# 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 27 Oct 2026 · Admin and member

## 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.

       [Image: The Captures list with the Any state filter highlighted above the Status column]

  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**.

       [Image: A capture page with the CRM links panel highlighted below the notes]

       **Note:** **Retry sync** also appears for a capture that is **Awaiting approval** or **Failed**. Choosing it counts as your approval for that one lead.

  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.

       [Conversation: A sample WhatsApp conversation in which a rep asks for a follow-up task and approves it]

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](/help/team-and-admin/read-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.