Zapier connects VipeCloud to thousands of other apps. You can use it to bring data into VipeCloud, such as creating contacts from a website form, launching a series, or updating an opportunity. You can also use it to send contact data out of VipeCloud when an automation runs or a series step fires.
Zapier's free plan supports Zaps with one trigger and one action, which covers the most common use case of sending form leads into VipeCloud. Catch Hooks and Zaps with more than one action step require a paid Zapier plan. See Zapier's pricing page for current plan details.
How to Access the Zapier Page
Click Automation in the left sidebar.
Click Zapier under Integrations.
This page is where you create Zapier API keys, open the VipeCloud Zapier app, add Catch Hook URLs, see where each Zap is used, and review activity logs. The Zapier page is available on desktop only.
Which Connection Method Should I Use?
There are two ways to connect VipeCloud to a Zap.
VipeCloud Zapier app - Needed for anything coming into VipeCloud, such as creating contacts, logging activities, launching or removing series, and creating or updating opportunities. It can also send contact data out. It requires a Zapier API key.
Catch Hook URL - Sends contact data out of VipeCloud only. It uses Zapier's Webhooks by Zapier trigger, so you don't need the VipeCloud app or an API key, but it does require a paid Zapier plan.
How to Generate a Zapier API Key
A Zapier API key connects your VipeCloud account to the VipeCloud Zapier app. Keys created on the API Keys & Docs page do not work in Zapier. You need a key created on the Zapier page.
Go to the Zapier page.
In the API Keys card, click Create API Key.
Copy the key that appears.
In Zapier, when prompted to connect VipeCloud, enter your VipeCloud login email and paste the key.
To delete a key, click the trash icon next to it, then click Sure?.
How to Create a Zap Using the VipeCloud Zapier App
VipeCloud is a private app on Zapier. You can't find it by searching in Zapier. You need to use the invite link on the Zapier page first.
Go to the Zapier page.
In the Create Zaps card, click Click here to create your Zaps. This adds the VipeCloud app to your Zapier account.
In Zapier, create a new Zap and choose your trigger app and event, for example a new form submission.
Add an action step and choose VipeCloud.
Choose the VipeCloud action you want and map your fields.
Test the Zap, then turn it on.
For help with building and testing a Zap in Zapier itself, see Zapier's guide to creating Zaps.
What the VipeCloud Zapier App Can Do
Actions (bring data into VipeCloud):
Create/Update Contact - Creates a contact, or updates the existing one if it matches. It can also add the contact to a list, remove it from lists, and clear fields.
Log Activity - Logs an activity on a contact, found by email. Creates the contact if it doesn't exist.
Launch Series - Launches a series template for a contact, found by email. Creates the contact if it doesn't exist.
Remove From Series - Cancels a contact's running series for a specific series template. The contact must already exist.
Create Opportunity - Creates an opportunity, including opportunity custom fields.
Update Opportunity - Updates an existing opportunity. Only the fields you map are changed.
Trigger (send data out of VipeCloud):
Contact Info - Sends a contact's full record, including every contact custom field, when a Send to Zapier automation action or a series step fires the Zap.
How Create/Update Contact Finds Existing Contacts
The Create/Update Contact action checks whether the contact already exists before creating a new one. It matches on the fields your account treats as unique, which you set under Customize. For more on this, see How Does VipeCloud Handle Duplicate Contacts?.
If a match is found, the existing contact is updated. If not, a new contact is created.
Phone numbers match regardless of formatting.
Phone-only leads work as long as a phone field is marked unique in your account. Every Zap must send a value for at least one of your unique fields.
Leaving a field unmapped never clears it. To blank a field on purpose, use the Clear These Fields option.
Every contact custom field in your account is available to map.
How to Add a Catch Hook URL
First, create a Zap in Zapier that uses Webhooks by Zapier as the trigger, with Catch Hook as the event, and copy the URL it gives you. Zapier covers this in Trigger Zap workflows from webhooks. Then add the URL in VipeCloud:
Go to the Zapier page.
In the Active Zapier Triggers card, click + Add a Catch Hook URL.
Enter a Name. This is the name you'll pick in automations, so make it descriptive.
Paste the URL into Catch Hook URL.
Click Save Catch Hook.
Click Send Test next to the new Catch Hook.
Send Test sends a sample contact with every field VipeCloud will send, including your contact custom fields. After sending it, test the trigger in Zapier to load those fields, then finish building your Zap there.
If you turn off or delete the Zap in Zapier, also delete the Catch Hook on the Zapier page. Zapier doesn't tell VipeCloud when a Catch Hook Zap is turned off.
How to Send Contact Data to Zapier When an Automation Runs
The Send to Zapier automation action fires a Zap whenever the automation runs. It sends the contact's full record, along with details about which event fired it.
Go to Automations and click Create.
Choose a trigger, for example Opportunity Stage Change or Add Contact To List.
In the action step, click Send to Zapier.
Under Choose Zap, pick the Zap to fire.
Save the automation.
The Zap needs to exist before you can pick it. It can be either a VipeCloud app Zap or a Catch Hook. If you don't have one yet, click Add a Zap at the top of the dropdown to open the Catch Hook form in a new tab.
How to Send Contact Data to Zapier From a Series Step
A series step can fire a Zap in two ways:
As the step's action - Choose Trigger Zapier Zap as the step type and pick the Zap.
When the step completes - Check Trigger Zapier Zap(s) on any step and pick the Zap to fire once that step is done.
For more on series steps, see How To Create and Launch Series Templates.
How to Fire a Zap When an Opportunity Changes Stage
The old option to apply a Zap directly to an opportunity stage change has been removed, and Zaps set up that way no longer fire. To fire a Zap on a stage change now, create an automation with the Opportunity Stage Change trigger and a Send to Zapier action, as shown above. The data sent includes the opportunity's pipeline and stage.
How to See Where a Zap Is Used
The Active Zapier Triggers card on the Zapier page lists each of your Zaps. Under each Zap's name, VipeCloud shows every automation and series template that fires it. Click the pencil icon next to one to open it.
Zaps belong to the user who created them. Your Zapier page and the Choose Zap dropdown only show your own Zaps, not your teammates'.
How to Troubleshoot a Zap
Start on the VipeCloud side. The Zapier Activity Logs card at the bottom of the Zapier page lists your recent Zapier activity. Click the info icon on any row to see the data sent and the response received.
If VipeCloud shows the data was sent but the Zap didn't do what you expected, check the Zap's run history in Zapier. See View and manage your Zap history and How to troubleshoot errors in Zap workflows.
Common VipeCloud-side issues:
The automation shows "Zap no longer available" - The Zap was deleted. Pick a new one under Choose Zap.
A Catch Hook keeps logging failures - The Zap was likely turned off or deleted in Zapier. Delete the Catch Hook on the Zapier page, or add the new URL.
Log Activity, Launch Series, or Remove From Series can't find a phone-only contact - These actions find contacts by email only. Use Create/Update Contact for phone-only leads.
VipeCloud doesn't appear when searching in Zapier - Use the Click here to create your Zaps link on the Zapier page first.
Zapier won't accept your API key - Make sure it was created on the Zapier page, not the API Keys & Docs page.