Capsule CRM connector

Set up the Capsule CRM connector in Kaivo: authentication, configuration, the 16 BigQuery tables it syncs, and answers to common questions.

Written By Lauri Raivio

Last updated 16 days ago

Kaivo is a fully managed data platform that syncs your Capsule CRM data into a Google BigQuery warehouse and keeps it up to date automatically. There is no pipeline to build and no infrastructure to run, so you can spend your time analysing your CRM data instead of moving it.

What is the Capsule CRM connector

Sync your Capsule CRM data into BigQuery with Kaivo to report on pipeline, contacts, and activity alongside the rest of your data.

Category	CRM
Authentication	API key
Setup	Self-service

Getting started with the Capsule CRM connector

Sign up for Kaivo and create a workspace.
Connect your Capsule CRM account.
Choose which tables to sync.
Wait for the initial sync to finish.
Query your data in BigQuery or your favourite AI or BI tool.

Authenticating Capsule CRM

Authenticate with your Bearer Token.

Field	Description
Bearer Token	Bearer token to authenticate API requests. Generate it from the 'My Preferences' > 'API Authentication Tokens' page in your Capsule account.

Configuring the Capsule CRM connector

When you set up the connector, you provide:

Field	Description
Start date	Any data before this date will not be fetched.
Entity

Tables and columns synced from Capsule CRM

Kaivo syncs 16 tables from Capsule CRM into a dedicated dataset in your BigQuery warehouse. Click any table to see its columns and types.

activity_types (10 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`icon__display_name`	`STRING`
`icon__icon_name`	`STRING`
`icon__id`	`STRING`
`icon__is_system`	`BOOL`
`icon__order`	`FLOAT64`
`id`	`FLOAT64`
`name`	`STRING`
`update_last_contacted`	`BOOL`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

board (7 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`description`	`STRING`
`created_at`	`STRING`
`id`	`FLOAT64`
`name`	`STRING`
`updated_at`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

categories (5 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`colour`	`STRING`
`id`	`FLOAT64`
`name`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

custom_fields (7 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`type`	`STRING`
`display_order`	`FLOAT64`
`id`	`FLOAT64`
`important`	`BOOL`
`name`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

Subtable: custom_fields__options

Column	Type	Description
`_kaivo_parent_id`	`STRING`	Foreign key referencing _kaivo_id in the parent table. Auto-generated by Kaivo.
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`value`	`JSON`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

employees (13 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`type`	`STRING`
`created_at`	`STRING`
`first_name`	`STRING`
`id`	`FLOAT64`
`last_name`	`STRING`
`organisation__type`	`STRING`
`organisation__id`	`FLOAT64`
`organisation__name`	`STRING`
`organisation__picture_url`	`STRING`
`picture_url`	`STRING`
`updated_at`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

Subtable: employees__addresses

Column	Type	Description
`_kaivo_parent_id`	`STRING`	Foreign key referencing _kaivo_id in the parent table. Auto-generated by Kaivo.
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`value`	`JSON`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

Subtable: employees__email_addresses

Column	Type	Description
`_kaivo_parent_id`	`STRING`	Foreign key referencing _kaivo_id in the parent table. Auto-generated by Kaivo.
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`value`	`JSON`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

Subtable: employees__phone_numbers

Column	Type	Description
`_kaivo_parent_id`	`STRING`	Foreign key referencing _kaivo_id in the parent table. Auto-generated by Kaivo.
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`value`	`JSON`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

Subtable: employees__websites

Column	Type	Description
`_kaivo_parent_id`	`STRING`	Foreign key referencing _kaivo_id in the parent table. Auto-generated by Kaivo.
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`value`	`JSON`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

lost_reasons (7 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`created_at`	`STRING`
`id`	`FLOAT64`
`included_for_conversion`	`BOOL`
`name`	`STRING`
`updated_at`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

milestones (12 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`description`	`STRING`
`complete`	`BOOL`
`created_at`	`STRING`
`days_until_stale`	`FLOAT64`
`id`	`FLOAT64`
`name`	`STRING`
`pipeline__id`	`FLOAT64`
`pipeline__name`	`STRING`
`probability`	`FLOAT64`
`updated_at`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

opportunities (24 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`created_at`	`STRING`
`duration_basis`	`STRING`
`id`	`FLOAT64`
`last_open_milestone__id`	`FLOAT64`
`last_open_milestone__name`	`STRING`
`last_stage_changed_at`	`STRING`
`milestone__id`	`FLOAT64`
`milestone__name`	`STRING`
`name`	`STRING`
`owner__deleted`	`BOOL`
`owner__id`	`FLOAT64`
`owner__name`	`STRING`
`owner__picture_url`	`STRING`
`owner__username`	`STRING`
`party__type`	`STRING`
`party__first_name`	`STRING`
`party__id`	`FLOAT64`
`party__last_name`	`STRING`
`party__picture_url`	`STRING`
`probability`	`FLOAT64`
`updated_at`	`STRING`
`value__currency`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

parties (20 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`type`	`STRING`
`created_at`	`STRING`
`first_name`	`STRING`
`id`	`FLOAT64`
`job_title`	`STRING`
`last_name`	`STRING`
`name`	`STRING`
`organisation__type`	`STRING`
`organisation__id`	`FLOAT64`
`organisation__name`	`STRING`
`organisation__picture_url`	`STRING`
`owner__deleted`	`BOOL`
`owner__id`	`FLOAT64`
`owner__name`	`STRING`
`owner__picture_url`	`STRING`
`owner__username`	`STRING`
`picture_url`	`STRING`
`updated_at`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

Subtable: parties__addresses

Column	Type	Description
`_kaivo_parent_id`	`STRING`	Foreign key referencing _kaivo_id in the parent table. Auto-generated by Kaivo.
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`value`	`JSON`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

Subtable: parties__email_addresses

Column	Type	Description
`_kaivo_parent_id`	`STRING`	Foreign key referencing _kaivo_id in the parent table. Auto-generated by Kaivo.
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`address`	`STRING`
`id`	`FLOAT64`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

Subtable: parties__phone_numbers

Column	Type	Description
`_kaivo_parent_id`	`STRING`	Foreign key referencing _kaivo_id in the parent table. Auto-generated by Kaivo.
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`value`	`JSON`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

Subtable: parties__websites

Column	Type	Description
`_kaivo_parent_id`	`STRING`	Foreign key referencing _kaivo_id in the parent table. Auto-generated by Kaivo.
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`address`	`STRING`
`id`	`FLOAT64`
`service`	`STRING`
`url`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

pipelines (6 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`created_at`	`STRING`
`id`	`FLOAT64`
`name`	`STRING`
`updated_at`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

projects (19 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`created_at`	`STRING`
`id`	`FLOAT64`
`name`	`STRING`
`owner__deleted`	`BOOL`
`owner__id`	`FLOAT64`
`owner__name`	`STRING`
`owner__picture_url`	`STRING`
`owner__username`	`STRING`
`party__type`	`STRING`
`party__first_name`	`STRING`
`party__id`	`FLOAT64`
`party__last_name`	`STRING`
`party__picture_url`	`STRING`
`stage__id`	`FLOAT64`
`stage__name`	`STRING`
`status`	`STRING`
`updated_at`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

site (5 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`name`	`STRING`
`subdomain`	`STRING`
`url`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

stages (10 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`description`	`STRING`
`board__id`	`FLOAT64`
`board__name`	`STRING`
`created_at`	`STRING`
`display_order`	`FLOAT64`
`id`	`FLOAT64`
`name`	`STRING`
`updated_at`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

tags (5 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`data_tag`	`BOOL`
`id`	`FLOAT64`
`name`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

tasks (24 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`description`	`STRING`
`active`	`BOOL`
`category__colour`	`STRING`
`category__id`	`FLOAT64`
`category__name`	`STRING`
`created_at`	`STRING`
`detail`	`STRING`
`due_on`	`STRING`
`has_track`	`BOOL`
`id`	`FLOAT64`
`owner__deleted`	`BOOL`
`owner__id`	`FLOAT64`
`owner__name`	`STRING`
`owner__picture_url`	`STRING`
`owner__username`	`STRING`
`party__type`	`STRING`
`party__id`	`FLOAT64`
`party__name`	`STRING`
`party__picture_url`	`STRING`
`status`	`STRING`
`task_day_delay_rule`	`STRING`
`updated_at`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

users (19 columns)

Column	Type	Description
`_kaivo_id`	`STRING`	Primary key that uniquely identifies the row. Auto-generated by Kaivo.
`currency`	`STRING`
`deleted`	`BOOL`
`id`	`FLOAT64`
`last_login_at`	`STRING`
`locale`	`STRING`
`logged_in`	`BOOL`
`name`	`STRING`
`party__type`	`STRING`
`party__first_name`	`STRING`
`party__id`	`FLOAT64`
`party__last_name`	`STRING`
`party__picture_url`	`STRING`
`picture_url`	`STRING`
`status`	`STRING`
`task_reminder`	`BOOL`
`timezone`	`STRING`
`username`	`STRING`
`_kaivo_extracted_at`	`TIMESTAMP`	Timestamp that shows when the row was extracted. Auto-generated by Kaivo.

How the Capsule CRM sync works

After the first load, Kaivo keeps your BigQuery warehouse up to date for you. Where Capsule CRM supports it, each sync pulls only new and changed records so it stays fast; otherwise it refreshes the whole table. Every record keeps its original ID, so you won't get duplicate rows.

Frequently asked questions

How long does the initial sync take for Capsule CRM?

It depends on how much history is in your Capsule CRM account. Most initial syncs finish within minutes, while large accounts can take a few hours. After that, syncs only fetch new and changed records, so they're much faster.

Can I sync only some tables or columns?

Yes. You pick which tables to sync when you set up the connection and can change the selection later. Tables you don't select are never copied to your warehouse.

What happens when Capsule CRM's schema changes?

New fields are never added automatically. You choose which fields to sync, so data you haven't selected (sensitive personal data, for example) never lands in your warehouse. When a new field appears, it becomes available for you to add. What happens to removed or renamed fields depends on a table's sync mode: full-refresh tables always match what's currently in Capsule CRM, so dropped fields disappear, while incremental tables keep their existing columns and history, so an old field stays and newly added fields fill in over time.

Your data lives in your own Kaivo-managed BigQuery warehouse, so the most direct option is to delete or anonymise specific records right in BigQuery. If you delete data in Capsule CRM instead, full-refresh tables drop it on the next sync, while incremental tables keep it, so you would remove the row in BigQuery or ask us to run a full refresh. To remove everything, delete the Capsule CRM connector in Kaivo and all of its synced data is deleted with it.

Common use cases for Capsule CRM data

Pipeline reporting

Track opportunities through pipelines and milestones to see value and win rates.

Account view

Join parties with tasks and projects to understand your accounts.

Activity tracking

Use tasks to measure follow-up and where deals stall.

Use Capsule CRM data in your AI and BI tools

Once Capsule CRM data lands in your Kaivo-managed BigQuery warehouse, you can explore it with AI tools or any BI tool that connects to BigQuery. Here's how the most common destinations work with Capsule CRM data.

Claude

Use Kaivo's MCP server to give Claude secure, workspace-scoped access to your data. Setup guide →

Power BI

Microsoft's BI tool with a native BigQuery connector. Supports direct query and scheduled refresh. Setup guide →

Data Studio

Free Google BI tool with native BigQuery support. One-click connection to your Kaivo warehouse; great for SMB teams on Google Workspace. Setup guide →

Tableau

The premium analytics standard, with native BigQuery integration. Setup guide →

Google Sheets

Use Connected Sheets to query BigQuery directly from a spreadsheet, with no SQL. Setup guide →

Excel

Connect via Power Query's BigQuery connector. Setup guide →

Metabase

Open-source BI tool with strong BigQuery support. Setup guide →

See our pricing page for Capsule CRM connector pricing and plan details.

Custobar: Sync Custobar to BigQuery.
HubSpot: Sync HubSpot to BigQuery.
Attio: Sync Attio to BigQuery.
Cuuma: Sync Cuuma to BigQuery.
Pipedrive: Sync Pipedrive to BigQuery.
Rentman: Sync Rentman to BigQuery.

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