• Salesforce: Accounts, contacts, leads, and opportunities. Note: Any other custom or standard objects are optional add-ons.
• Intercom: Leads, users, and companies
• Pipedrive: People, organizations, and deals
• Mailchimp: Contacts and audiences
• Marketo: Leads, companies, and opportunities
• Yext: Locations and assets
• Zendesk: Tickets

Whether you plan to merge, standardize, or associate specific records, the calculation is always based on the total number of records in your database.

You can review your record counts in Settings > Sync Status.

For each CRM platform synced with Insycle, these metrics about the last sync are displayed: 

• Total Insycle - Reflects the total number of records in Insycle
• Total App - The total number of records in your connected app (CRM)
• Breakdown - Details the quantity of each record type included in the totals, indicating how many records are synced in both Insycle and the connected app

The image above shows the Total Insycle, Total App, and Breakdown: Insycle/App columns from the Sync Status page for two connected accounts, listing per-object-type record counts — the first showing Salesforce object types (Accounts, Campaign Members, Contacts, Leads, Opportunities, and others) totaling 6,609 records, and the second showing HubSpot and custom object types (Companies, Contacts, Deals, Tickets, and others) totaling 3,148 records.

Insycle plans and free trials can be canceled at any time directly from the Settings > Billing page.

Only users with the Owner role can initiate the cancellation. If you aren't sure who the 'Owner' is for your team, review the roles under Settings > Users. If you still can't figure it out, please contact our support team. 

Learn more about canceling your plan.

The image above shows the Cancel Plan button highlighted with an arrow below the Plan Details panel of Insycle's Settings > Billing page. The button appears red and clickable only when the user has the Owner role.

Insycle offers flexible month-to-month options for the Starter, Growth, and Professional plans, which accommodate databases with up to 500,000 records. We offer a 20% discount on these plans when you pay annually.

For larger databases exceeding 500,000 records, we offer an Enterprise plan available annually.

This structure ensures you have the best option to fit your needs as your business grows!

All Insycle plans allow you to invite an unlimited number of team members to your Insycle account. Insycle pricing is based on the number of records in your database, not on the number of users that you invite to Insycle.

If they have access to your CRM, you can invite them to Insycle at no charge. Each subscription covers the entire account or connected database, allowing users across your team, including vendors and external partners, to access and contribute to data management as needed.

Additionally, Insycle allows administrators to manage user permissions, ensuring data security and access control.

Learn more about inviting your team to use Insycle.

You can track what your team has done in Insycle using the Activity Tracker, which logs all data updates for auditing purposes. You can download a CSV detailing the changes for any update made using Insycle.

Learn more about viewing the audit trail and history in Activity Tracker.

The image above shows the Activity Tracker, filtered by date range, listing completed operations with columns for App, Module/App, Type, Template, Run ID, and Duration — for example, an Associate operation on Contacts using the "contacts-company-copy cross object" template, and a Merge Duplicates operation on Companies using "Deduplicate by same name, same domain."

Insycle doesn't offer a shared account feature — accounts are designed for individual users, not for multiple people to log in with a single shared login. Instead, Insycle provides unlimited individual user accounts for every plan, which is a more secure and accountable approach. Insycle uses single sign-on (SSO) technology, allowing each team member to log in directly through their individual HubSpot, Salesforce, Pipedrive, Intercom, or other supported CRM account. This streamlines access while maintaining distinct user identities and activity logs.

Anyone with an account in your CRM can be invited to use Insycle free of charge. Invitees can access Insycle through the Login page.

You can also set permissions for each user and track changes made by individual users. This functionality isn't available with a shared account.

To learn more, see User Roles and Permissions.

You can merge duplicate records using the Merge Duplicates module, which helps you identify and merge duplicate contacts, companies, deals, and other object types in flexible and powerful ways.

First, you tell Insycle how to identify duplicates by setting match rules in 1. Find Duplicates. 

The image above shows match rules configured in the Simple tab of 1. Find Duplicates of the Merge Duplicates module, matching on First Name and Last Name using Exact Match with Symbols ignored and First 5 Characters compared, and on Email Domain using Exact Match with the Top-Level Domain ignored and the Entire Value compared. The "1" badge on the Filter button indicates one filter is applied.

After reviewing the duplicates found, you set rules for determining the master record—the record into which all other duplicate records are merged in 3. Merge Logic on the Master tab.

The image above shows master record selection rules in the Master tab of 3. Merge Logic of the Merge Duplicates module, prioritizing Contact owner (active user), Marketing emails clicked (highest), Marketing emails bounced (lowest), Marketing emails opened (highest), Lifecycle Stage (is Customer), Email (not role-based), Record ID (lowest), and Create Date (earliest), with Processing set to By Priority and an exclusion for duplicate groups with more than 5 records.

You can also set custom data retention rules on the Fields tab.

The image above shows field-level data retention rules in the Fields tab of 3. Merge Logic of the Merge Duplicates module, including Amount Donated (Rollup numbers, sum), Contact owner (from the record where Industry contains a specified value), Phone Number (Most frequent value), Lifecycle Stage (from the record where the value is any of Customer, Evangelist, or others specified), and Merged Contact IDs (Collect non-master values from Record ID).

Learn more:

• Module Overview: Merge Duplicates
• Common Deduplication Scenarios
• Get answers to more questions in the Merging Duplicates FAQs

Merging duplicates can overwrite some data, depending on your settings—but you have full control over how conflicting values are handled. 

By default, Insycle will keep the master record values; if a master record has empty fields, Insycle copies values from the most recently updated record in the duplicate group where that data exists.

Any data that is not in the master or not copied to the master is removed.

The image above illustrates how Insycle fills blank fields on the master record during a merge, using the value from the most recently updated duplicate record that has data in that field.

For example, if the master record's Industry field is empty but another record in the duplicate group has an Industry value, Insycle automatically copies that value to the master record.

You can also control what values are saved to the master record after the merge, regardless of the default behavior — including appending values instead of overwriting them.

You can also instruct Insycle to append data rather than overwrite it. The following Criteria let you aggregate the values of all the duplicates:

• Combine and append all values
• Collect non-master values from other field
• Collect all values from other field

For detailed guidance on configuring these data retention rules, see Keeping the Right Data When Records Merge.

The image above shows the Fields tab of 3. Merge Logic of the Merge Duplicates module, with the Combine and Collect criteria options highlighted — including Languages (Combine and append all values), Merged Contact Owner (Collect non-master values from Contact ID), and Merged Contact IDs (Collect all values from Contact Owner).

If you're uncertain about how conflicting field values will merge, you can add those fields to the Preview CSV report by including them in the Layout via the gear icon in 2. Review Duplicates. 

The image above shows the Layout tab of 2. Review Duplicates of the Merge Duplicates module, where the Job Title field is being dragged from the available fields list into Visible Fields to include it in the preview report.

This is also useful if there are fields you're worried about backing up; including them in the CSV report lets you refer back to the values in the CSV sent to your email or downloaded from the Activity Tracker.

Learn more about configuring master record selection and data retention when merging duplicate records in bulk.

The image above shows a Merge Duplicates preview CSV report with an arrow highlighting the Job Title column, allowing users to review how conflicting Job Title values (such as "VP and Strategic Sales Executive" and "Sr Director of Sales, Mid-Market") will be handled across duplicate contact records before merging.

You can view all active automations under Operations > Automations. Learn more about managing your automations.

The image above highlights the navigation path to Operations > Automations in the left navigation, alongside a list of automations with columns for App, Account, and Module/App — including examples using Associate, Bulk Convert, and Merge Duplicates.

Insycle uses APIs to sync your data by enabling communication between Insycle and connected CRMs, such as Salesforce and HubSpot. There are two main ways APIs are used in syncing:

1. Product usage: APIs handle actions within the application, such as creating, updating, and merging records.
2. Data synchronization: APIs are widely used to keep CRM data aligned with Insycle.

During initial onboarding, API activity depends on the number of records (like accounts, contacts, leads, and opportunities) in the CRM. As syncing progresses, fewer API calls are needed because Insycle checks only modified records. On days with many updates, API calls may increase. Importantly, Insycle’s design aims to sync only active changes to maximize API efficiency. 

HubSpot and Salesforce Field Synchronization Control

For HubSpot and Salesforce users, you manage which fields are included in API sync operations through Settings > Fields. This self-service feature lets you optimize API usage by syncing only the necessary fields while working efficiently within HubSpot's API limitations (100 fields per record type for all Insycle plans, except Enterprise, which allows 150).

For HubSpot and Salesforce users:

Navigate to Settings > Fields and locate the field you need. Toggle the Include control to the 'On' position (yellow). The field will become available in Insycle after the next overnight sync, or you can contact support for immediate synchronization.

For other CRM platforms:

Contact Insycle support via the live chat button to request inclusion of the field. Provide the Field Label and Name values for the fields you want to add to your Insycle dataset.

The image above shows the "How can we help?" chat widget, which you can access from the bottom right corner of each page in the Insycle app.

Insycle does not synchronize data between CRMs. It is not designed to transfer records from one CRM platform to another or keep two CRMs synchronized in real time.

Insycle helps you improve data quality in the CRMs you already use—including fixing the data issues that commonly break or impede CRM-to-CRM integrations. For example, you can use Insycle to:

• Merge duplicate records that cause sync conflicts.
• Standardize field values (such as state, country, or picklist fields) that your sync integration requires to be consistent.
• Fix formatting issues in fields such as phone numbers and job titles before sharing data across platforms.
• Import and update records in bulk to keep your data clean on both sides of an integration.

If you're experiencing sync issues between HubSpot and Salesforce, see Solve Salesforce and HubSpot synchronization issues.

How long an Insycle operation takes to run depends on the complexity of the process. For a simple update — such as changing the owner of a record in bulk from "Jane Johnson" to "John Smith" — Insycle typically processes 200 records per minute.

However, more involved processes can take longer. For example, when merging three deals into one, there may be 20-40 operations to update and re-parent all the related activities from the duplicates into the master.

In most modules, when you click Run Now to apply changes to your CRM (using Update mode), the confirmation popup will show a time estimate for the configured process.

The image above shows the confirmation popup displayed after clicking Run Now, including an estimated time to complete the configured operation.

Factors like batch size can significantly affect throughput. Smaller batch sizes often speed processing by reducing the complexity of operations such as reparenting and updating records. Likewise, each backend operation—from updating associations to changing properties—adds to the total processing time. To optimize throughput, consider balancing batch sizes with your data's complexity.

Throughput is measured across all operations; when running multiple operations in parallel, they affect the processing load and slow each other down.

Unfortunately, you can't stop a running operation. However, you can keep monitoring the Activity Tracker for status updates. Once the operation(s) are completed, you can review the audit trail report and revert any changes. Learn more about using the Activity Tracker to revert or undo changes made in an operation.

As a last resort, you can uninstall the Insycle app from your CRM platform to stop an operation from running. Once uninstalled, Insycle changes will not reach the target platform.

For operations running in HubSpot Workflows or Salesforce Flows, remove the Recipe from the Workflow/Flow and save it to stop the operation. 

There are two main ways to monitor the progress of a long-running Insycle operation:

1. Periodically check the Activity Tracker:
   The operation will appear in the Activity Tracker when it completes.
   

   The image above shows the Activity Tracker, filtered by date range, listing completed operations with columns for App, Module/App, Type, Template, Run ID, and Duration — for example, an Associate operation on Contacts using the "contacts-company-copy cross object" template, and a Merge Duplicates operation on Companies using "Deduplicate by same name, same domain."

2. Periodically refresh the template for the operation:
   • Open the template for the operation. 

   • In the first step, click the Find or Search button (the label varies based on module).

     

      The image above shows the Filter tab of 1. Filter Records of the Transform Data module, filtering First Name using a regex pattern ([A-Z]{3,}) with Case Sensitive enabled, followed by Search and Export buttons.

   • Look at the number of results in the Record Viewer.

     

     The image above shows the Record Viewer displaying 1–50 of 12,527 results after the initial search, before the operation has processed the records.

   • Wait a few minutes and refresh the page. You should see the number of results reduce as Insycle processes the operation.

     

      The image above shows the Record Viewer after waiting and refreshing, now displaying 1–50 of 1,371 results — reflecting that Insycle has processed most of the previously matching records.

Adjust Operations for Efficiency

Use insights from the Activity Tracker to adjust batch sizes, stagger operations, and reduce update complexity to optimize processing times.

Due to CRM API limitations, there is a practical limit on the number of fields that can be efficiently included per object type.

For HubSpot, the current limit is 100 fields per object type (e.g., contacts, companies, deals) for all plans except Enterprise, which allows for 150 fields.

Essential fields, such as first name, last name, email, and phone number, as well as fields in automated Insycle templates and Recipes, and Insycle's special fields, are always included and cannot be disabled. This ensures core functionality remains intact while giving you control over additional fields.

Use the self-service field inclusion control in Settings > Fields to include the fields most important to your workflows.

You can remove data from Insycle on the Settings > Accounts page of the Insycle dashboard by removing your connected account from Insycle. Learn more about removing an account from Insycle.

Data from expired trials and canceled plans, including templates and configuration settings, is automatically removed from Insycle within 14 days due to data privacy and security concerns.

Insycle is fully GDPR compliant, as evidenced by our:

• Data Privacy Transparency Report
• Third-Party Sub-Processors list
• Privacy Shield Certification

We are committed to complying with the EU General Data Protection Regulation (GDPR). Insycle is a data processor on behalf of its customers (data controllers).

Right to be Forgotten (Data Erasure): Insycle mirrors data stored in the cloud apps you use. Deleting data from an app automatically deletes that data from Insycle. For example, deleting a contact or contact field in Salesforce will automatically delete that contact or contact field from Insycle.

Insycle processes data only in Google Cloud, which complies with GDPR. Insycle does not integrate or share data with any third party.

Insycle can help customers comply with GDPR by building a data inventory and categorizing fields. Use Insycle to explore your data and identify personal data fields.

Data security and privacy are top priorities for Insycle, our customers, and their customers.

Comprehensive Documentation

• We provide detailed Privacy Policy, Terms of Service, and Security Measures documents for your review.

GDPR Compliance

• We are fully GDPR compliant, as evidenced by our:
  • Data Privacy Transparency Report
  • Third-Party Sub-Processors list
  • Privacy Shield Certification

SOC 2 Type II Compliance

• Insycle has successfully completed a System and Organization Controls (SOC) 2 Type II audit, performed by Sensiba LLP.

Strong SSL Security

• Our SSL implementation has been independently verified and rated A+ by SSL Labs.

Salesforce AppExchange Verified

• Insycle is officially listed in the Salesforce AppExchange.
• Our app has passed the rigorous Salesforce AppExchange Security Review.
• Insycle was featured in the Dreamforce AppExchange Partner Keynote (see rightmost column).

HubSpot Certified

• We have successfully passed the HubSpot Security Review.
• Insycle is a HubSpot Certified Premier Partner.
• HubSpot recommends our integration for CRM Data cleanup.
• We're listed in the HubSpot App Marketplace with over 3,000 installs.

Review our Trust Center to access the SOC 2 Type 2 report, Application Penetration Test report, Architecture Diagram, Cyber Liability Insurance, and related materials.

For additional information or specific questions about our security measures, please contact our support team via the chat at the bottom of every page, or email support@insycle.com.

You can reach Insycle's support team directly via the live chat at the bottom of every page in the app, or email support@insycle.com. We're here to assist you during the following hours:

• 9 AM - 6 PM GMT+1 (London)
• 9 AM - 6 PM EST (New York)

The image above shows the "How can we help?" chat widget, which you can access from the bottom right corner of each page in the Insycle app.

Yes, Insycle welcomes customer feedback and prioritizes the product roadmap based on customer needs. Please reach out directly through the live chat to share feedback, ideas, and feature requests.

The image above shows the chat button, which you can access from the bottom right corner of each page in the Insycle app.