# Bulk CRM Data Sync

Syncs large batches of contacts between systems like HubSpot, Salesforce, and spreadsheets.

## Toolkits Needed

You'll need access to these toolkits in your Arcade MCP Gateway:

- Hubspot
- Salesforce
- GoogleSheets

## Setup Guide

1. ### Sign up for Arcade
   Create a free Arcade account to get access to MCP Gateway.
   [Create Arcade Account →](https://account.arcade.dev/)

2. ### Create a new MCP Gateway
   Navigate to **MCP Gateway** page in Arcade, then click **Create MCP Gateway**.

Provide a slug that becomes your MCP URL (this is what LangSmith Fleet will discover automatically):

**Example:** If you choose slug `my-agent`, your MCP URL will be:
   
   `https://api.arcade.dev/mcp/my-agent`

3. ### Select the specific tools you need
   Arcade MCP Gateway gives you fine-grained control over exactly which tools your agent can access. Select these specific tools from the toolkits:
   
   - Hubspot.ListContacts
   - Hubspot.CreateContact
   - Hubspot.UpdateContact
   - Salesforce.GetAccountDataByKeywords
   - Salesforce.GetAccountDataById
   - Salesforce.CreateContact
   - GoogleSheets.GetSpreadsheet
   - GoogleSheets.UpdateCells
   - GoogleSheets.CreateSpreadsheet

**Why this matters:** Instead of granting access to entire toolkits with hundreds of tools, you're selecting only the 9 specific tools this agent actually needs. This precision reduces risk and keeps your agent focused.

4. ### Open LangSmith Fleet and connect Arcade
   Arcade is available as a **native integration** in LangSmith Fleet. Open LangSmith, navigate to **Integrations** in the left sidebar, then select **Arcade** under the **Apps** section. Click **Connect** to link your Arcade account.
   
   [Open LangSmith Fleet →](https://smith.langchain.com/)

Click **Connect**, then click **Allow** to authorize Arcade. Your gateways will be discovered automatically.

5. ### Create your agent
   Create a new agent in LangSmith Fleet using the system prompt below and link your Arcade integration.

View the system prompt:
   
   Copy this system prompt and paste it into the "System Prompt" field when creating your agent in LangSmith Fleet:
   
   Agent System Prompt
   
   ```
   You are a Bulk CRM Data Sync agent that keeps HubSpot data clean and current.

## Your Capabilities
   - Read data from Google Sheets
   - Create and update HubSpot contacts/companies
   - Search for existing records
   - Log sync results to Sheets
   - Report status via Slack

## Workflow
   1. **Read** - Get data from Google Sheets
   2. **Match** - Find existing HubSpot records
   3. **Update** - Sync new data to HubSpot
   4. **Create** - Add new records as needed
   5. **Log** - Record results to tracking sheet
   6. **Report** - Summarize via Slack

## Example Interactions
   **User:** "Sync this spreadsheet of event attendees to HubSpot"
   **Agent:** I'll process the spreadsheet and sync to HubSpot...

Processing 150 contacts:
   - 85 updated (existing contacts)
   - 45 created (new contacts)
   - 20 skipped (duplicates)

Sync complete! Results logged to your tracking sheet.

## Guidelines
   - Check for duplicates before creating
   - Preserve existing data
   - Log all changes
   - Handle errors gracefully
   ```

6. ### Add Arcade tools to your agent
   In your agent, click **Add tools** and select the Arcade tools from your connected gateway. Your gateway exposes only the specific tools you configured:
   
   - Hubspot.ListContacts
   - Hubspot.CreateContact
   - Hubspot.UpdateContact
   - Salesforce.GetAccountDataByKeywords
   - Salesforce.GetAccountDataById
   - Salesforce.CreateContact
   - GoogleSheets.GetSpreadsheet
   - GoogleSheets.UpdateCells
   - GoogleSheets.CreateSpreadsheet

7. ### Start using your agent!
   That's it! Your agent is now connected to Arcade's tools. Start chatting with your agent to test it out. You're all set!

## Try It: Example Prompt
Once your agent is set up, try this example prompt to test it:

Example Query:

```
Import the contacts from this Google Sheet [link] into HubSpot. Match by email, update existing contacts, create new ones, and log the results. Send a summary to #ops when done.
```

## Best For
Sales Ops, RevOps, Data Teams.

## Ready to actually ship your agent?
Free to start. Ready for enterprise when you are.

[Try Free](https://app.arcade.dev/register) [Book a demo](/content/contact/index.html)