Where to Start: Setup Guide

Insycle uses Single Sign-On (SSO) for easy and secure, password-free authentication, so you will always log in with your CRM credentials. There are no Insycle-specific usernames and passwords.

To connect your CRM, open the Insycle Login page and click the Login with [CRM name] button for your CRM.

Follow the steps to connect your account. You'll be redirected automatically to the Insycle app.

The first time you log into Insycle using your CRM account, you'll be asked to give Insycle permission to access your CRM data and login details. Approve the access.

Your data will begin syncing with Insycle, and the Customer Data Health Assessment will start generating automatically, with results ready within a few hours. 

To confirm that your CRM database has successfully connected to Insycle, navigate to Settings > Accounts. Find the newly connected account and verify the details.

After signing up, Insycle starts onboarding data from your connected CRM. You can not update data until your data is fully onboarded.

You'll see a red banner across the top of the Insycle dashboard while this is taking place.

You will receive an email when your data onboarding is complete, but you can also check the status to see what has been synced with Insycle and what is still in progress.

Go to Settings > Sync Status

You will see a log of the most recent sync activities for all accounts connected to Insycle. In the row for your newly added CRM account, scroll all the way to the right and review the following:

• Total Diff: The discrepancy in total records between Insycle and your CRM. This can alert you if the sync isn't completing.
• Total Insycle: The total number of records in Insycle.
• Total App: The total number of records in your connected app.
• Breakdown: Insycle/App: A breakdown of the types of records included in those totals — contacts, companies, deals, etc., and how many are in the platform versus in Insycle.

By default, Insycle automatically syncs several standard object types, including contacts, companies/organizations, accounts, and deals. However, we also support custom and other default objects, available upon request.

When using HubSpot with Insycle, default HubSpot fields, special Insycle fields, and those used in automations and templates are automatically included in your Insycle dataset; however, other fields must be designated for inclusion on each object type.

You can include up to 100 fields per record type on all plans except Enterprise, which allows for 150 fields.

Navigate to Settings > Fields, then enable the Included toggle for the needed fields. You must have Admin or Owner permissions to manage field inclusion.

Note: Newly included fields take effect during the overnight sync process. If you need immediate synchronization of newly enabled fields, contact Insycle support to trigger a full sync.

Learn more about controlling which HubSpot fields are included in your Insycle dataset.

Insycle offers precise control over which fields in your database are marked as Personally Identifiable Information (PII). This level of control is crucial for data privacy, especially when using Insycle's AI-driven features, which may share data with third-party AI service providers.

Since each organization's data structure is unique, you must evaluate your objects and fields to determine which data elements qualify as PII based on your specific data and privacy requirements.

Navigate to Settings > Fields to review and tag which fields contain Personally Identifiable Information (PII). This is crucial for ensuring data privacy and for effectively utilizing AI features. 

Note: To manage PII field settings, you'll need an 'Owner' or 'Admin' user role for each database you want to configure. You can review user roles by navigating to Settings > Users.

Learn more about defining your PII fields.

Insycle uses AI from providers such as OpenAI and Anthropic to enhance features like automatic field mapping in Magical Import and offer intelligent suggestions throughout the platform.

You can control what data is shared with these AI services by navigating to Settings > AI.

Configure three levels of data access per CRM object type: Meta (only structure, no record values), Non-PII (non-personally identifiable data), and Data (full records including PII).

All sharing options are enabled by default, and Insycle admins and owners can disable any level by toggling it off. This depends on your PII field tagging; ensure that PII fields are correctly tagged before configuring the AI settings.

Learn more about configuring how your data is used with Insycle’s AI features.

Navigate to Settings > Users to configure team member access levels and module-specific permissions. Insycle includes unlimited users on all plans, so you can invite your entire team to collaborate on data management tasks.

All users log in through Single Sign-On using their existing CRM credentials—no separate passwords needed. This ensures secure access while maintaining your CRM's existing permission structure as the foundation.

Insycle's permissions layer sits on top of your CRM's existing permissions and never overrides them. If someone can't edit records in your CRM, they can't edit them through Insycle, regardless of their Insycle permissions.

To invite new team members to Insycle, click the Invite Team button at the top of the page.

Insycle provides three user roles: Owner, Admin, and User, each with distinct management and permission capabilities. For each user, you can grant Read or Write access on a module-by-module basis.

This granular control means you can, for example, allow someone to work exclusively on deduplication while restricting their access to other data operations.

Learn more about user roles and permissions, then invite your team members to Insycle.

To give you insight into records that have been changed by Insycle when looking at data in your CRM, you can add a custom property, Insycle Run ID, to capture the Run ID for every Insycle operation that updates or creates a record.

For each object type you use with Insycle, add a new custom property with the label "Insycle Run ID". This field label is the only requirement for the integration to work properly. It's not dependent on the internal name or underlying API field name.

Once set up, each time you run an operation in Insycle on your CRM data, Insycle will automatically populate the field, allowing you to refer back to the Run ID in the record history. 

You can use the Run ID to look up the complete operation in the Activity Tracker or communicate with support.

You may recognize there are many data problems in your CRM database, but you are unsure where to begin fixing them. The first step in improving data quality is gaining clarity on the specific issues. Only then can you start developing solutions to address those problems.

Insycle's Health Assessment offers visibility and is the perfect starting point with Insycle. Many customers use this as a home base.

The Health Assessment automatically scans your database nightly and identifies over 30 common data issues across these categories:

• Duplicate Data - Contacts, companies, or deals with matching information
• Poorly Formatted Data - Inconsistent name capitalization, phone number formats
• Invalid Data - Malformed emails, impossible dates
• Low-Quality Data - Generic company names, placeholder values
• Inconsistent Data - Mixed state abbreviations, varying country formats
• Incomplete Data - Missing critical fields for leads or contacts
• Business Validation - Records failing your organization's specific rules

Click the Review button next to any issue in your Health Assessment. Insycle automatically loads the appropriate module with the correct template to fix that specific problem.

Learn more about using the Health Assessment.

Regularly review the Health Assessment to track improvements in your data quality scores and identify new issues as they arise.

Use Transform Data templates to standardize phone numbers, fix name capitalization, or format addresses. These changes improve data consistency, are easy to review, and pose minimal risk.

You can start from the Poorly Formatted Data or Inconsistent Data Health Assessment categories.

Use Preview mode to see exactly what will change before running operations live. When you click Review, select the Preview mode option, and make sure you are one of the email recipients on the Notify tab. 

Open the preview CSV file from your email or download it to review the changes in detail.

After reviewing your preview results, run your first live operation on just one or a few records to verify the changes work as expected.

In most modules, you can click the checkbox by a single record in the list of records.

Then choose the Selected option on the Run Now tab of the Review popup.

Or, you can use the Chunk or Custom options on the Run Now tab.

Run the operation in Update mode on that single record, then immediately navigate to your CRM and review the changes on the actual record. Verify that the record shows the expected changes.

This single-record test gives you confidence before scaling up to larger data sets. Once you've confirmed the operation works correctly, you can confidently apply it to your full dataset, save the configuration as a template, and automate it.

Templates are a key concept in Insycle. In each module, you can save the configuration, settings, filters, and layout as a template for later reuse. Templates are also the building blocks that enable automation in Insycle.

Return to the Template menu at the top of the page and click Copy to save your configurations as a new version of the template you started with. Then click the pencil to customize your new template name.

Once you're confident with manual operations, automate your most important data maintenance tasks:

• Daily: Assign owners, format new contact names and phone numbers
• Weekly: Deduplicate contacts and associate them with companies
• Monthly: Comprehensive data validation and cleanup

To automate a template, click the Review button, and select Update mode.

On the Notify tab, select the send option appropriate for your automation: Always send, Send when errors, or Do not email.

Add any additional recipients who should receive the CSV (and make sure to hit Enter after each address). You can also provide additional context in the message subject or body.

On the When tab, select Automate and configure the frequency you'd like the template to run. When finished, click Schedule.

When finished, click Save in the Template menu at the top of the page.

You can view all of your scheduled automations at any time on the Operations > Automations page.

Learn more about Automation & Manual Operations.

Recipes offer a solution to streamline data maintenance tasks. They are a sequence of templates chained together that will run from a single trigger. 

To view or manage recipes, navigate to Operations > Recipes in the left side menu. 

You can put together a Recipe that will deduplicate contacts, format names and phone numbers, associate them with companies, and standardize their addresses. This Recipe can then be scheduled to run automatically or integrated into a workflow.

Learn more about configuring Insycle Recipes.

Integration with CRM Workflows

For real-time data processing, integrate Insycle recipes into HubSpot Workflows or Salesforce Flows to automatically manage data as it is updated or enters your system.