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Part 2: Make/Integromat Integration Setup - Connect Unibuddy to Your CRM

This guide explains how to finish your Make integration by connecting the Unibuddy webhook to your CRM.

Written by Laura Hillman

Before you start

Make sure you have completed Part 1: Receive Unibuddy Data in Make.

You should now have:

  • A Make scenario.

  • A Webhooks — Custom webhook module.

  • A webhook URL that has been supplied to Unibuddy.

  • Confirmation that the Unibuddy side of the integration has been configured.

  • Sample Unibuddy data visible in the Custom Webhook module.

  • Access to the CRM or destination system you want to connect.

  • Permission to create or update the relevant records in your CRM.

If you have not received sample data in Make yet, go back to Part 1 and complete the sample-data step before continuing.

What you'll do across this guide series

The full setup is split into two stages:
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Part 1 — Receive Unibuddy data in Make
Create your Make scenario, configure the Custom Webhook, and send the webhook URL and your preferred date format to Unibuddy so the integration can be configured.
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Part 2 — Connect Unibuddy data to your CRM ← You are here
Connect your CRM to Make, choose which Unibuddy data you want to store, map the fields, test the integration and turn your scenario on.
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This article covers Part 2.

1. Add your CRM

Now that Make has received sample Unibuddy data, you can add your CRM.

  1. Select the plus (+) button after the Custom Webhook module.

  2. Click "Add Module"
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  3. Select the CRM application you want to use (eg. Google Sheets).

  4. Choose the action you want Make to perform.

Depending on your CRM, you may see actions such as:

  • Create a Contact

  • Create/Update a Contact

  • Create a Lead

  • Create/Update a Lead

  • Another similar action

Choose the action that matches how you want Unibuddy prospects to be stored in your CRM.

📝 Note: The exact options and screens will vary depending on your CRM. If you're unsure which action to use, speak to your CRM administrator or Make Support team.

2. Connect your CRM account

In the CRM module:

  1. Find the Connection field.

  2. Select Add.

  3. Sign in to your CRM account when prompted.

  4. Select the relevant account, organisation or environment, if applicable.

  5. Complete the connection.

Note:

  • The exact steps you see will depend on your CRM.

  • Make sure the account you connect has permission to create or update the records you want Make to manage.

3. Choose the CRM fields you want to populate

Your CRM may contain many different fields and properties.

You do not need to map every field that Unibuddy sends.

Decide which Unibuddy information you want to store in your CRM.

For example:

CRM field

Unibuddy data

Email

Unibuddy email field

firstName

Unibuddy first name field

lastName

Unibuddy last name field

degreeLevel

Unibuddy degree level field, if available

Country

Unibuddy country field

Created

Unibuddy creation/date field

The exact Unibuddy field names may differ from these examples.

Use the fields that actually appear in the Custom Webhook output you received in Part 1.

4. Check your CRM's required fields

Before mapping the Unibuddy data, check which fields your CRM requires before a record can be created or updated.

For example, your CRM may require:

  • Email address

  • First name

  • Last name

  • Contact type

  • Lead source

  • Another organisation-specific field

If your CRM requires a value that Unibuddy does not provide, you can create custom fields from your Unibuddy Admin dashboard.

5. Map the Unibuddy fields to your CRM

Now map the data received from the Custom Webhook to the appropriate CRM fields.

For each CRM field:

  1. Click the field.

  2. Open the data available from the Custom Webhook.

  3. Select the corresponding Unibuddy field.

For example:

CRM id → select the ID value from the Custom Webhook.

Then repeat this for the other fields you want to synchronise.

Once done, click save at the bottom.

6. Decide how existing contacts should be handled

Before testing the scenario, decide what should happen when an Unibuddy prospect already exists in your CRM.

If your CRM provides a Create/Update action, you can usually configure the integration to:

  • Create a new record when the prospect does not already exist.

  • Update the existing record when a matching prospect is found.

Where possible, use a reliable unique identifier such as the prospect's ID or email address to identify an existing record.

This helps prevent duplicate contacts when the same prospect is sent through a later Unibuddy sync.
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How to achieve this with the google sheets example


Before Make creates a new prospect in Google Sheets, you need to check whether that prospect is already there.
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In this example, we use the prospect's ID to identify each prospect.
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The workflow will be:

Find Prospect → Array Aggregator → Upsert Check → Create Prospect / Update Prospect
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The logic is:

  • If the prospect is not already in the sheet: create a new row.

  • If the prospect is already in the sheet: update the existing row.

6.1 Add the Find Prospect step

  1. In your Make scenario, add a Google Sheets module after the Unibuddy webhook.

  2. Select Search Rows.

  3. You can rename the module so it is easy to identify later (eg. Find Prospect).

  4. Select the Google Sheet and worksheet that contain your prospects.

  5. In the column to search, select the id column.

  6. In the search value, select the ID from the Unibuddy webhook data.

  7. Set the maximum number of returned rows to 1.

Your setup should look roughly like this:

Setting

What to select

Spreadsheet

Your prospect spreadsheet

Sheet

Your prospect worksheet

Search column

id

Search value

Unibuddy prospect ID

Maximum number of results

1


6.2 What does Find Prospect do?

When the scenario runs, Make looks at the incoming Unibuddy ID and searches the Google Sheet.
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For example, if Unibuddy sends:

ID: UB12345
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Make searches the id column for:

UB12345
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There are now two possible outcomes:

  • Match found: Make finds the prospect and returns its Row number.

  • No match: Make does not return a bundle.

The second situation is important. If no prospect is found, there may be no output from Find Prospect for the next step to use.

6.3 Add the Array Aggregator

  1. Add an Array Aggregator after Find Prospect.

  2. For Source module, select Find Prospect.

  3. In the fields to include, select Row number.

  4. Leave the other fields out unless you specifically need them later.

The important field is: Row number

For example, if Make finds the prospect on row 27, the Array Aggregator will contain: Row number = 27

If Make does not find the prospect, there will be no row number.
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Why are we using an Array Aggregator in this example?
Google Sheets Search Rows can return no bundle when there is no match. The Array Aggregator gives the next step a consistent value to check, so the workflow can decide whether to create or update the prospect.
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6.4 Add the If-Else step

  1. Add an If-Else step after the Array Aggregator.

  2. Rename it Upsert Check.

  3. For the first condition, select the Row number from the Array Aggregator.

  4. Set the condition to does not exist.

Your condition should read: Row number → does not exist

This means: “If there is no row number, the prospect was not found in the sheet.”

6.5 Connect the Create Prospect path

The If branch represents a prospect that does not already exist.

  1. Connect the If branch to your Create Prospect Google Sheets module.

  2. In Create Prospect, select the same spreadsheet and worksheet.

  3. Map the Unibuddy data into the appropriate columns.

For example:

Google Sheet column

Unibuddy data

id

Prospect ID

first_name

First name

last_name

Last name

email

Email

phone

Phone, if available

When there is no matching ID, Make will add a new row.
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6.6 Connect the Else path

The Else branch represents a prospect that was found.

  1. Connect the Else branch to your Update Prospect Google Sheets module.

  2. Select the same spreadsheet and worksheet.

  3. In the Row number field, select Row number from the Array Aggregator.

  4. Map the remaining Unibuddy fields to the columns you want to update.

The important part is the Row number.

For example: Row number = 27

Make will update row 27 rather than creating a new row.
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The result

Once both tests work, your Make scenario can handle both situations automatically:
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New prospect → Create a new row

Existing prospect → Update the existing row
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This prevents the same prospect from being added to your Google Sheet multiple times.

📝 Note: The exact method for finding or updating an existing record depends on your CRM. Your CRM administrator or technical team should confirm which field should be used as the unique identifier.

If your CRM only provides a Create action, confirm with them how duplicate records will be handled before activating the scenario.

7. Test a new prospect

Once the CRM mapping looks correct, test the complete Unibuddy-to-CRM flow.

You can ask Unibuddy support to generate a new test lead.

Please remember that Unibuddy does not send new leads to Make immediately.

The next lead sync takes place at:

  • 12am UTC

  • 6am UTC

  • 12pm UTC

  • 6pm UTC

Before the next sync:

  1. Make sure your scenario is saved and ready to receive the webhook.

  2. Make sure the scenario is switched on if you are testing the live workflow.
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  3. Make sure the test prospect is eligible to be included in the Unibuddy sync.

  4. Wait for the next scheduled sync.

After the sync:

  1. Check the Make scenario execution.

  2. Open the Custom Webhook output.

  3. Confirm that the test prospect was received.

  4. Check the CRM module.

  5. Confirm that the expected CRM record was created or updated.

  6. Check that the values in the CRM are correct.

Troubleshooting

Make is not receiving new data


Make is not receiving new data

First, check:

  • The Make webhook URL supplied to Unibuddy is correct.

  • The Unibuddy side of the integration has been configured.

  • The webhook connection has been established.

  • The Make scenario is ready to receive data.

  • The test prospect is eligible for the Unibuddy sync.

  • The next scheduled sync has taken place.

If the scheduled sync has passed and no data appears in Make, contact Unibuddy Support.

Make received the data but the CRM record was not created


Check:

  • The CRM connection is active.

  • The CRM account has permission to create or update records.

  • All required CRM fields have been populated.

  • The field mappings point to the correct Unibuddy data.

  • The Make execution shows an error from the CRM module.

If the CRM module reports an error, your CRM administrator or technical team may need to review the CRM permissions or required fields.

A CRM field is empty


Check that the corresponding field was included in the Custom Webhook sample data and has been mapped.

If a field does not appear in the webhook output, it cannot be mapped from that data.

If you believe Unibuddy should be sending the field, contact Unibuddy Support.

A field has the wrong format


Check the original value received from Unibuddy and compare it with the requirements of the CRM field.
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For dates, confirm that the date format configured for the Unibuddy integration matches the format expected by your CRM.

Duplicate contacts are being created


Check whether your CRM module supports Create/Update rather than Create only.

If it does, make sure you are using an appropriate unique identifier, such as email address, to determine whether the contact already exists.

If you're unsure which field should be used, speak to your CRM administrator or Make support.

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