# Map your fields

Choose which CRM field each captured detail goes into, and what happens when the CRM already has a value.

Updated 27 Oct 2026 · Admin

## What you'll need

- An owner or admin role in your workspace.
- A connected CRM. See [Connect HubSpot](/help/crm-connections/connect-hubspot), [Connect Zoho CRM](/help/crm-connections/connect-zoho) or [Connect Frappe](/help/crm-connections/connect-frappe).

## Review the mapping

  1. **Open Field mapping**
   In the sidebar, choose **Connections**. On the **Setup** card, choose **Field mapping reviewed**. The **Field mapping** page opens for your CRM.

  2. **Pick a record type**
   Choose **Contact**, **Deal** or **Company**. Each record type has its own mapping.

  3. **Fill the rows**
   Each row pairs a **Captured field** on the left with a CRM field on the right. Type the captured field's name, such as `email`, `phone`, `fullName`, `company`, `title` or `website`. Use `tags` to send tags. Choose **Auto-map** to fill empty rows whose names match a CRM field.

  4. **Choose the CRM field**
   In each row, choose the CRM field from the list. It shows fields read live from your CRM, custom fields included. Leave **— Not mapped —** to skip a row.

  5. **Set what happens to existing values**
   In **If the CRM already has a value**, choose **Fill if empty**, **Always overwrite** or **Do not sync (including new records)**.

       **Note:** A new row starts on **Do not sync (including new records)**. Change it to **Fill if empty** or **Always overwrite**, or the row never writes to your CRM.

       **Warning:** **Always overwrite** replaces whatever the CRM field holds now. Use it only for fields where RareMachine's value should win.

  6. **Set matching and defaults**
   Under **Matching and defaults**, list the fields used to find an existing record in **Fields used to find an existing record**, such as `email, phone`. Then choose a **Default owner** and a **Preferred pipeline**, or leave them on **No default owner** and **No preferred pipeline**.

  7. **Save the mapping**
   Optionally choose **Preview sample payload** to see what a sample record would send. Then choose **Save field mapping**.

Result: the page confirms **Field mapping saved.** and new leads follow your rules.

## Frequently asked questions

### Do I have to map fields before leads sync?

No. A connection starts with default mappings for the standard contact fields, and they only fill a CRM field that is empty. Review the mapping when you want different fields or rules.

### Why are my custom fields in the list?

The CRM field list is read live from your CRM each time you open the page, so it includes custom fields your team added.

### Why does the page say only owners and admins can configure field mapping?

Field mapping changes what is written to your CRM, so only workspace owners and admins can open it.