KeyCRM Integration

Connect your AI sales assistant to KeyCRM so it can create and manage leads, orders, and contacts directly in your account — handling CRM work as part of the sales conversation, without human intervention.

At a glance

You need	Where	Result
KeyCRM API key	KeyCRM → Settings → General → Create New API Key	Credential for the connection
API Key	MyChatBot → Integrations → KeyCRM → Connect	Assistant linked to KeyCRM
Entities & fields	Entities & Data Fields Configuration panel	Choose what the assistant can read/write
Funnel statuses	Sync statuses button	Lead stages match your CRM

Connect in 4 steps:

1. Generate an API key in KeyCRM (Settings → General).
2. In MyChatBot, open Integrations → KeyCRM, pick your assistant, and Connect.
3. Paste the key into the API Key field and Submit.
4. Configure entities and fields, then Sync statuses to pull your funnel stages.

Once connected, your assistant can create and update leads, create orders, and add or update contacts in KeyCRM — all automatically, in the flow of the conversation.

Status values must match KeyCRM exactly

The Status field maps to a stage in your KeyCRM pipeline and must match the statuses defined in your account character for character. After changing pipelines or stages in KeyCRM, click Sync statuses in the MyChatBot dashboard, or lead creation/updates will fail to set the stage.

Create an API key in KeyCRM

1. Log in to your KeyCRM account as an administrator.
2. Navigate to Settings → General.
3. Click Create New API Key.
4. Click Save to store your API key.

Connect the integration in MyChatBot

In the app

Integrations → KeyCRM → Connect — https://app.mychatbot.app/integration?integration=KeyCRM

1. Open the Integrations tab in your MyChatBot dashboard.
2. Select the assistant you want to connect to KeyCRM.
3. Scroll down to find KeyCRM in the integrations list.
4. Click Connect.
5. Provide the required credential:
   • API Key: your KeyCRM API key
6. Click Submit to save the integration.

Configure entities & data fields

After connecting your KeyCRM account, choose which entities and fields your assistant can access.

1. In the Entities & Data Fields Configuration section, you can:
   • Toggle Use Leads to enable lead management.
   • Toggle Use Deals to enable order management.
2. For each entity type, select:
   • Standard fields from KeyCRM.
   • Custom fields that exist in your CRM.
3. Click Apply fields to save your configuration.
4. To sync the latest funnel statuses, use the Sync statuses button at the top.

Entity types

KeyCRM integration supports three main entity types:

• Leads — potential sales opportunities.
• Orders — sales transactions in progress.
• Contacts — individual client information.

Field types

Each entity has two types of fields:

• Standard Fields — default fields provided by KeyCRM.
• Custom Fields — user-defined fields specific to your CRM setup.

Special fields

Several special fields require specific attention:

1. Status
   • For leads: represents the current stage in the lead pipeline.
   • Must match exactly with statuses defined in your KeyCRM account.
   • Can be updated using the Sync statuses button.
2. Source
   • Identifies where the lead originated.
   • Automatically set to the communication channel (e.g., "Telegram", "WhatsApp"), or "AI-" followed by the assistant's name when the chat has no channel.
   • Helps track which leads came from your AI assistant.
3. Chat Link
   • Automatically added to each lead or order.
   • Contains a link back to the conversation that generated the lead.
   • Stored in the manager comment field.

Working with pipelines

Leads in KeyCRM are organized into pipelines with multiple stages:

1. Select the appropriate pipeline from the dropdown in the MyChatBot dashboard.
2. Your assistant uses this pipeline when creating new leads.
3. The stages within the pipeline move leads through your sales process.

KeyCRM Products (catalog search)

Once the integration is connected, a KeyCRM Products panel appears in its settings. Turning it on imports your KeyCRM product catalog and indexes it, so the assistant can find and recommend products during a chat.

1. Flip the KeyCRM Products switch on — validation and indexing start immediately ("KeyCRM Products enabled (validation/indexing started)").
2. Watch the Indexing status line; the panel auto-refreshes while the import is preparing or indexing. Click Refresh at any time to check for updates manually.
3. When it finishes, the status reads Completed — N products / N categories (with an image count where images were indexed).

Indexing status	What's happening
Preparing / preprocessing feed…	The product feed is being fetched and pre-processed (the panel shows an estimated time)
Parsing products…	Products are being read from the feed
Generating embeddings…	Products are being converted into a searchable form
Indexing products…	The searchable catalog is being built
Completed	Done — shown with product and category counts
Idle. / No active indexing	Nothing is running right now

While the panel is on, three switches control ongoing behavior:

• Auto-update products — re-imports the catalog on a schedule so the index stays current with KeyCRM.
• Notify in Telegram on error — messages you in Telegram if an update fails.
• Agentic Search — "for complex product discoveries": the assistant searches the catalog in several refining steps instead of a single lookup.

To remove the indexed catalog, click Revoke KeyCRM Products — the button is active only while the panel is switched on. Switching the panel off shows "Disabled — turn ON to (re)start validation & indexing".

What your assistant can do in KeyCRM

Once connected, your assistant gains the CRM capabilities below. Every field you select in Entities & Data Fields Configuration becomes something the assistant can fill in for the matching capability.

What the assistant can do	When it kicks in	What happens automatically
Create a lead	A customer shows interest	Contact created or matched by phone, lead linked to it, chat link + source added
Update a lead	A lead's stage or details change	Contact matched by phone, lead updated, chat link + source kept in sync
Create an order	A customer confirms a purchase	Contact matched, products matched to catalogue variants by SKU (chosen size and colour kept in the line comment when no variant SKU matches), shipping recorded
Update an order	A customer changes an order, or its status changes	Any order in KeyCRM can be updated, including ones a manager created; the assistant looks the order up first if it was not created in this chat
Look up an order	A customer asks about an order	Orders found by order ID or phone, including website and manager orders
Look up a lead	The assistant needs a lead's current details	Leads found by ID or phone, or by pipeline, status or source
Add / update a contact	A customer shares their details	Any existing lead and related orders are updated with the contact

Create a lead

Information the assistant can fill in:

• Full name — contact's full name (required)
• Phone — contact's phone number
• Status — current stage in the sales pipeline
• Custom fields — any additional fields you've configured

When a lead is created:

• A contact is automatically created or found based on the phone number.
• The lead is linked to this contact.
• A chat link is automatically added to trace back to the conversation.
• The source is set to identify your AI assistant.

Update a lead

The assistant updates the lead already associated with the client. It can change:

• Full name — update the contact's name
• Phone — update the contact's phone number
• Status — update the lead's status/stage
• Custom fields — update any field values as needed

The same automatic behavior applies as when creating a lead: the contact is matched by phone, the lead is linked, and the chat link and source are kept in place.

Create an order

Information the assistant can fill in:

• Full name — contact's full name (required)
• Phone — contact's phone number (required)
• Shipping (required)
  • Delivery city — city for delivery (required)
  • Receive point — branch or address for pickup (required)
• Products (required)
  • SKU — product SKU
  • Name — product name
  • Price — product price
  • Quantity — product quantity
  • Properties — the variant attributes the client chose, such as colour and size, as name/value pairs (for example, Колір: Чорний, Розмір: 50/52)
• Custom fields — any additional fields you've configured

When an order is created:

• A contact is automatically created or found based on the phone number.
• The order is linked to this contact.
• Products are added to the order as order lines, as described below.
• The order is added to your system with the appropriate shipping information.
• MyChatBot keeps its own record of the order in sync.

How each product becomes an order line:

• The SKU is looked up in your KeyCRM catalogue. MyChatBot searches the catalogue offers (variants) for that exact SKU before it creates the order. If KeyCRM does not answer that lookup, the line is sent with the name, price and properties the assistant gave.
• A catalogue SKU uses the catalogue name. The line gets the KeyCRM product name, and the catalogue price when the assistant gave no price. If the assistant sent a different name (for example, the name from your product feed), the order is still created under the catalogue name, and the tool result returned to the assistant names the catalogue product, so a SKU mixed up with another product can be caught. Letter case and surrounding spaces do not count as a difference.
• A SKU that no variant carries is sent with the name, price and properties the assistant gave. Any chosen options are also copied into the line comment, and the tool result warns that a manager must check the variant: if the SKU is a product's article rather than a variant's, KeyCRM shows that product's default variant.
• Chosen properties pick the variant. When the client chose options such as size and colour, the line is sent with the SKU of the one variant whose property values match. Values are compared without regard to case, and attribute names do not have to match (Size and Розмір are treated alike). This works only when that variant has its own SKU in KeyCRM.
• Otherwise the choice goes into the line comment. If no single variant with its own SKU matches, or the catalogue could not be checked, the chosen options are added to the order line comment as Name: Value; Name: Value (for example, Size: 50/52; Secondary color: Черный). The order is still created, and the tool result returned to the assistant warns that a manager must check the variant by hand. This is needed because KeyCRM binds an order line to a catalogue offer by SKU and replaces the name and properties sent with that offer's own.

Give each variant its own SKU

In KeyCRM, give every size and colour variant of a product its own SKU, and expose those SKUs in your product feed. When all variants share one SKU, KeyCRM shows the first or default variant's properties on the order line, and only the line comment holds the size and colour the client chose.

Add or update a contact

Information the assistant can fill in:

• Full name — contact's complete name (required)
• Phone — primary phone number (required)

When a contact is created or updated:

• If a lead already exists for the client, it's updated with this contact.
• The client's information in MyChatBot is also updated.
• Any related orders are updated with the contact information.

Configure in assistant instructions

Your assistant decides when to use each CRM capability based on the guidance in its instructions. Add examples like the ones below so it knows when to create leads, create orders, and update statuses. Describe the intent in plain language — you don't need to name any tools.

Creating leads

When a customer expresses interest in our services, add them to KeyCRM as a lead with:
- Their name as the lead title
- Their phone number
- Status set to "New"
- Any relevant information in custom fields

Creating orders

When a customer confirms a purchase intention, create an order in KeyCRM with:
- Their full name
- Their phone number
- Shipping information:
  - City for delivery
  - Branch or address for pickup
- The products they want, each with:
  - Product name
  - SKU (if available)
  - Price
  - Quantity
  - The size and colour the client chose (if the product has several)

Updating lead status

When a customer requests a call back:
1. Create a lead if they're new
2. Update the lead status to "Callback Requested"
3. Add the preferred callback time to comments

When a customer confirms an appointment:
1. Update the lead status to "Appointment Scheduled"
2. Add appointment details to the comments field

Adding or updating contact information

When a customer provides their contact details:
1. Add their information to KeyCRM as a contact
2. Include their full name and phone number
3. Update any existing lead with this information

See also

• Integrations overview
• Custom connectors