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Piper AI syncs meeting notes, structured CRM fields, and tasks directly to your CRM after every call. When a sync doesn’t behave as expected, the cause is almost always one of a small set of configuration issues — a missing contact match, a deal that hasn’t been linked, or an authentication token that needs refreshing. Work through the scenarios below to identify and fix the problem.
Piper only syncs notes to your CRM when it can match at least one call participant to an existing contact record.
1

Check for a contact match

Verify that at least one person who attended the meeting exists as a Contact in your CRM. Piper uses email address to match attendees to contacts.
2

Create the contact if it doesn't exist

If no contact record exists for any attendee, create one in your CRM and then manually trigger the sync from the Transcription page.
3

Confirm the sync

Open the Transcription page for the meeting and check the CRM entity selector to confirm a contact has been linked.
Internal-only meetings (where all attendees are from your own organization) will not trigger a CRM sync unless your teammates are also present as contacts in the CRM.
CRM field population has two requirements: a linked deal and Auto-Sync enabled. If either is missing, fields will not update automatically.Check 1 — Is a Deal linked to the meeting?
1

Open the Activity Card or Transcription page

Find the meeting on your Home Page or navigate to its Transcription page.
2

Check the CRM entity selector

Look for a linked Deal. If no deal is shown, click the entity selector and link the relevant deal manually.
The manual CRM entity selector (used to view or link a Deal, Contact, or Company) is available on Piper’s Pro plan. If you don’t see it, check your plan under Settings → Billing.
Check 2 — Is Fields Auto-Sync enabled?
1

Go to Settings → Meeting Types

Navigate to Settings, then select Meeting Types.
2

Check the Auto-Sync toggle

Find the Meeting Type that applies to this call. Confirm that Fields Auto-Sync is enabled.
3

Enable Auto-Sync if it is off

If Auto-Sync is disabled, CRM fields and tasks are held in review mode on the Transcription page. You can approve them individually using the green arrow button, or click Send All to push everything at once.
Piper automatically links a deal to a meeting when it can find a contact attendee who is associated with exactly one open deal in your CRM.If auto-linking isn’t happening, the most likely cause is that the contact is associated with more than one open deal — Piper won’t guess which one is correct.To link the deal manually:
1

Find the meeting on your Home Page

Locate the Activity Card for the meeting.
2

Use the CRM entity selector

Click the deal selector on the Activity Card or on the Transcription page, then choose the correct deal from the list.
If a contact is routinely associated with multiple open deals (e.g., an enterprise account with several active opportunities), consider closing or archiving stale deals in your CRM to allow auto-linking to work reliably.
Piper doesn’t mirror your entire CRM deal list continuously. It only pulls in a deal when:
  • A linked contact appears on a calendar meeting. Once a day, Piper checks for CRM deals whose contacts are attendees on a meeting within a few days of that meeting — only those get imported.
  • The CRM connection was made recently. When you first connect a CRM, Piper does a one-time backfill of your ~100 most recently updated deals, on top of the meeting-based import above. This only happens once, at connection time.
A deal with no attendees on your calendar and no recent activity in the CRM at connection time may simply never reach Piper on its own.
To pull in a specific deal immediately, search for it by name in any Deal picker — the CRM entity selector on an Activity Card or Transcription page, or the Deal filter on the Deals page. If Piper doesn’t already have it, it searches your CRM live and imports the matching deal on the spot.
CRM integrations — particularly Salesforce — can drop their authentication token due to transient auth errors, session expiry, or a password change on the connected account.
1

Go to Settings → Integrations

Navigate to Settings, then select Integrations.
2

Reconnect your CRM

Click Reconnect next to your CRM (Salesforce, HubSpot, etc.) and complete the OAuth authorization flow.
3

Verify the connection

After reconnecting, return to a recent Transcription page and confirm that the CRM entity selector loads correctly.
Salesforce drops the Piper connection occasionally due to transient authentication errors — this is a known Salesforce OAuth behavior and not a Piper bug. Reconnecting via Settings resolves it immediately.
Reconnecting a CRM requires the Owner or Admin role on Piper’s Pro plan. Standard users see a banner asking them to contact their Team Owner instead of a working Reconnect button — if that’s you, ask an Admin to complete the steps above.
HubSpot-specific requirement: At least one Piper Admin must also hold Super Admin status in HubSpot. If the HubSpot connection is failing, verify that the Piper Admin who connected the integration is a HubSpot Super Admin.
Piper does not overwrite existing CRM values. When it updates a field, the formula it uses is:
New CRM value = Current CRM value + Field prompt + Transcription content
In other words, Piper appends to or enriches what is already there — it does not replace it.If your field values look unexpected, the most likely cause is the prompt configured for that field in your Meeting Type settings.
1

Go to Settings → Meeting Types

Open the Meeting Type that applies to the call in question.
2

Review the field prompts

Check each CRM field’s prompt. Vague or overly broad prompts can result in Piper pulling in more content than you intended. Tighten the prompt to be specific about what information should populate that field.
3

Save and test

Run a test meeting and review the CRM field output to confirm the prompt is producing the result you expect.
The Aircall integration works at the phone number level, not the user account level. Each phone number must be explicitly enabled in the Aircall dashboard before Piper can capture calls made or received on that number.
1

Open the Aircall Dashboard

Log in to your Aircall account.
2

Go to Integrations → Piper AI

Navigate to Integrations, find the Piper AI integration, and open its settings.
3

Add the relevant phone numbers

Click Add Numbers and enable every phone number whose calls should appear in Piper.
4

Test with a new call

Make or receive a call on one of the enabled numbers and confirm it appears in Piper within a few minutes.
Adding Piper to a user’s account does not automatically enable their Aircall numbers. Every number must be individually enabled in the Aircall integration settings.
Piper’s Aircall integration and its HubSpot Call capture are two independent phone-call sources — each is driven by its own webhook, and Piper does not check whether the other one has already processed the same real-world call.If a call reaches Piper through both paths — for example, your numbers are connected through Piper’s Aircall integration, and those same calls are also logged into HubSpot with a recording (via Aircall’s own native HubSpot connector, or another calling tool) — Piper creates two separate Activities for it, each with its own transcription, notes, and CRM sync. This is expected behavior given how the two integrations work today, not a misconfiguration.
1

Identify the second source

Check whether your calls are also being logged into HubSpot with a recording by a tool other than Piper — most commonly Aircall’s own native HubSpot connector, which is configured separately in the Aircall dashboard, not in Piper.
2

Keep only one path active

Disable whichever path you don’t want Piper to process: turn off Piper’s Aircall integration if you’d rather rely on HubSpot Call, or remove the other tool’s HubSpot call-logging connector if you’d rather keep Piper’s Aircall integration as the source of truth.
3

Contact Piper support if you're unsure

If you can’t tell which integration is producing the duplicate, Piper support can trace which webhook created each Activity.
Piper does not deduplicate calls across different phone-call sources today. If more than one integration sends Piper the same call, expect a separate Activity — and separate CRM notes — for each one.
When Auto-Sync is disabled for a Meeting Type, Piper holds all generated CRM fields and tasks in review mode rather than pushing them automatically. This gives you a chance to check the output before it enters your CRM.To approve pending updates:
1

Open the Transcription page for the meeting

Navigate to the relevant meeting and open its Transcription page.
2

Review the pending fields and tasks

Each pending item will be shown with a review indicator.
3

Approve individually or all at once

  • Click the green arrow button next to an individual field or task to approve it one at a time.
  • Click Send All to approve and push everything in one action.
If you want Piper to push CRM updates automatically without manual review, enable Fields Auto-Sync in Settings → Meeting Types for the relevant Meeting Type.