Capsule CRM | ElevenLabs Documentation

Your receptionist can recognize callers who are already in Capsule, add new callers as contacts, note what each caller wanted, and create a follow-up task for your team. Looking up callers uses a webhook tool. Adding contacts, notes, and tasks goes through Zapier, because Capsule’s API needs nested request bodies for those, which webhook tools can’t send.

Look up callers

Create an API token

In Capsule, open My Preferences → API Authentication Tokens and generate a new token. Name it, for example Reception.ai. The token acts as you, so it can see and change what you can.

Anyone with the token can read and change your Capsule data. Keep it out of shared documents, and delete it in Capsule if it leaks.

Create the webhook tool

Go to Integrations, select Add integration, and choose Webhook Tool.

Field	Value
Name	`find_capsule_contact`
Description	”Find the caller in our CRM by phone number, name, or email. Use it at the start of a call to check whether they’re an existing client.”
Method	GET
URL	`https://api.capsulecrm.com/api/v2/parties/search`
Request Headers	`Authorization`: `Bearer` followed by your token
Query Parameters	`q` (string, required): “The caller’s phone number, full name, or email address.”
Assign to agents	Receptionist

Select Enable. The search returns the same results as Capsule’s own search bar.

Add contacts, notes, and tasks

Connect Zapier

If you haven’t yet, connect Zapier in Reception.ai.

Add the Capsule actions

In your Zapier MCP server at mcp.zapier.com, connect your Capsule CRM account and add the actions below. For each field, either set a fixed value or let the AI fill it in, as listed.

Assign the tools

In Reception.ai, open the Zapier integration’s Tools tab, select Refresh tools, and assign each action as listed.

Test it

Test your receptionist with a call from a number saved on a Capsule contact, then as a new caller who asks for a callback. The new contact, a note, and a task appear in Capsule.

Actions

Add the caller

Field	Value
Zapier action	Create Contact
Set in Zapier	The type (Person), the owner, and any tags.
Let the AI fill in	First name, last name, phone number, and email address.
Assign to	Client

Log a note

Field	Value
Zapier action	Add Note to Entity
Set in Zapier	The kind of record to add the note to: a contact.
Let the AI fill in	The contact’s ID (from `find_capsule_contact` or Create Contact) and the note.
Assign to	Client

Create a follow-up task

Field	Value
Zapier action	Create Task
Set in Zapier	The team member who handles callbacks.
Let the AI fill in	The description, due date, and the contact the task is about.
Assign to	Client

Add a procedure so your receptionist searches for the caller first and only creates a contact when no match is found.

Limitations

Zapier’s Capsule app can’t check anyone’s availability, so your receptionist can’t book meetings in Capsule. Use the follow-up task instead, or Reception’s own booking with Google Calendar.
Each Zapier action your receptionist runs uses tasks from your Zapier plan. Zapier currently counts two tasks per successful call; failed calls aren’t counted. When the plan runs out, the actions stop until it resets.

Troubleshooting

Problem	What to check
401 from Capsule	Start the header value with `Bearer` and a space, and check that the token hasn’t been deleted.
Known callers aren’t found	Capsule matches phone numbers as stored. Store numbers in one format, or search by name or email.
The receptionist creates duplicate contacts	Tell it in the lookup tool’s description to add a contact only when the caller wasn’t found.
A Capsule action doesn’t appear in Reception.ai	Select Refresh tools on the Zapier integration after adding actions in Zapier.
An action shows Changed and isn’t used	You edited it in Zapier. Select Update in the Tools tab.