Connect your CRM

GTM Engine works on top of one CRM at a time. You can connect:

HubSpot (OAuth)
Salesforce (OAuth)
The built-in GTM Engine CRM — for teams that don't have a CRM yet

Settings → Integrations is the entry point.

What gets synced

When you connect a CRM, GTM Engine syncs:

Accounts (companies)
Contacts
Opportunities (deals)
Activities (emails, calls, meetings)
Users — CRM users come in as inactive and only become active through an explicit GTM action (invite acceptance, SSO JIT, self-serve signup), so a resync can never silently grant access.

Sync progress shows in the sidebar above the onboarding card. The first sync can take several minutes for larger orgs.

Field mapping

Field mapping (Settings → Fields) is what makes the rest of the product work — Records views, AI auto-fill, workflow tasks, and reports all read and write through mapped fields.

Best practices:

Map every field your team actually uses for pipeline review, forecasting, and reporting first; ignore the long tail.
For free-text fields you want AI auto-fill on, mark them as AI-fillable so the field-task model can update them from meetings and emails.
For lists / multi-select fields stored as text[] in the database, the Update Record task accepts both comma-delimited strings and JSON arrays.

Set up forecast categories

In Settings → Fields → Forecast Categories, choose the organization-wide source that matches how your team works:

Choose CRM forecast category if sellers maintain forecast categories in HubSpot or Salesforce.
Choose Opportunity stage if forecast confidence should be derived from each pipeline's active, open stages.

Map every source value to Commit, Upside, Stretch, Pipeline, or Omitted. Use Not used for values that should stay uncategorized and out of forecast totals. Omitted keeps a value categorized while excluding it from forecast calculations. This setup applies to both Sales Forecast and Renewal Forecast. Admins can change it on plans that include field configuration.

Choose which pipelines appear in GTM Engine

Admins and RevOps users can open Close Pipeline → Sales Process and turn Visible in product off for any non-global pipeline, including a HubSpot- or Salesforce-synced pipeline. Hidden pipelines no longer appear in Forecast, Pipeline, Grow customer summaries, forecast history, or pipeline selectors, but they remain listed in Sales Process so you can configure or re-enable them.

This setting does not stop CRM sync or delete opportunity history. At least one pipeline must remain visible. New Business and Renewal defaults can only be selected from visible pipelines; if a saved default is hidden, the selector shows No default selected until that pipeline is re-enabled.

Connect a call recorder (optional but recommended)

Settings → Integrations → Call Recorders supports Gong, Sybill, Fathom, Grain, Read, Circleback, Fireflies, plus a built-in GTM Engine recorder. Once connected, transcripts flow into the Transcripts record type and feed AI auto-fill, deal health, and Genie.

Backfill CRM data

After CRM and historical call sync complete, a Historical Record Backfill action remains available in the setup checklist and sidebar. Before you start it, GTM Engine explains that processing historical CRM data costs 10 credits for each opportunity, contact, or account record enqueued.

Importing the call transcripts does not consume credits. System-default field tasks remain included on paid plans; custom field tasks may consume additional credits when they run against the enqueued records.

For the full setup and verification flow, see Configure AI auto-fill and backfill CRM data.

Next: build your first workflow

With CRM connected, you can build your first workflow on top of real records.