This article explains how quickly CloudTalk exchanges data with each connected integration, covering contact import, contact update, and call export timing.
User level:
Admin
How sync works
CloudTalk exchanges data with integrations using two mechanisms:
Incremental (scheduled poll): CloudTalk checks your CRM every 15 minutes for changes. This means there can be up to a 15-minute delay before a contact update is reflected in CloudTalk. This runs for all integrations that support contact import, including an initial full import when the integration is first connected.
Instant (webhook-driven): For integrations that support webhooks, your CRM pushes changes to CloudTalk in real time, with new or updated contacts typically appearing within seconds. This complements the incremental sync rather than replacing it; the scheduled poll continues to run alongside it.
Exception: monday.com
The monday.com integration is bidirectional but does not follow the standard incremental sync schedule. Additionally, while existing contacts are synced, CloudTalk does not create new contacts in monday.com.
Contact import speed by integration
The table below shows how quickly each integration syncs contacts into CloudTalk, both on initial import and when an existing contact is updated in your CRM.
Integration | Contact import | Contact update import |
Instant | Instant | |
Instant | Instant | |
Instant | Instant | |
Instant | Instant | |
Instant | Instant | |
Instant | Every 15 min | |
Instant | Instant | |
Instant | Instant | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
BigCommerce | Every 15 min | Every 15 min |
Superfaktura | Every 15 min | Every 15 min |
Every 15 min | Every 15 min | |
Pohoda | Every 15 min | Every 15 min |
Every 15 min | Every 15 min | |
Shoptet | Every 15 min | Every 15 min |
LiveChat | Every 15 min | Every 15 min |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Freshservice | Every 15 min | Every 15 min |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Krisp | Every 15 min | Every 15 min |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min | |
Every 15 min | Every 15 min |
Call export speed
After a call ends in CloudTalk, the call record (including duration, disposition, recording link, and notes) is pushed to your connected CRM.
Call export typically completes within 1 to 3 minutes, but exact timing depends partly on your CRM's availability and processing time. Delays beyond 5 minutes are uncommon but possible during high-traffic periods.
The following data types are exported outbound to your CRM:
Calls and call details
SMS
Contact updates made in CloudTalk
SMS and contact updates follow the same export timeline as call records and typically appear in your CRM within 1 to 3 minutes.
Voice Agents and Conversation Intelligence (CI) data are processed separately and depend on AI processing time. Timing varies and this data typically appears in your CRM after the call record.
Sync behavior details
Scheduler load
The 15-minute incremental scheduler runs across all active integrations simultaneously. During peak load, queue delays may push a sync cycle slightly beyond the standard interval.
Zoho webhook renewal
Zoho's webhook subscription expires daily and is automatically renewed at 1 AM. During the brief renewal window, real-time sync falls back to the incremental schedule. This is expected behavior and resolves automatically.
Webhook-only integrations
Zapier and Make operate entirely via webhooks in both directions. There is no scheduled poll, so data moves only when a trigger event fires in the connected platform.
Export-only integrations
Gong and Playvox receive data from CloudTalk but do not sync contacts back into CloudTalk. These integrations are outbound only.
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