The iClosed integration connects your appointments and sales to each lead’s journey in Insyder. Calls, status changes, and purchases appear on the relevant lead profiles without having to enter them again.
The first step is essential: add a question asking for the Instagram username to your iClosed booking forms. Insyder uses this answer to find the right lead. Connecting the two applications alone does not establish that link.
- Use the Insyder desktop app and select the relevant Instagram account.
- Your workspace needs an active Entrepreneur or Scaling plan, an assigned seat for you, and the iClosed integration enabled.
- You must be a workspace owner or administrator to connect or disconnect iClosed. The connection is then shared with your team.
- Sign in to the correct iClosed workspace with an account allowed to approve the integration and edit booking forms.
- In Account settings → General → Currency, check your sales currency before the first import. Imported amounts use this currency; this setting does not convert amounts.
If iClosed shows Coming soon in your connections, contact the Insyder team to check availability and activation for your workspace.
In iClosed, open AI Scheduler → Events, select an event, then open Invitee Questions. Use Add new question to add a question. The iClosed booking questions guide explains this screen.
For the standard Insyder setup, use the following values:
| Setting | Value to use |
|---|---|
| Answer type | Short text |
| Question label | What is your Instagram username? |
| Identifier, if the Identifier field is available | what-is-your-instagram-username |
| Required answer | Enable Required to avoid bookings without an Instagram username. |
Keep the exact English question label above for the standard setup, including on forms in other languages: this is the question recognized by default. If you already use a different label or want to translate it, ask the Insyder team to check the mapping. Simply adding the word “Instagram” to a question does not guarantee it will be recognized.
Ask for the Instagram username of the person booking, such as @marion.creates. Their profile display name, email address, or your own account name cannot be used for this match.
These answers all identify the same profile:
marion.creates@marion.createsMarion.Createshttps://www.instagram.com/marion.creates/
Save, then open View booking page to check that the question appears after the initial contact details. Add it to every relevant booking event, even if several events share the same iClosed workspace. If you leave the question optional, bookings without an answer cannot be linked to a lead.
Adding the question today does not fill in answers on earlier bookings. For an older unmatched appointment, check that its Instagram answer is filled in in iClosed. It can be matched during a later sync if the corresponding lead exists in Insyder.
- In the Insyder app, select the Instagram account you want to associate with the appointments.
- Open Account settings → Connections and turn on the iClosed switch.
- In the browser that opens, sign in to the relevant iClosed workspace.
- Check that the authorization request is for Insyder, then approve access.
- On the confirmation page, click Open Insyder and allow the browser to open the app if prompted.
- Back in Connections, check that the iClosed switch is on.
The import starts automatically and can include appointments already in iClosed. Let the first sync finish before checking the results. Subsequent changes are picked up automatically, even when the Insyder app is closed, and may take a little time to appear.
The connection applies to the selected Instagram account. If you manage several accounts in Insyder, check the connection in each account’s settings. The integration imports information from iClosed into Insyder; continue managing bookings and their outcomes in iClosed.
Choose an iClosed appointment whose Instagram answer matches a lead already visible in the selected Insyder workspace. After the sync:
- Open that lead’s profile in Insyder.
- Find the appointment in their journey. Open the relevant day to read its details under What you did.
- Check their status. When iClosed changes it, the profile shows that source and the reason.
- If the email address or phone number was missing, check that the booking details have filled it in.
Matching uses the Instagram username within the same Insyder workspace. It does not use the name, email address, or phone number. The integration does not create an Instagram lead from a booking: the profile must already be known to Insyder.
An unmatched appointment is retained. It can be linked later, once there is a usable Instagram answer and the corresponding profile is present in Insyder.
Imported appointments include their date, event, cancellations, rescheduling, and available outcomes. You can find them in the lead’s journey and in the iClosed elements on your dashboard when those are displayed.
Insyder fills in missing email addresses and phone numbers from matched appointments. Existing contact details are kept.
The default rules are:
| Event in iClosed | Effect on the Insyder status |
|---|---|
| An appointment is booked | Meeting booked |
| The appointment time has passed and it is not cancelled | Call taken |
A WON or SALE outcome, or a won deal, is recorded | Customer |
| The appointment is cancelled or rescheduled | No status change caused by the cancellation or rescheduling. |
| A no-sale reason is entered | No change by default. |
Call taken is based on the elapsed date of an appointment that was not cancelled; this status alone does not confirm attendance. For a no-show, record the outcome in iClosed and adjust the lead’s follow-up in Insyder.
Automatic updates move the status forward: a new appointment does not remove Customer status. You can correct a status manually; events from before that correction do not undo it. A new iClosed event can then move it forward again.
If your team uses custom outcomes or needs different mappings, contact the Insyder team to check your workspace’s rules.
Imported products appear in Account settings → Products with an iClosed label. Edit their name and price in iClosed. An owner or administrator can archive or reactivate them in the Insyder catalogue.
If iClosed does not provide a price, Insyder may show an average of that product’s won sales, labeled as an average. Without a price or a usable sale, the price remains unspecified.
A won deal attached to an appointment matched to a lead is added to that lead’s purchases and contributes to revenue statistics. It is labeled iClosed. Each imported sale is recorded once; do not manually enter the same sale in Insyder, as both entries would be counted.
Imported revenue represents won sales, not collected payments. Deposits and recurring installments are not added as separate sales. Setting a call outcome to WON or SALE can change the lead’s status, but revenue requires a won deal with an amount in iClosed.
An imported sale keeps its recorded amount. If you later correct that amount in iClosed, contact the Insyder team to review the difference; the correction does not automatically rewrite the existing purchase.
| Situation | What to check |
|---|---|
| I cannot turn on iClosed. | Check your owner or administrator role, your active plan, and integration activation. If Coming soon appears, contact the Insyder team. |
| The connection is active, but an appointment is missing from the lead’s profile. | Check the iClosed workspace, selected Instagram account, question label, answer, and presence of the same username in Insyder. |
| Some booking events work, but others do not. | Add the Instagram question to each relevant event and check its answers. Adding a question to one event does not automatically add it to all the others. |
| Earlier bookings are not matched. | Check that they contain an Instagram answer; adding the question does not fill in past bookings. |
| An iClosed contact without an appointment does not appear. | The integration works from appointments. A contact record or an abandoned form alone does not create a lead in Insyder. |
| A lead is a Customer, but their sale is missing. | Check that a won deal with an amount is attached to the appointment and that the appointment is matched to the lead. A call outcome alone is not enough. |
| An iClosed product’s name or price is locked. | Edit it in iClosed, then let the sync update the catalogue. |
| Data has stopped updating. | Check that the workspace has active access and review the iClosed row in Connections. If it says Needs reconnecting, follow the steps below. |
If Insyder shows Needs reconnecting, turn on the iClosed switch again in Account settings → Connections, then approve access in the browser. Reconnecting keeps the data already imported.
To stop the integration, turn off the iClosed switch and confirm disconnection. New syncs stop for the entire workspace. Previously imported appointments, products, purchases, and history remain in Insyder. To resume importing, reconnect iClosed and approve access again.