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, with multiple steps, including filtering and building multiple paths. For the purposes of this zap, the free plan will suffice.
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 free 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/shared/f804edf9426e0b71a02e7252bb0cbeedbd349fea
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 (create lead)
Connect your LeadSimple account
Test & Review
Set your zap live!
Alright, let's get started!
Step 1: Sign up for a Zapier account
Sign up for your free Zapier account here.
Step 2: Create your first zap and name it
On your Zapier home page, click the Make a Zap button on the left-hand side.
Give it a name to make it easy to find if you need to update it later.
Step 3: Select your trigger
We're going to start by selecting our trigger. In this case, we want the trigger to be when a meeting is scheduled in Calendly.
First, we need to search for and select Calendly as our trigger app.
Next, we need to select our chosen trigger in Calendly. In this case, "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.
Now that your Calendly account's connected, click Continue.
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 4: 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.
(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.)
First, choose LeadSimple and "Create Lead" as the action. 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.
In LeadSimple, click Settings > Integrations in the lefthand sidebar (you will need admin access to access this page). Copy it and bring it back to Zapier.
After putting in your API key, click Continue.
Next, we need to tell Zapier where to put the lead and all their information. The required info is:
Click on each field to parse the info from your test invitee into the correct fields in LeadSimple (such as name, contact info, and property info), and also to choose the pipeline, stage, source, assignee, tags, custom fields, etc in LeadSimple.
After filling out all the data you need, click Continue.
Then click either Test & Review or Test & Continue, to create the test lead in LeadSimple.
Check your LeadSimple account to see whether the lead imported 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.
(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 corner ------> or reach out to firstname.lastname@example.org.)