Capsule Integration

Capsule and Transpond work together to keep your contact data and marketing activity in sync, so you can spend less time managing lists and more time engaging the right people.

By connecting the two platforms, your Capsule contacts are automatically available in Transpond, making it easy to send targeted email campaigns without manual imports or updates. Changes made in Capsule, such as new contacts, updated details, or list membership, are reflected in Transpond, helping you keep your data accurate and up to date.

The integration also allows you to use your existing Capsule lists to segment audiences in Transpond, so you can send more relevant messages based on how your contacts are already organised. At the same time, engagement data from Transpond, such as email opens and link clicks, can be recorded in Capsule, giving your team better visibility into how contacts interact with your communications.

How to Connect Your Capsule Account

If you’re an existing Capsule customer, you can connect Capsule to Transpond by following the steps below. If you’re new to Capsule, you’ll need to sign up for a new account. Once you have created a Capsule account, you can set up the integration from within Capsule. 

Connecting an existing Capsule account

1. In Transpond, go to the Account menu > Integrations > Add Integrations > click View/Install under Capsule
2. Enter the subdomain for your Capsule account > Continue
3. Grant Transpond access to your account by clicking Allow
4. The integration will now sync all your Capsule contact data to Transpond. Contacts will be added to a new Group named Capsule (if you already have a Group named Capsule, your contact data will be synced to this Group) 

If you have duplicate or invalid email addresses for any of your Capsule contacts, you can view and resolve this via the report. 

Once the sync has finished, you can start sending email campaigns to your Capsule contacts and use integration actions in your automations. Any new contacts added to Capsule will be automatically synced to your Capsule Group in Transpond. 

Managing the Capsule Integration

Once your Capsule integration is connected, you can control how your data syncs and behaves. This helps you keep your contacts organised, ensure data stays accurate, and tailor how Capsule and Transpond work together. To manage the integration;

1. Go to Account Settings > Integrations
2. Click Manage next to the Capsule integration

From this page, you can change which Group your Capsule data syncs to, as well as control which Capsule Saved Lists, Custom Fields and Tags are automatically synced to Transpond. You can also configure Campaign and Automation actions.

The Capsule integration for Transpond has a two-way sync. Anytime you add or update a contact in Capsule, this will automatically sync to Transpond. Likewise, any time you add or update a contact within your Capsule Group in Transpond, this will be synced to Capsule.

Managing Capsule Custom Fields in Transpond

Transpond automatically imports and syncs all of your Capsule custom fields. You can use Capsule fields in the same way as fields in Transpond to; personalise emails, create segments and use within your automations.

If a user updates the value of a Capsule custom field for a contact in Transpond, this will automatically sync back to Capsule, overwritting the value of the field in Capsule.

Unlike Transpond custom fields, the visibility of your Capsule custom fields will be set to "hidden" by default. Hidden fields do not appear on public pages such as the "Update your profile" landing page, and helps to avoid recipients making edits to Capsule fields that would sync back and change data in your Capsule account.

If you have Capsule custom fields that you would like to be visible via public pages, you should:

1. Go to Contacts > All Contacts > Custom Fields
2. Scroll through the list and uncheck the "Hidden" box next to each field you would like to make visible

Managing Capsule tags in Transpond

Transpond automatically imports and syncs all of your Capsule tags for People & Organisations. Any time you add a new or existing tag to a contact in Capsule, this will automatically sync across to the contact in Transpond.

If you create a new tag in Transpond, and add this to a contact within your Capsule Group, the contact will have the tag in Transpond, but it will not sync back to Capsule. You need to create the tag in Capsule first and then apply the tag to the contacts in Transpond. This is to prevent your Capsule account being populated with unecessary tags.

Selecting which Contacts to Sync to Transpond

By default, all Capsule contacts sync to Transpond when the integration is active.

If you don’t want to email certain contacts or include them in your billing, you can control this using their Transpond Contact Status. This gives you a simple way to keep your audience relevant, avoid sending unwanted emails, and manage your contact limits more accurately.

Transpond Contact Status

Active - Contacts who can receive your emails when they are included in a group or segment you send to. Active contacts count toward your billing.

Inactive - Contacts stored in Capsule that you’ve chosen to exclude from campaigns. They will not receive emails and do not count toward billing.

Unsubscribed - Contacts who have opted out of your emails, usually by clicking the unsubscribe link in one of your campaigns. They will not receive emails and do not count toward billing.

Denylisted - Contacts who should never receive emails from you again. This happens if they unsubscribe permanently or mark your email as spam. They will not receive emails and do not count toward billing.

Bounced - Contacts whose emails cannot be delivered. This may be due to an invalid email address or repeated temporary delivery issues (e.g. a full inbox or server problems). They will not receive emails and do not count toward billing.

Changing the Transpond Status in Capsule

To change the Transpond status of a single contact in Capsule:

1. Open the contact in Capsule
2. Click the Transpond logo on the right of the screen to open the Transpond panel
3. Click the downwards pointing arrow next to the contact's current status > select the new status

4. The updated status will sync back to Transpond automatically

To change the Transpond status for multiple contacts in Capsule:

1. Go to People & Organisations > create a list of the contacts using the relevant filters
2. Click the button labelled 'Transpond' > select 'Change Status'
3. Select the status and check the box to confirm you understand the change
4. Click 'Confirm'
5. The status for the contacts in the list will be updated and synced to Transpond automatically.

To change the Transpond status for Capsule contacts via an import:

Use Capsule Lists as Segments

Turn your saved capsule lists into ready-to-use segments so you can target the right contacts faster. Instead of rebuilding audiences each time, reuse lists you’ve already created to streamline campaign setup, reduce manual work, and stay consistent across your outreach.

Choose Which Capsule Lists Sync to Transpond

By default, all lists linked to the user who set up the Transpond integration will be synced over to Transpond, along with any shared lists created by other users. If you do not want all lists to be synced, you can control this via the integration settings:

1. Go to Account Settings > Integrations.
2. Click Manage next to the Capsule integration.
3. In the Lists section, click Select.

4. Choose the Capsule lists you want to sync. Only the selected lists will appear in Transpond as Segments.

Set Up Capsule Integration Actions

Capsule integration actions help you keep your CRM up to date automatically. When something happens in Transpond (like a contact clicking a link), you can trigger updates in Capsule, such as adding notes, creating tasks, or updating contact details.

Your team always has the latest context on each contact, helping you follow up at the right time and avoid missed opportunities.

An integration action is a rule that tells Transpond to update Capsule when a specific event occurs.

For example, you can:

• Add a note when a contact engages with your emails
• Create a task when a lead becomes more active
• Update contact details automatically
• Create a new contact when needed

Set up global Capsule integration actions

Use global actions when you want the same behaviour applied to all contacts and campaigns. To set up an integration action that applies to all contacts or campaigns:

1. Go to Company Profile > Integrations
2. Click Manage next to the Capsule integration
3. Choose the integration actions you want to enable
4. Save your settings

Example:

Automatically add a note in Capsule when a contact clicks links across multiple campaigns. This helps your team quickly spot engaged contacts without checking campaign reports.

Set up campaign-specific integration actions

Use campaign-specific actions when you want actions to run only for a particular email campaign. To set-up a campaign-specific action:

1. Create or edit a campaign and go to Step 3
2. Click Capsule Options > Add an action
3. Select a trigger (e.g. contact clicks a link)
4. Choose what should happen in Capsule (e.g. add a note)
5. Click Add action

Example:

Tailor follow-up actions based on the goal of each campaign. Notifying customers of a new product launch? Use a campaign-specific action to track clicks and follow up with special offers.

Use Capsule actions in Automations

Automations let you create more advanced, multi-step workflows that keep your marketing and CRM in sync, and take the legwork out of communicating with your audience. Several Capsule actions can be used to trigger Automations or as steps within an Automation. To create a new Automation with a Capsule action trigger:

1. Go to Automations > Create Automation
2. Select 'From Scratch'
3. In the first step, define the trigger for the Automation. From the list of available triggers, select 'When something happens on Capsule'
4. Select the Capsule trigger > apply any required filters
5. Click Save
6. You can now continue to build out the Automation using any of the available action, condition, or integration steps
7. Once the Automation is complete, click Start Automation

We understand it can be difficult to know where to start with Automations, so we have compiled a list of example Automations specifically for Capsule users. If you need any help creating Automations from the examples below, or if you have your own Automation requirements, please reach out to our friendly Support Team, who will be happy to help.

Disconnecting the Capsule Integration

To disconnect the Capsule integration:  

1. Go to Account Menu > Integrations
2. Click Manage next to Capsule
3. Click Disconnect to remove the integration.