First, what is Zapier?
Zapier is a third-party tool that allows you to integrate softwares together, without any development needed. Create zaps, or defined sets of triggers and actions, to customize your own integrations between softwares.
Zapier offers a free plan that allows you to build one-step zaps (when this happens in software A, this will happen in software B). Their paid plans allow for more advanced zaps like this one, with multiple steps, including filtering and building multiple paths. For the purposes of this zap, a paid account is required.
Using Our Template
Zapier has the ability to share zap templates so you don't have to build it out from scratch. After signing up for a Zapier account, click this link to copy this zap into your account, where you can then finish setting it up with your LeadSimple and Calendly accounts and your phone number (using the instructions below): https://zapier.com/app/editor/template/691689
Building the Zap
Here's a quick outline of the process we're going to follow to build this zap today:
Sign up for a Zapier account (if you haven't already)
Create and name your Zap
Add the trigger in Calendly (meeting scheduled)
Connect your Calendly account
Define the action in LeadSimple (find lead)
Connect your LeadSimple account
Update found lead in LeadSimple (update lead)
Test & Review
Set your zap live!
Alright, let's get started!
Step 1: Create your first zap by using the template
While logged into your Zapier account, click on this template link. It will look like this:
Give it a name to make it easy to find if you need to update it later. We recommend "Calendly Invite Updates LeadSimple Leads" or "Find and update LeadSimple leads for new Calendly meetings."
Step 2: Select your trigger
The first step is selecting our trigger. In this case, we want the trigger to be when a meeting is scheduled in Calendly.
The trigger is already is already selected as "Invitee Created."
Next, we need to connect our Calendly account to Zapier. Click Continue and then click "Sign in to Calendly."
Next, log into your Calendly account and click Integrations to find and copy your API key.
Paste it into Zapier and hit Continue when it asks for permission to connect. Now that your Calendly account is connected, click Continue in Zapier.
The next step is to run a test to find data in your Calendly account. This will be used to test the zap. (You can add a test invitee by scheduling yourself through Calendly, if you want.)
Then click Continue and your trigger is all set!
Step 3: Define the action
Now that we've defined the trigger we want from Calendly, let's set up and customize what will happen in LeadSimple.
Find Lead in LeadSimple should be the action selected with the action event being "Find Lead." Hit Continue.
Next, we need to connect our LeadSimple account to Zapier. If you've used LeadSimple with Zapier before, your account and API key will already be there. If this your first zap with LeadSimple, you will need to go back to your LeadSimple account and grab your API key.
Copy your LeadSimple API key and bring it back to Zapier. After putting in your API key, click Continue.
Next, we need to tell Zapier where to find the lead. The required info is:
Pipeline (that you want to search for the lead)
Name, Email, or Phone number (we recommend searching by email)
After filling out all the pipeline and search data, click Continue.
Then click either Test & Review or Test & Continue, to search for the test lead in LeadSimple. The lead you are testing with the Calendly invite, must be in LeadSimple to continue building the zap. We recommend creating a test lead in LeadSimple with the same name and email.
Step 4: Define the action
Now that we've found the lead in LeadSimple, let's set up and customize what will update from the Calendly invite.
Update Lead in LeadSimple should be the action selected with the action event being "Find Lead." Your LeadSimple account should be already selected.
Under "Set Up Action," we need to fill out the following fields.
Fields:
Pipeline (should be the same one you searched under)
Tag (with the word "zapier" to know when a lead has been updated automatically)
Comments (enter the information about the meeting)
Stage (must be select as current stage or a new stage. For example, you can move from New Lead to Made Contact)
Lead (select the ID found in the previous step)
Leave the name field empty because if you select a name, it will override what is currently in LeadSimple.
Optional Fields:
Meeting scheduled custom field (this could be updated with yes or with the date of meeting. If not created, you can add this custom field following these instructions)
Assign to user (can be used to assign the lead to whoever the call was schedule with)
After filling out your desired fields, click either Test & Review or Test & Continue, to update the test lead in LeadSimple. Check your LeadSimple account to see whether the lead updated correctly and make any changes if needed.
Then click Turn on your Zap in Zapier to set it live!
Remember you can always make updates to your zap later on as well.
(Note that you could add a filter step between the trigger and the action. This would be helpful if you have multiple event types in Calendly. By default, all events scheduled in the connected Calendly account will be pulled into LeadSimple. A filter would allow you to set up the zap to only apply the action if something is true about the lead, such as the event type or the person the meeting is scheduled with. Note however that multi-step zaps are not possible on Zapier's free plan.)
(If you have any trouble setting up this zap or have suggestions for other zaps you would like to see tutorials on, let us know using the chatbox in the right corner or reach out to support@leadsimple.com.)