Document Version: 1.0
Last Updated: April 2026
Audience: HeavySet Tech Engineers, Client Administrators
Overview
This guide provides instructions for integrating a client's Zoho CRM account with the HeavySet Tech platform. The integration enables automated booking, customer synchronization, lead management, and appointment tracking between Zoho CRM and HeavySet Tech's Web Scheduler.
These steps may be completed by a HeavySet Tech engineer or by an administrator from the client's organization who has been granted the appropriate access level within both Zoho CRM and the HeavySet Tech platform.
Prerequisites
Before beginning the integration process, ensure the following requirements have been met:
• You must be logged into a Zoho account with access to the requisite organization in Zoho.
• You must have a HeavySet Tech account with access to the requisite organization in HeavySet Tech.
Phase 1 — CRM Connection Setup
Connecting HeavySet Tech to Zoho CRM
Step 1: Navigate to CRM Configuration
In the HeavySet Tech platform, use the Organization dropdown at the top of the page to select the requisite organization. Then, using the left-hand navigation bar, go to Connections → CRM → Edit Config.
Figure 1 — Connections > CRM > Edit Config > CRM Connection Settings
Step 2: Select Zoho as the CRM Type
On the Edit CRM Configuration page, select "Zoho" from the CRM Type dropdown. Then open the CRM Connection Settings dialogue.
Step 3: Enter Client Credentials
Figure 2 — Zoho CRM Connection Settings
HeavySet Tech has registered a server-based application in the Zoho API Console on behalf of all clients. A server-based application is a type of OAuth client registered with Zoho that allows HeavySet Tech's platform to securely request and manage API access tokens without requiring manual intervention after the initial authorization. Because this application has already been registered and configured with the appropriate redirect URIs and permission scopes, the Client ID and Client Secret are shared values — you do not need to register your own application in the Zoho API Console.
In the CRM Connection Settings dialogue, enter the following values:
• Client ID: 1000.43ZTRRY4BWJYTZSL03CM4FVBUWOVKI
• Client Secret: Contact a member of the HeavySet Tech team or email support@heavyset.tech to obtain this value.
Once both values have been entered, press "Okay" and then "Save."
| Note: The Client Secret is not included in this guide for security purposes. Reach out to a HeavySet Tech engineer or support@heavyset.tech to receive it. |
Step 4: Initiate the Zoho Connection
Re-open the CRM Connection Settings dialogue and press the "Connect Zoho" button. This will redirect you to a Zoho authorization page.
Step 5: Authorize HeavySet Tech in Zoho
Figure 3 — Zoho authorization page
The Zoho authorization page will display all permissions that must be granted to HeavySet Tech in order for the integration to function. Review the listed permissions carefully, then check the box labelled "I allow HeavySet Tech to access the above data from my Zoho account" and press "Accept." You should be automatically redirected back to the Edit CRM Configuration page in the HeavySet Tech platform.
Step 6: Verify Connection Tokens
Open the CRM Connection Settings dialogue once more and confirm that values have been saved for the following three fields: Refresh Token, API Domain, and Accounts Domain. If all three fields are populated, the OAuth connection has been established successfully.
| Note: If any of the three fields (Refresh Token, API Domain, Accounts Domain) are blank after completing Step 5, repeat Steps 4 through 6. Ensure that you are logged into the correct Zoho account and that all permissions were accepted, then retry steps 4 and 5. |
Phase 2 — Field Mapping & Configuration
Zoho Module & Field Configuration
Step 7: Navigate to Zoho Settings
Close the CRM Connection Settings dialogue and navigate to CRM Settings → Zoho → Settings using the left-hand navigation bar.
Figure 4 — Zoho Settings
Step 8: Select the CRM Config and Open Field Mapping
In the Selected CRM Config dropdown, select the appropriate CRM configuration. Then press the "Edit Field Mapping" button to open the field mapping interface.
Step 9: Map Zoho Module Names
Figure 5 — Field Mapping interface
Module names refer to the Zoho data structures used in your platform. Because these modules are customizable within Zoho, they must be explicitly mapped to the corresponding aspects of the HeavySet Tech integration. For each module name, select the Zoho module that corresponds to the following:
• Lead Module — The module used for leads (usually "Leads").
• Appointment Module — The module used for appointments (usually "Events").
• Related Record Module — The record that connects to the appointment (usually "Contacts").
• Contact Us Module — This mapping is optional and may be skipped if not applicable.
Step 10: Configure Lead and Appointment Field Mappings
After the module names have been set, the individual fields within each module must be mapped to their corresponding HeavySet Tech fields. There are two approaches to completing this step:
Option A — Manual Mapping: For each field listed under the Lead Field Mapping and Appointment Field Mapping sections, use the dropdown menus to select the appropriate Zoho CRM field. The dropdowns pull field names directly from your Zoho CRM instance.
Option B — Auto-Discover: Press the "Auto-Discover" button to allow the system to examine sample data from your Zoho CRM and attempt to best-fit each field automatically. This feature can significantly reduce setup time; however, it is not guaranteed to populate every field correctly. Review the module names in the auto-discover popup, and if they are correct confirm using the checkbox, then press "Continue."
Figure 6 — Auto-Discover Dialogue
| Important: If using Auto-Discover, you must review every populated field for correctness and manually fill any required fields that were left blank before saving. |
Once all fields have been mapped and reviewed, press "Okay" and then "Save."
Step 11: Configure Slot Availability Source
Review the "Slot Availability Source" setting. This determines how the HeavySet Tech scheduler checks for existing appointments when calculating available time slots:
• CRM Appointments only (default) — If you already use the Events module in Zoho CRM for appointments or don't use the Events module at all, keep the default setting.
• CRM Appointments + Events — If you use a different module for appointments but want availability to also factor in the Events module, select this option.
• Zoho Calendar — If your organization uses Zoho Calendar for scheduling, select this option to integrate with it directly.
After the Slot Availability Source is selected, press "Save."
Phase 3 — Finalize Integration
Token Alerts & Verification
Step 12: Configure Token Expiry Alerts
Under the "Token Expiry Alerts" section, input the email address of anyone who should be notified in the event that the refresh token for your organization expires. Multiple email addresses may be added. If a token expiration occurs, the notified party will need to repeat Steps 4 through 6 to re-establish the connection.
| Tip: It is recommended to include at least one client administrator and one HeavySet Tech point of contact in the token expiry alert list to ensure timely re-authentication. |
After inputting all desired recipients, press "Save."
Step 13: Verify the Integration
The Zoho CRM integration is now complete. Perform a test lead or booking to confirm that data is flowing as expected between HeavySet Tech and Zoho CRM. Verify that leads, appointments, and related records are being created in the correct Zoho modules with the correct field values.
| Note: If any data is not appearing in the expected Zoho modules or fields, return to Phase 2 and review the module name mappings and field mappings for accuracy. If the connection itself has failed, revisit Steps 4 through 6 to re-authorize the integration. |
Appendix
Credential Reference
The table below provides a consolidated reference of all credentials required for the Zoho CRM integration, including where each value is sourced and where it must be entered in the HeavySet Tech platform.
| Credential | Source | HeavySet Tech Destination |
| Client ID | Provided in this guide | Connections → CRM → Edit Config → CRM Connection Settings |
| Client Secret | Contact HeavySet Tech team or support@heavyset.tech | Connections → CRM → Edit Config → CRM Connection Settings |
| Refresh Token | Auto-generated via Zoho OAuth (Step 5) | Connections → CRM → Edit Config → CRM Connection Settings |
| API Domain | Auto-generated via Zoho OAuth (Step 5) | Connections → CRM → Edit Config → CRM Connection Settings |
| Accounts Domain | Auto-generated via Zoho OAuth (Step 5) | Connections → CRM → Edit Config → CRM Connection Settings |
Module Mapping Reference
The table below provides a reference of the Zoho module mappings and their typical default values.
| HeavySet Tech Module Name | Typical Zoho Module | Required |
| Lead Module | Leads | Yes |
| Appointment Module | Events | Yes |
| Related Record Module | Contacts | Yes |
| Contact Us Module | Varies | No |
Slot Availability Source Reference
The table below describes the available options for the Slot Availability Source setting.
| Option | Use When |
| Default (Events) | You already use the Events module for appointments |
| CRM Appointments + Events | You use a different module for appointments but also want Events factored into availability |
| Zoho Calendar | Your organization uses Zoho Calendar for scheduling |
Troubleshooting
• If the Zoho authorization page does not appear after pressing "Connect Zoho," ensure that pop-ups are not being blocked by the browser and that you are logged into the correct Zoho account.
• If the Refresh Token, API Domain, or Accounts Domain fields are blank after completing the OAuth flow, repeat Steps 4 through 6. Confirm that all permissions were accepted on the Zoho authorization page.
• If the field mapping dropdowns are empty, verify that the module names in Step 9 have been set correctly and that the connected Zoho account has data in those modules.
• If Auto-Discover does not populate all fields, manually fill the remaining required fields using the dropdown menus before saving.
• If you receive a token expiry notification, repeat Steps 4 through 6 to re-authorize the connection. No other configuration changes are required.
• If leads or appointments are being created in the wrong Zoho module, return to Step 9 and verify the module name mappings.
Support
For questions or issues related to this integration, contact the HeavySet Tech engineering team or reach out to support via support@heavyset.tech.
Confidential – HeavySet Tech Internal UsePage
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