Google Contacts + Podio: sync these apps for a fully integrated database

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August 23, 2019

Google-contacts-Podio

Podio is a CRM that forms a complete and up-to-date database of all the leads and contacts of your company.

However, your phone’s address book runs on a different cloud, such as Google Contacts.

To get these two apps to talk to each other, you probably already tried a multitude of solutions: copy and paste contacts, import a CSV file, type them in manually… and, as you might have noticed, these methods all have their disadvantages!

Therefore we created PieSync, which helps you create an intelligent and bidirectional contact sync that works in real time, all the time.

What are the benefits of a two-way sync?

PieSync offers a two-way sync. What do we mean by this and what are the benefits?

Whenever there is a new or updated contact in Podio, PieSync will transfer the information into your Google Contacts account and vice-versa. Because of this sync, you now have two completely up-to date and synced databases without wasting your time!

Consequently, when a contact in Podio calls you, their information will appear on your phone’s “caller ID” because PieSync automatically synced this contact to your Google Contacts.

Moreover, this two-way sync works in real time, which means that PieSync constantly searches for updates in your existing contacts. You can also set up connection rules to customize your sync according to your needs.

Setting up the sync

First, you have to make sure that all your contacts in Podio are stored in the default Podio Contact app, as seen on the screenshot below. PieSync can only sync contacts in and out of this particular app. If you have data stored in a custom table, you should convert the data first!

Podio

Now, when syncing these two apps, you will need to select the Podio workspace you want to work with. If your Podio Workspace doesn’t appear here, your app is not a Podio Contacts app and you should convert it first.

Podio workspace

The default setting of a sync is always a two-way sync. This means you allow PieSync to transfer changes you make to contacts in Podio as well as in Google Contacts.

We recommend you keep this two-way setting. Make sure you understand the two rules that you start off with by default:

  • All contacts in Google will go into Podio, so that may include personal contacts.
  • All contacts in Podio will go into Google, so you’re running the risk of making this sync very heavy depending on your database.

To avoid unwanted scenarios, you can apply filters or switch off any of these two rules if they don’t fit your workflow.

Sync these two apps

What are filters and actions?

PieSync’s filters allow you to really customize your sync acording to your needs.

For example, contacts with a Google Contacts label are matched up to a tag in Podio.

Google contacts-Podio

At the bottom, you have the option to consider your rule also in the other way around. These if-then rules are very easy to create, and you can customize them to perfectly fit your workflow.

Pre-programmed options

PieSync gives you some pre programmed options to manage the sync, such as choosing which application would ‘win’ when a conflicting change is detected. Usually, you might let your CRM win, but of course this is an individual choice.

Pre-programmed options Podio-Google Contacts

This toggle is very useful when creating a sync between Google Contacts and Podio and both apps already have a lot of contacts in common before syncing. For example, if Steve’s phone number exists in both applications, PieSync has to know which of the two phone numbers to keep moving forward.

Another helpful tool is the dashboard, where you can follow the progress of your sync.

Dashboard Podio-Google Contacts

Every contact that you add or edit that matches your filters will get synced to the other side in no more than 5 minutes.

We hope you’re all set now! If you have any questions, please reach out to our support center and we’ll gladly help out.

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About Frans Leys

Frans helps various companies set up their data syncs, collecting all kinds of customer feedback to drive the PieSync platform forward. He started his career in corporate finance and switched four years ago to work with exciting software startups as a solutions engineer for SMEs.