Use your GHL API credentials to authenticate requests to the Contacts API. Depending on your setup, this may involve an OAuth token or an API key with the appropriate scopes (e.g., contacts.readonly and contacts.write) to read and write contact data.
Ensure Kayako has API access enabled and a dedicated integration user. Store credentials securely and rotate tokens regularly. When possible, use webhooks or a service account to keep data flowing securely between Kayako and GHL.
GET /contacts/:contactId; GET /contacts/:contactId/tasks; GET /contacts/:contactId/tasks/:taskId; GET /contacts/:contactId/notes; GET /contacts/:contactId/notes/:id; GET /contacts/:contactId/appointments; GET /contacts/; GET /contacts/business/:businessId; GET /contacts/:contactId/tags; POST /contacts/; PUT /contacts/:contactId; DELETE /contacts/:contactId; POST /contacts/:contactId/tasks; PUT /contacts/:contactId/tasks/:taskId; PUT /contacts/:contactId/tasks/:taskId/completed; DELETE /contacts/:contactId/tasks/:taskId; POST /contacts/:contactId/tags
Trigger: a contact is created or updated in GHL; Action: create or update the corresponding Kayako contact.
Map fields such as name, email, phone, and custom fields from GHL to Kayako. Use POST /contacts/ to create and PUT /contacts/:contactId to update in Kayako.
Methods: POST /contacts/ (create), PUT /contacts/:contactId (update)
Key fields: email (deduplication), full name, phone, custom IDs
Trigger: a Kayako task is created or updated; Action: mirror task in GHL under the linked contact.
Map task title, due date, status, and assignee. Use endpoints 13-16 to create and update tasks in Kayako as needed, aligning with GHL task records.
Methods: POST /contacts/:contactId/tasks, PUT /contacts/:contactId/tasks/:taskId
Key fields: task title, status, due date, related contactId
Trigger: notes or tags are added in Kayako; Action: update GHL notes and tags accordingly.
Sync notes content to Kayako notes and apply tags to the contact. Use POST /contacts/:contactId/notes and POST /contacts/:contactId/tags to align records.
Methods: POST /contacts/:contactId/notes, POST /contacts/:contactId/tags
Key fields: contactId, note content, tag names
Fast setup: launch automations in minutes without writing code.
Lower maintenance: centralized mapping and rules reduce drift.
Bi-directional synchronization enables a coherent data picture across systems.
This glossary explains core terms and the data elements used in connecting GHL Contacts API with Kayako, plus common processes for mapping and sync.
An Application Programming Interface that allows different software systems to communicate and exchange data.
A real-time notification mechanism where one app calls a URL on another app when a specified event occurs.
A temporary credential used to authorize API requests securely without sharing passwords; tokens are typically short-lived and refreshable.
Aligning data fields between systems (for example, mapping fullName to name and emailAddress to email) to ensure accurate data transfer.
Automatically fetch or calculate enrichment data for Kayako contacts when a new GHL contact is created, then store it as a Kayako custom field.
Route Kayako tasks to teams based on Kayako tags or notes mapped from GHL, reducing manual triage.
Keep notes synchronized between Kayako and GHL so agents work from a single source of truth.
Collect your GHL API token and Kayako API access details. Confirm scopes include contacts and notes management.
In your automation tool, connect GHL and Kayako using the endpoints above, then map fields between systems and set up test calls.
Run end-to-end tests, verify data integrity, set up alerts for failures, and monitor sync health in dashboards.
You can sync core contact data (name, email, phone), related tasks, notes, and tags. Field mappings ensure data lands in the correct Kayako fields, while endpoint usage supports create, update, and delete operations as needed. Begin with basic contact sync and expand to tasks and notes over time.
No code is required for the basic connection. You can use a no-code automation tool to link GHL and Kayako, map fields, and define triggers. For complex workflows, a developer can extend capabilities with custom endpoints and error handling.
Yes, with careful mapping and bidirectional triggers you can sync notes and tasks from Kayako to GHL and vice versa. Use appropriate endpoints and consistent identifiers to prevent duplicates.
For basic contact sync: POST /contacts/, PUT /contacts/:contactId, GET /contacts/:contactId. For tasks: POST /contacts/:contactId/tasks and PUT /contacts/:contactId/tasks/:taskId. For notes: POST /contacts/:contactId/notes. Start with these and expand to tags, deletions, and business linking as needed.
Use dedicated integration credentials with scoped permissions. Store tokens securely, rotate them regularly, and prefer server-to-server authentication. Avoid embedding secrets in client-side code and monitor for unusual activity.
Implement deduplication using primary identifiers (like email) and implement a conflict resolution rule (e.g., latest modification wins). Maintain a log of changes to audit the sync process.
Use your automation tool’s dashboards to track call success rates, error logs, and data sync latency. Set up alerts for failed calls, and review endpoint usage regularly to maintain reliability.
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Complete Operations Catalog - 126 Actions & Triggers
