Capsule CRM
Overview
Capsule CRM is a lightweight relationship-management tool with Parties (People + Organisations), Opportunities, Cases, and Tasks. AFI’s Capsule CRM integration creates a Party plus optionally an Opportunity, Case, and Task in one call. Connection is via a Personal Access Token (PAT) generated in your Capsule account.
Supported actions
- Add Party, Opportunity, Case, Task (Free + Pro): combined task that creates a Party (Person or Organisation), and optionally an Opportunity (sales pipeline entry), a Case, and a Task linked to that Party in a single form submission.
AFI Pro adds richer field mapping for Capsule CRM. More sender-plugin field types (phone, date, dropdown, hidden, custom fields) are exposed in the mapping panel, and your Capsule custom fields surface alongside the standard ones.
Quick reference
| Need to… | Do this |
|---|---|
| Create just a Person | Fill in fields under the Party section; leave Opportunity, Case, and Task blank. |
| Create a Person + Opportunity | Fill in Party fields plus the Opportunity fields (Name, Milestone, Value). |
| Create a Case linked to the Party | Fill in the Case fields under the same integration. |
| Log a follow-up Task | Fill in the Task fields (Description, Due date). |
| Apply Tags to the Party | Map tag names (comma-separated) in the Tags field; tags are created in Capsule if they don’t exist. |
| Map custom fields | On Pro, Capsule custom fields appear in the mapping dropdown automatically; refresh after adding new fields in Capsule. |
Heads up: Capsule’s PAT is generated in Capsule > My Preferences > API Authentication Tokens. The token grants the same permissions as your user account, so create it under a dedicated integration user if your team setup requires it. The full setup walkthrough (with screenshots) is below.
Authentication
At first, you are required to activate and authorize your Capsule CRM account on the plugin settings page.
Go to AFI > Settings > General and you will find all the supported platforms listed there. Mark Capsule CRM and hit the Save Changes button at the bottom.
The Capsule CRM tab will appear at the top, select it. Here you need to save Capsule CRM API Authentication Token. Log in to your Capsule CRM account, then go to My Preferences > API Authentication Tokens > Generate New API Token, copy API Token and hit the Save Changes button.
Create New Integration
When the API Token are saved on the settings page, you can start creating new integration. Click on Add New under the AFI menu. The New Integration page will appear.
Title
A default title will be auto-generated with an auto incremental number. You can rename it to something related to the task. It will help you to quickly recognize the correct one if multiple integrations are created.
Trigger
Select the sender form in the Form Provider dropdown. For example, Contact Form 7 or Gravity Form, or the Elementor Pro Form which you want to connect. After selecting the form provider, all forms built under that will be fetched and auto-populated in the Form/Task Name dropdown. Select the form that you want to integrate.
Action
Select Capsule CRM in the Platform dropdown. In the Pro version of this plugin, you’ll get another option called Capsule CRM [PRO]. The Pro one contains advanced features like sending tags and custom fields. We have kept both for some technical and compatibility reasons. Select Capsule CRM [PRO] if you are using the Pro plugin. Then select Add Party, Opportunity, Case, Task in the Task dropdown.
Map Fields
Now, choose and match the form fields you want to send to Capsule CRM.
Owner & Team
The available Owner and Team names will automatically appear in the dropdown. Choose the one you want.
Entities
There are five checkboxes for different entities: Organization, Person, Opportunity, Case, and Task. You can select one or more of these checkboxes based on what you want to add, then click the Get Fields button. The fields for the selected entities will appear.
On the left side, you’ll see the Capsule CRM fields for the selected entities (Organization, Person, Opportunity, Case, and Task). On the right side, there’s a dropdown that will show the field titles from the form you selected in the trigger area. Map the necessary fields you want. You can skip any fields that aren’t needed. If you’re using the pro version, you’ll also have access to custom fields and tag fields, which you can map as needed.
Save Integration
Finally, click the Save Integration button and you are done. Now you can start testing.
Troubleshooting
After the integration is made, when users fill up the form and submit it, the plugin initiates the process of sending data to the configured platform. It also saves a log that includes what data it tried to send, and what it got in response from that platform. So if you find an integration is not working, your first task is to check the logs. Go to AFI > Log menu and check the recent logs.
Common issues & fixes
Capsule CRM issues are usually credential- or required-field-related. Work through these in order:
- Re-paste the API Token. If the PAT was regenerated in Capsule, paste the new value in AFI > Settings > Capsule CRM and Save.
- Map the Email field on the Party. Capsule deduplicates people by email; without an email each submission creates a fresh Party.
- Fill the Opportunity Name and Milestone if creating an Opportunity. Both are required by Capsule’s API.
- Refresh the Milestones / Tags / Custom-field dropdowns. Click the refresh icon next to each dropdown after adding new milestones, tags, or custom fields in Capsule.
Specific symptoms
- 401 Unauthorized. PAT invalid; regenerate in Capsule and paste again.
- Validation error on save. The Capsule API names the missing field in the response; the AFI Log shows it.
- Tags not applying. Tag names are case-sensitive in Capsule; copy verbatim or stick to a consistent casing in your form.
- Party created but no Opportunity / Case / Task. Required fields on the secondary entity are blank; consult the Log entry to see which.
Notes & caveats
- Party is either a Person or an Organisation. Pick the type in the integration; the mapping panel shows the right fields for each.
- One combined task. Party + Opportunity + Case + Task all happen in one call; you don’t need separate integrations.
- API rate limits. Capsule caps API calls per second per token; enable AFI’s Job Queue (Settings > General) on high-volume forms.