Capsule Integration

Capsule is a simple and easy to use contact and sales management tool. Capsule integrates seamlessly with Transpond to not only synchronize your contacts but also to provide a marketing summary view when looking at a contact within Capsule. This summary view will show you how engaged with your marketing efforts a contact is, their recent campaign interactions and subscriber activity. 

What does the Capsule integration do? How to connect Capsule to Transpond How to set up Capsule integration actions
How to manage the Capsule integration How to select which Capsule contacts to sync How to use your saved Capsule lists as segments

What does the Capsule integration do? 

Connecting Capsule to your Transpond account will bring across all of your Capsule contact data as well as tags and custom fields. Any changes made to contact details, custom fields and tags in either platform will be automatically synced in both places. The integration will also synchronize your saved Capsule contact lists as segments in Transpond.

Within Capsule your marketing and campaign activity is summarized when viewing a contact and will display the contacts recent interactions with campaigns and site visits. Capsule also pulls in the subscriber status for your contacts making it simple to filter for active contacts or those who have been blocklisted. 

How to connect Capsule to Transpond

If you’re an existing Capsule customer you can connect Capsule to Transpond by following the steps below. If you’re new to Capsule you’ll need to sign up for a new account - once you have created a Capsule account you can set up the integration from within Capsule. 

Connecting an existing Capsule account

  1. In Transpond, go to the Account menu > IntegrationsAdd Integrations > click View/Install under Capsule
  2. Enter the subdomain for your Capsule account > Continue
  3. Grant Transpond access to your account by clicking Allow
  4. The integration will now sync all your Capsule contact data to Transpond, contacts will be added to a new Group named Capsule (if you already have a Group named Capsule your contact data will be synced to this Group) 

If you have duplicate or invalid email addresses for any of your Capsule contacts you will be able to view and resolve this via the report. 

Once the sync has finished you can start sending email campaigns to your Capsule contacts and use integration actions in your automations. Any new contacts added to Capsule will be automatically synced to your Capsule Group in Transpond. 

How to set up Capsule integration actions

Integration actions are triggers that update your Capsule contacts or create notes or tasks based upon certain actions being performed in Transpond. 

Integration actions can be set up in three ways: 

  • For the integration as a whole - these actions will apply to all Capsule contacts for each campaign you send
  • As specific actions defined for a particular campaign 
  • As actions within your automations 

How to setup and use Capsule integration actions 

Integration actions apply to all contacts within the Group your Capsule integration syncs with. Each time a contact within that group triggers an action an update will be sent to Capsule, in the form of; updating the contact, adding a note to the contact, creating an appointment for the contact or creating a brand new contact. Capsule integration actions are set up either when you enable the integration or at a later date via the Manage page for the integration.

If you’re sending regular emails to your Capsule contacts you might want to set up an action that adds a note in Capsule once a contact has clicked links in 3 consecutive campaigns - this note can help your Sales Team identify engaged leads who might be worth following up with on a more personal level. 

Likewise, if you don’t want your Sales team reaching out to contacts who have unsubscribed from your marketing materials you can add a note to Capsule any time a contact unsubscribes. 

How to setup and use Capsule actions for specific campaigns 

For each campaign you send there is an Integration step where you can define specific actions that will update or create Capsule contacts if triggered. 

To set up a Capsule action for a campaign when you get to Step 3 of the campaign wizard click + Add an Action > select the appropriate trigger > then select the Capsule integration action that you want to run > Add action 

This powerful feature means you can add a note when a contact clicks on a specific link in your campaigns - giving your Sales Team greater insight of what goods/services a contact might be interested in ahead of any follow up calls. 

How to use Capsule actions within your automations  

When creating Automations in Transpond you not only have access to the Capsule integration actions when emails are opened or contacts unsubscribe - but you also have the ability to drive automations off other Capsule triggers such as when an Opportunity is created or when a Case is closed. 

Using these triggers you can automate: 

  • Sending a new proposal email each time an opportunity has been created 
  • Sending a welcome email to each new Capsule contact 
  • Adding a tag to a contact when an opportunity reaches a certain milestone 
  • Updating custom fields 

For more information on Automations, check out our Automations Guide

How to manage the Capsule integration

With the integration up and running, if you need to change the Group your Capsule contacts sync to, force a re-sync of your data or configure your integration actions you can do this by going to the Account Menu > Integrations > click Manage next to Capsule. 

Using Custom Fields from Capsule in Transpond

The Capsule integration will automatically pull in all your custom fields from Capsule into Transpond. To view your custom fields you can go to  Contacts > Custom Fields. You'll see a small Capsule icon next to each custom field that has come across from Capsule. By default each custom field from Capsule will be set to 'Hidden' which means that it won't be visible when a contact uses the 'Update my profile' link. This is so you don't end up with contacts updating or removing data from Transpond which in turn would update or remove it in your Capsule account.

If you'd like to unhide a custom field however then you can do that by going to Contacts > Custom Fields > uncheck the box for Hidden next to the custom field that you want to unhide. 

The custom fields from Capsule can be used just like any other Transpond custom field, to populate in email templates, create segments or in automations. 

How to select which Capsule contacts to sync

The Capsule integration will always bring over all your Capsule contacts. However if you don't want specific contacts to be used in Transpond (and count towards your contact limit) then you have a few different options:

1. Manually setting a single contact as 'Unsubscribed' in Capsule.

In Capsule you can set a contact to 'Unsubscribed' which will stop it from being used in Transpond. Go to the contact in Capsule > using the Transpond panel on the right hand side, click on the 'Active' drop down menu and change it to 'Unsubscribed'.

2. Bulk updating contacts in Transpond

If you have a whole list of contacts in Capsule that you don't want to be using in Transpond then first create a list of them in Capsule. In Capsule, go to People & Organizations > click on more filters and filter for the contacts that you don't want to be using in Transpond. Use the Saved lists... drop down menu and then click Save list to save it.

Once saved, the list will be synced to a segment in Transpond. At this point you can set them all to 'In-Active' in Transpond. Login to Transpond and go to Contacts > click on the Bulk Edit button > choose the segment corresponding to the list you just created > change the status to Blacklisted and click Change Status to confirm. 

3. Setting subscriber status with a Capsule import

When importing contacts into Capsule there's a dedicated field for 'Transpond Status'. Make sure you have a column in your CSV file with the heading 'Transpond Status' and in the cell for each contact, enter DENYLISTED, INACTIVE or UNSUBSCRIBED depending on what you want. Then during the import, map the column to the corresponding field in Capsule. 

Once the contacts are imported, the status will sync through to Transpond where the corresponding contacts are updated accordingly.

For more details, check out our full article on how to import contacts into Capsule from a CSV file.

How to automate setting contacts to Blacklisted

If you want to automatically make contacts inactive as they come into this segment then you can do that using an Automation that sets the status to 'Blacklisted'.

Go to Automations > Create Automation > From scratch > setup the trigger to be When a contact joins a segment and choose the parameters for the list that you're setting to In-Active.

Click the + to add the next step and choose Action and select the action Add to the Blacklist and Save

Finally - give the Automation a name and toggle the Activate to on

If you're not familiar with Transpond Automations then you can read more about them in our Automation docs section.

How to use your saved Capsule lists as segments

When you enable the Capsule integration Transpond will sync all of your saved contact lists as Segments which you can use when sending Campaigns or within your Automations. Segments created from your saved Capsule lists will have the Capsule logo next to them. 

You can configure which lists in Capsule you want to sync as segments. To do that, go back to manage the integration > under the 'Lists' section, click the button to Select and choose the lists from Capsule that you want to sync.

The Segments synced to Capsule cannot be edited from within Transpond. If you want to change the filters in the Segment you can do this from within Capsule or create a copy of the Segment in Transpond. To create a copy of a Segment go to Contacts > Segments > find the Segment you wish to copy and click the three horizontal dots to the right of the screen > select Copy Segment > give the new Segment a name > edit the filters as required > click Save this segment.

How to disconnect the Capsule integration

To disconnect the Capsule integration go to Account Menu > Integrations > click Manage next to Capsule > Disconnect

When you disconnect Capsule from Transpond your contacts will remain in Transpond but the sync between Capsule and Transpond will stop. 

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