Prerequisites

This guide assumes you already have:

• A Help Genie account with at least one active voice genie handling calls
• A CRM system (Salesforce, HubSpot, Pipedrive, or similar)
• For Zapier/Make: An account on the automation platform
• For custom webhooks: A server endpoint that can receive HTTP POST requests

If your voice genie isn’t capturing leads yet, set that up first with our lead capture guide.

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Your voice genie captures leads, qualifies callers, and logs every conversation. But if that data lives only in Help Genie while your sales team works out of Salesforce, there’s a gap. Deals slip through because nobody created the CRM record. Follow-ups get missed because the conversation context never made it to the account page.

Webhooks bridge that gap. Every time something happens on a call, Help Genie fires an event with the full conversation data. You route that event to your CRM, automation platform, or custom system. No manual data entry. No copy-pasting between tabs.

Step 1: Understand Webhook Events

Help Genie fires webhook events at key moments during and after calls. Each event carries a payload with everything your CRM needs.

Available webhook events:

Event	When It Fires	What’s in the Payload
conversation_started	A new call begins	Agent ID, caller info (if known), timestamp
conversation_ended	A call completes	Full conversation data (see below)
lead_captured	Caller provides lead information	Lead fields, contact details, conversation context
high_priority_detected	AI detects urgency or high-value signal	Priority level, trigger reason, caller info

The conversation_ended payload includes:

{
  "event": "conversation_ended",
  "timestamp": "2026-03-24T14:30:00Z",
  "agentId": "your-genie-id",
  "conversationId": "conv-123",
  "customer": {
    "name": "Jane Smith",
    "email": "jane@example.com",
    "phone": "+15551234567"
  },
  "conversation": {
    "duration": 245,
    "summary": "Caller inquired about HVAC installation...",
    "sentiment": "positive",
    "topics": ["HVAC installation", "pricing", "scheduling"],
    "transcript": "...",
    "leadQuality": "high"
  },
  "nextSteps": ["Send installation quote", "Schedule site visit"]
}

This single payload has everything you need to create a CRM record: contact info, what they discussed, how interested they are, and what to do next.

Step 2: Connect to Salesforce or HubSpot Directly

Help Genie has built-in integrations for popular CRMs. These are the fastest way to get data flowing.

Salesforce setup:

1. Go to your Help Genie integrations settings
2. Select Salesforce and authorize the connection
3. Map Help Genie fields to Salesforce fields:
   • Caller name → Contact Name
   • Phone → Contact Phone
   • Email → Contact Email
   • Conversation summary → Lead Description
   • Lead quality → Lead Rating
   • Topics → Lead Source Detail or custom field
4. Choose which events create records:
   • lead_captured → Create new Lead
   • conversation_ended → Log Activity on existing Contact
5. Test the connection by making a test call

HubSpot setup:

1. Go to integrations settings and select HubSpot
2. Authorize with your HubSpot account
3. Map fields similarly to Salesforce
4. HubSpot-specific options:
   • Auto-create Contact from lead data
   • Log conversation as a Note or Call activity
   • Add to a specific Deal Pipeline stage
5. Test with a sample call

What the integration does automatically after each call:

• Creates or updates the contact record
• Logs the conversation with summary, duration, and sentiment
• Attaches the full transcript as a note
• Sets the lead source to “Help Genie” for attribution
• Adds recommended next steps as a task

Step 3: Use Zapier for No-Code Automation

If your CRM isn’t Salesforce or HubSpot, or if you want to send data to multiple systems, Zapier connects Help Genie to 5,000+ apps without writing code.

What to do:

1. In Help Genie, create a webhook endpoint for the events you want to trigger on
2. In Zapier, create a new Zap with “Webhooks by Zapier” as the trigger
3. Select “Catch Hook” and copy the webhook URL Zapier provides
4. Paste that URL into your Help Genie webhook configuration
5. Make a test call to send sample data to Zapier
6. In Zapier, use the sample data to map fields to your destination app

Popular Zapier workflows:

Trigger Event	Action	App
lead_captured	Create contact	Pipedrive, Zoho, Monday.com
lead_captured	Add row to spreadsheet	Google Sheets, Airtable
conversation_ended	Send summary to channel	Slack, Teams
high_priority_detected	Create urgent task	Asana, Trello, Jira
conversation_ended	Send follow-up email	Gmail, Mailchimp

Example Zap: Lead to Google Sheets + Slack alert

1. Trigger: Webhook receives lead_captured event
2. Action 1: Add row to Google Sheet (name, phone, email, summary, sentiment, date)
3. Action 2: Send Slack message to #new-leads with caller details and next steps

This gives your team a running spreadsheet of all leads plus instant Slack alerts. Takes about 10 minutes to set up.

Step 4: Use Make (Integromat) for Advanced Workflows

Make offers more complex workflow logic than Zapier. Use it when you need conditional branching, data transformation, or multi-step automations.

What to do:

1. Create a new Make scenario with “Webhooks” as the trigger module
2. Set up a custom webhook and copy the URL
3. Add the URL to Help Genie’s webhook configuration
4. Build your automation flow with Make’s visual builder

When to use Make instead of Zapier:

• You need conditional routing (e.g., positive sentiment leads go to sales pipeline, negative sentiment goes to support queue)
• You need data transformation (e.g., split full name into first/last, format phone numbers)
• You need multiple parallel actions from one event
• You want more granular error handling and retry logic

Example Make scenario: Intelligent lead routing

1. Webhook receives conversation_ended event
2. Router module branches based on sentiment:
   • Positive → Create Salesforce Lead with “Hot” rating
   • Neutral → Create Salesforce Lead with “Warm” rating
   • Negative → Create Zendesk ticket for support follow-up
3. All branches → Log to Google Sheets for reporting

Step 5: Build Custom Webhook Endpoints

For full control, point Help Genie’s webhooks at your own server endpoint. This is the approach for teams with developers who want custom processing logic.

What to do:

1. Create an HTTP POST endpoint on your server
2. Add the endpoint URL in Help Genie’s webhook configuration
3. Select which events to send
4. Add authentication headers if your endpoint requires them
5. Help Genie will POST the JSON payload to your endpoint for every matching event

Your endpoint should:

• Accept POST requests with JSON body
• Return a 200 status code within 5 seconds (process heavy work async)
• Handle duplicate events gracefully (use conversationId as an idempotency key)
• Log received events for debugging

Authentication options:

• Bearer token in the Authorization header
• Custom API key in a header
• Webhook secret for signature verification

What to do with the data:

• Parse the JSON payload
• Extract the fields you need
• Write to your database, CRM, ticketing system, or internal tools
• Trigger downstream workflows (email sequences, task creation, team alerts)

Step 6: Test Your Integration End to End

Before going live, verify the complete flow from phone call to CRM record.

Test checklist:

1. Make a test call to your voice genie
2. Provide lead information (name, phone, email) during the call
3. Check Help Genie — verify the conversation and lead appear in your dashboard
4. Check your CRM — verify a new contact/lead record was created with correct data
5. Check field mapping — name, phone, email, summary, sentiment all populated correctly
6. Check automation actions — Slack notification sent, spreadsheet row added, task created (whatever you configured)
7. Check for duplicates — make a second test call with the same contact info and verify your CRM handles it correctly (update existing vs. create duplicate)

Common issues and fixes:

Problem	Cause	Fix
Webhook not firing	Wrong event selected	Verify the event type matches your trigger
Empty fields in CRM	Field mapping mismatch	Check that Help Genie field names match your mapping
Duplicate records	No deduplication logic	Add email/phone matching in your CRM or Zapier filter
Delayed delivery	Endpoint slow to respond	Optimize your endpoint to return 200 quickly, process async
Missing transcript	Event fires before analysis completes	Use conversation_ended (not conversation_started) for full data

Your voice genie already captures every detail from every call. Now make sure that data flows directly into the tools your team uses to close deals. Set up your integrations in Help Genie and eliminate the gap between conversation and follow-up.