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Review and approve before it syncs

Choose what reaches your CRM on its own and what waits for a person to send or approve it.

Updated · Admin and member

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What you'll need

  • A connected CRM. An admin connects one in Connections.

  1. Capture the lead

    Scan a card, send a voice note or type the details. RareMachine saves the person as a capture first. With auto-sync off, the capture waits in Captures with the status Not sent.

  2. Read the status

    In Captures, the Status column tells you where each lead stands. Not sent means nobody has sent it to your CRM yet, Awaiting approval means a send is waiting on a person, In the CRM means it is done, and Failed means the send did not go through.

  3. Check the details

    Open the capture and read Captured fields. If a value is wrong, choose Correct beside the name. It is available while the status is Not sent.

  4. Send it to your CRM

    Under CRM links, choose Retry sync. RareMachine writes the lead to your CRM and the status changes to In the CRM.

  5. Send several leads together

    In Captures, tick the people and choose Sync to CRM in the bar that appears. The bar has a limit on how many leads it sends at once and tells you when you pass it.

  6. Approve other changes in the chat

    When the assistant proposes any other change to your CRM, such as a task or an update, it asks first. In WhatsApp the card has a title that starts with Confirm and two buttons, Approve and Reject. In Chat on the dashboard you get the same two choices.

    Today

    Dana Whitfield asked for a quote. Add a follow-up task for Friday.

    10:44
    Approval requiredCreate a task for Dana Whitfield, due FridayApproveReject

Result: nothing reaches your CRM until a person has sent or approved it, unless an admin has turned on auto-sync.

Let new leads sync on their own

An owner or admin can skip the manual send for new leads.

  1. Open Connections and find the Auto-sync card for your CRM.
  2. Turn on Auto-sync leads. A confirmation titled Turn on auto-sync with your CRM's name opens. Choose Turn on, or Keep it off to cancel.
  3. Optionally turn on Auto-sync notes.

New leads and their tags now go to your CRM without waiting for a click. Each automatic change is recorded in the audit log.

Frequently asked questions

Is auto-sync on by default?

No. Auto-sync for leads and for notes both start off, so a new lead waits in Captures until someone sends it.

Who can turn auto-sync on?

Owners and admins. Everyone else sees whether it is on or off, but cannot change it.

Does auto-sync approve everything?

No. Deletes, financial changes, bulk changes and anything the AI suggests in chat still ask for your OK.

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