Use HighLevel with CardToClose

Transfers go one way: CardToClose → HighLevel. Changes in HighLevel are not imported. Later syncs can replace selected fields and Notes edited there, so maintain those copied details in CardToClose.

• Use the correct CardToClose workspace as an account administrator and a HighLevel subaccount you are authorised to connect.
• There is no fixed contact-count cap. Matching a contact without a saved HighLevel ID checks the complete destination contact list. Very large or changing lists can exceed the transfer time limit; matching then stops before a new contact is created.
• Contacts need first name, last name and a valid email for strict matching. Selected phone numbers need international format, such as +971….
• Sync copies available saved information, including AI-generated meeting summaries and follow-up drafts. Missing summary or follow-up content does not block a contact, and review or message approval is not required. Later saved changes update the same contact and Notes. Sending the follow-up is not required.
• Phone captures must first reach the CardToClose server. Device-only offline changes are not available to CRM sync.

Enter the token only into the connection form. Never put it in chat, screenshots or support requests. When changing existing settings, leave the token blank to keep it. A different subaccount requires a token for that destination. Changing choices affects future copies; it does not erase data already transferred.

Contact identity

First name, last name and email appear on the HighLevel contact and are used for matching.

Other contact details

When selected, company and international phone appear on the contact. Position and WhatsApp are retained in readable meeting history. Position also fills the optional CardToClose Position Contact Single line field when available.

Meeting summary

A readable Meeting Summary Note attached to the contact, using the saved human correction when available or the available AI-generated summary.

Follow-up message

Available saved follow-up content in a separate contact Note, clearly labelled as an unsent draft unless sending has been explicitly confirmed. Copying does not approve the draft.

Available transcripts

A separate Meeting Transcript contact Note containing the completed source text.

Event and business context

Event, capture information, recorder and available context in the meeting Note. Event also fills the optional CardToClose Event field when available.

Website, LinkedIn and QR links

A valid website updates the contact’s Website field. Available typed links are also retained in readable history. A QR may contain a vCard rather than a URL.

Images, profile pictures and recordings

Not transferred in this release. Selecting these options does not enable media delivery.

Meeting information always uses contact Notes. The meeting-date label currently reads Not recorded. The capture date is shown separately when Event and business context is selected. Copying meeting information does not create an appointment.

The Event contact field reflects the latest transfer. Each encounter’s meeting Note retains its own Event history. The placeholder Event is consistently called One-off contacts. Missing or deselected Event data does not clear an existing HighLevel Event value.

Copying a follow-up does not send it. It does not send email, SMS or WhatsApp, create a Conversation or appointment, or enrol a workflow. Use your normal sending process and explicitly confirm sending where appropriate.

A same-name contact with a different email needs an administrator’s individual review. Under Choose contacts to sync, use Review identity and job change for that encounter. Bulk selection and its checkbox do not confirm a person’s identity.

1. Load identity evidence, compare the existing contact’s email, company, position and dated Notes with the proposed values, and select the exact HighLevel contact. Use the candidate page controls; omitted Notes or older job-change history are labelled.
2. Check the saved data choices and omissions. Contact identity is required. Company, phone and position copy only when Contact details is selected; omitted or blank values preserve populated destination fields.
3. Explicitly confirm that this is the same person with a new job and that the displayed selected details should become current, then choose Confirm job change and sync this encounter.

A separate dated history Note preserves the actual previous HighLevel email, company and position before current fields change. It records when the values were observed and when you confirmed them; the actual job start date remains unknown. Earlier encounters retain their own meeting and follow-up history. Re-syncing an old encounter updates its Notes and does not restore its earlier job details.

Changed source details, saved settings or destination values require a fresh review. A conflicting email or phone belonging to another contact remains blocked. Background sync cannot confirm a new identity or job change; resolve it manually.

If a history Note or contact update returned a verified destination ID but final verification is pending, inspect the receipts and reload evidence before an explicit continuation. CardToClose checks the saved destination record without creating or updating it again. A write without a verified ID remains uncertain and blocked because it may already have succeeded; inspect HighLevel and contact support before retrying.

If the job change is already confirmed and only encounter Notes remain, use Review selected contacts → Sync ready contacts to HighLevel to finish those Notes. Do not confirm the job change again. Confirmation and copying remain one way and do not send messages or create appointments.

Manual only

Nothing copies in the background. Use the manual bulk flow.

Automatic

Periodically checks all eligible saved contacts, including existing contacts, new contacts and later changes. It works when your browser is closed.

Daily at a chosen time

Checks the same contacts once daily at the selected UTC time. The page shows the equivalent in your browser’s time zone.

Background modes cover the whole workspace. The manual Event filter does not restrict them. For 20:00 Dubai time, choose 16:00 UTC. The saved schedule follows UTC; local time can change in countries that observe daylight saving. A missed daily scan is picked up when the service resumes.

Background scans copy available saved data even while a contact is processing or awaiting review. Missing content can arrive on a later scan, and saved changes update the existing contact and Notes. Matching, access and uncertain-transfer checks still apply. Use manual selection to choose exactly which contacts leave your workspace.

Use Refresh sync status to see the last/next scan and counts. Choose Turn off background sync or save Manual only to stop future copies. An already running transfer may finish.

The enabling administrator must remain active, processing permission must remain current and the workspace must retain product write access. Access problems pause copying until resolved.

• Checked: contacts examined by the scan.
• Synced: contacts successfully copied or updated.
• Unchanged: confirmed copies with no selected-data changes; no new write was needed.
• Needs attention: contact data or an earlier transfer requires review.
• Paused: copying cannot proceed with the current access or settings.

A saved, verified contact ID is used first. Otherwise, matching requires the same first name, last name and email, ignoring casing and extra spaces. A same-name contact with a different or missing email stops the transfer for review; it is not automatically merged, overwritten or duplicated.

An uncertain provider response is not automatically replayed because the original write may already have succeeded. Check the existing HighLevel contact and Notes before resolving it. Invalid data on one contact does not stop background scans from examining later contacts.

No contacts available

Clear Event/search filters, check identity details and international phone format, and confirm phone captures reached the server. Check whether contacts are already synced or blocked.

Sync button disabled

Read the explanation. Review your selection, tick confirmation and check that changes are ready to copy.

Summary or follow-up missing

Sync can copy available contact details now. Once readable summary or follow-up content is saved, sync again or let the next background scan update the same contact and Notes.

Possible existing contact

Use the individual Review identity and job change flow to compare and select the exact same person. A conflicting email or phone requires resolution before confirmation; changing the name to bypass this check is not a resolution.

No Event or Position custom fields

Ordinary sync keeps these details in contact Notes without custom setup. Optional searchable fields must be unique Contact Single line fields with the exact names above.

Confirmed Position change blocked

A confirmed current-position change requires one verified CardToClose Position Contact Single line field. If a previously confirmed field was removed or changed, restore it and reload evidence before updating current job details.

Connection or permission error

Check the subaccount and all four permissions above, including location and custom-field read access. Edit the existing Private Integration permissions and choose Update; its token stays the same. Replace a token only if it is invalid or revoked.

Background sync stopped after editing settings

Review the saved destination/data choices and explicitly enable the schedule again.

Paused for access

Resolve trial/subscription, processing consent or the enabling administrator’s access, then refresh the status.

Uncertain transfer or needs review

Inspect the existing destination record. Do not create another contact or blindly replay the write.

Destination contact list could not be verified

A temporary request problem, changing list or transfer time limit can stop matching. Check the connection and review before retrying. Changes may take a few seconds to appear in HighLevel search, so wait before retrying a recent change. Very large lists may still exceed the time limit. Existing confirmed copies are remembered.