How the integration moves data
How 3CX ConnectZero moves your calls into your CRM
No nightly batch. No CSV. Calls land in the contact’s conversation in under ten seconds, with the recording attached, ready for automations to act on.
- Under ten seconds end to end
- Real-time workflow triggers
- Two-way write-back included
The flow at a glance
- A call happens on your 3CX system.
- ConnectZero reads the new call within seconds.
- We match the call to a CRM contact.
- It posts to the contact's conversation.
- The recording attaches when 3CX finalises it.
- Workflow triggers fire in real time.
The eight-stage data flow
What happens between hang-up and CRM, end to end.
Each numbered step below corresponds to one moment in the call lifecycle. Latency is typically under ten seconds for the call itself; the recording attaches once 3CX finalises the audio.
Step 1
A call happens
Inbound, outbound or missed. It doesn’t matter.
Step 2
3CX writes call history
Recorded immediately when the call ends; the audio file finalises a few seconds later.
Step 3
ConnectZero reads it
We poll the 3CX call management surface using your configured API user. The call history ID is the unique key, so the same call never gets logged twice.
Step 4
We match to a CRM contact
Inbound number, outbound number or extension owner. The first match wins.
Step 5
Posted to the conversation
Duration, direction, timestamp and the matching extension owner all come across.
Step 6
Recording attached
If the recording is still processing on the 3CX side, we retry until it finalises, usually within a couple of minutes.
Step 7
Workflow triggers fire
call.started, call.ended and missed-call events run any matching workflow in your CRM, in real time.
Step 8
Your automations write back
Use the included Update Call Record action to add notes, tags or sentiment to the call from inside a workflow.
Call to contact matching
How ConnectZero decides which contact a call belongs to.
Matching runs in a fixed priority order. Whichever rule matches first wins, and the call posts to that contact’s conversation.
Priority 1
Inbound calls
We match the caller’s phone number against your contact records. The first contact with that number wins.
Priority 2
Outbound calls
We match the called number against your contact records. Same rule, mirror direction.
Priority 3
Internal calls
Extension-to-extension calls are skipped by default. You can switch them on in Settings if you want them logged too.
Backup restore safety
What happens when 3CX is restored from a backup
After a backup restore, 3CX can reissue old call IDs to brand new calls. Connect Zero de-duplicates on the call leg ID together with the call date and time, so a reissued ID can never collide with a call already in your CRM. There is nothing for you to flag, nothing to pause, and no email to send. Sync keeps running as normal.
Security and data handling
Where your credentials, recordings and metadata live.
ConnectZero is a thin pipe between 3CX and your CRM. We hold the minimum credentials needed to read calls, and recording audio streams through us without being archived on our infrastructure.
OAuth into the CRM
Standard CRM OAuth at install time.
ConnectZero authorises into your CRM sub-account via the standard OAuth redirect at install time. We never ask for or store CRM passwords.
3CX credentials
Encrypted at rest.
Your 3CX API user credentials are stored encrypted at rest. Only the deployment that needs them can read them.
Recordings
Streamed, not archived.
Recording audio is streamed from 3CX directly to your CRM. We do not archive audio on our infrastructure.
Hosting
Application infra in Australia.
Our application infrastructure runs in Australia. The CRM platform itself sits in its own (US-based) hosting region; that is set by the platform, not by us. For the full story see our privacy policy.
Common questions
Four questions we hear most.
Quick answers to the questions teams ask before installing. If yours is not here, our Adelaide team replies inside a working day.
How quickly do calls appear in the CRM?
Typically under ten seconds for the call itself. The recording attaches once 3CX finalises the audio file, usually within two minutes.
What if a recording fails to finalise on the 3CX side?
ConnectZero retries automatically. If after a reasonable processing window the recording still is not available, the call stays logged (without the audio) and you can contact support with the call details.
Do you store our call recordings?
No. Recordings are streamed from 3CX to your CRM. We do not archive audio on our side.
Does the integration work over the public internet, or do we need a VPN?
Public internet. Your 3CX system's API needs to be reachable from our servers via HTTPS. No VPN, no on-premise installer.
Make sense? Check your 3CX licence next.
If the data flow looks right for your team, the next step is confirming your 3CX edition qualifies. Most modern deployments do, with no upgrade needed.
