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Overview

Raycaster’s CRM syncing system lets you move data between your CRM (HubSpot or Salesforce) and your Raycaster sheets. You can pull CRM records into sheets for AI-powered enrichment, then push the results back to your CRM.
CRM sync button in sheet settings

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Sync Directions

CRM → Raycaster SheetImport contacts, companies, or accounts from your CRM into a Raycaster sheet.When to use:
  • Starting a new research project with existing CRM data
  • Bringing in contacts for AI-powered enrichment or outreach
  • Creating a working copy of CRM data for analysis
What happens:
  1. Raycaster queries your CRM for records matching the configured entity type
  2. Mapped fields are extracted from each record
  3. New rows are created in your sheet with the CRM data

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Field Mapping

Field mapping defines how your sheet columns correspond to CRM fields. This is the core of the sync configuration.

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How Field Mapping Works

Each mapping is a pair: Sheet Column ↔ CRM Field
Sheet ColumnHubSpot FieldSalesforce Field
First NamefirstnameFirstName
Last NamelastnameLastName
EmailemailEmail
CompanycompanyAccount.Name
PhonephonePhone
Job TitlejobtitleTitle

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Standard vs Custom Fields

Both standard and custom CRM fields are supported:
  • Standard fields — Built-in fields like Name, Email, Phone that exist in every CRM
  • Custom fields — Fields your team has added to your CRM (e.g., HubSpot custom properties or Salesforce fields ending in __c)
All available fields appear in the mapping interface when you configure sync.

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Mapping Best Practices

Include a unique field like Email in your mappings. This helps prevent duplicate records and enables future deduplication.
You don’t need to map every CRM field. Map only the columns relevant to your current workflow to keep your sheet focused.
CRM templates come with pre-configured columns that match common CRM fields, reducing the time spent on manual mapping.

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Entity Types

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Contacts / People

Sync individual contact records:
  • HubSpot: Contacts object
  • Salesforce: Contact object
  • Unique key: Email address

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Companies / Accounts

Sync organization records:
  • HubSpot: Companies object
  • Salesforce: Account object
  • Unique key: Company name or domain

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CRM Templates

Raycaster provides pre-built sheet templates optimized for CRM data:
TemplateDescriptionEntity Type
People Template for CRMsColumns for contact data: name, email, phone, title, companyContacts
Company/Accounts Template for CRMsColumns for company data: name, domain, industry, size, locationCompanies/Accounts
Using a CRM template gives you:
  • Pre-defined columns matching common CRM fields
  • Faster field mapping setup
  • Consistent structure across your team’s sheets

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Sync Events and Tracking

Every sync operation is recorded with detailed tracking:
  • Event type — What type of sync was performed (pull, push, bidirectional)
  • Records processed — Total number of records handled
  • Successes — Records that synced without issues
  • Errors — Records that failed, with specific error messages
  • Duration — How long the sync took
View sync history from the integrations settings page to monitor data flow and diagnose any issues.

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Workflow Example

Here’s a typical workflow combining CRM sync with Raycaster’s research capabilities:
1

Pull Contacts from CRM

Create a sheet from the “People Template for CRMs” and pull your target contacts from HubSpot or Salesforce.
2

Enrich with AI Research

Add research columns to find publications, patents, or company intelligence for each contact.
3

Generate Outreach

Use the AI-enriched data to generate personalized outbound messages for each contact.
4

Send Emails

Use the email system to send personalized outreach directly from Raycaster.
5

Push Updates Back

Push any new data (research findings, engagement status) back to your CRM to keep it up to date.