Bring your accounts.
Keep your workflow.

Before you start

• A Podio account, a workspace administrator, and the app where you store your leads.
• A DealMachine account with API access and available data credits.
• A smrtPhone account with Admin Webhooks access.
• For the panel inside Podio: Chrome or another compatible Chromium browser that allows the pilot extension.

Your existing Podio records stay in your app. Caller Intelligence only creates a new item when a rep confirms the caller and selects Save lead.

1. Connect Podio

Select Connect with Podio in the web workspace. Review Podio’s authorization screen and approve the connection, then choose your CRM app under Settings → Podio.

The Podio connection is registered for this site. Podio’s current consent screen may show full account access even when narrower permissions are requested. Review that screen before approving. If you need help, contact us for setup. No command line is required for the customer connection steps.

Choose the app’s name, phone, and optional email fields. If your app has other required fields, create records directly in Podio until those requirements are accommodated. The first person connecting an app must be a workspace administrator.

2. Add your DealMachine key

Under Settings → DealMachine, paste your API key and select Save and connect. A successful account check confirms the key before it is encrypted and saved.

Saved keys remain hidden. Use Replace API key to change one. One DealMachine account supplies lookups for each selected Podio app. Each customer connects their own account.

3. Assign numbers and reps

Each rep signs in and selects the same CRM app. Your administrator can then add them under Settings → smrtPhone.

1. Add the business number, exact smrtPhone user name, and intended Podio rep.
2. For a shared line, add one assignment per rep. Use the exact userName provided by smrtPhone.
3. Leave the smrtPhone name empty only when one rep exclusively handles that number.
4. Save routing and copy the private connection URL.
5. Open smrtPhone Admin → Webhooks, add a webhook, select Incoming SMS and Incoming Call Answered, and paste the URL.

Keep the URL private. Use Admin Webhooks rather than the SMS Flow webhook. Calls appear after answer; pre-answer ringing and missed-call events are not included in this release.

4. Put the caller panel alongside Podio

The web workspace works in its own browser window. To show the same panel over your Podio pages, install the companion extension:

1. Download the ZIP and unzip it. Keep the caller-intelligence folder somewhere permanent.
2. Open Chrome’s menu → Extensions → Manage Extensions. Turn on Developer mode, choose Load unpacked, and select that folder.
3. In the web workspace, select Settings → Pair browser extension.
4. Open Podio, select the new Caller Intelligence button, and enter the pairing code. Codes work once and expire after 10 minutes.

This pilot is distributed as an unpacked extension, not a Chrome Web Store listing. Your administrator may need to install it if your browser is centrally managed. Pairing avoids relying on third-party cookies. You can disconnect paired browsers from Settings.

5. Test it with your team

1. Open Podio with the extension, or keep the web workspace open.
2. Send a text to the business number. Confirm it appears for the assigned rep.
3. Call the number and answer in smrtPhone. Confirm the caller profile appears.
4. While viewing the first caller, send another text. It should wait instead of replacing the profile.
5. Use the arrows beside Recent activity to switch back and forward. Check that expanded properties and unfinished lead fields stay in place.
6. Repeat with two reps and different lines. Each person should only receive their assigned interactions.
7. With a test caller, confirm the name and select Save lead. Check the item in the selected Podio app and any existing Podio automations.

What updates automatically?

The hosted workspace and phone connector update centrally. Reload the page to use the latest workspace. For the pilot browser extension, download the latest ZIP, replace the installed folder’s files, then choose Reload on its Chrome extension card. Chrome Web Store automatic extension updates are not available until a store release is published.

A few practical details