Okay, imagine this. When you add an event to your google calendar, the lead is updated automatically in LeadSimple: changed to a stage (such as "Meeting Scheduled"), and a custom field is filled out with the event date and time. The stage then has an auto text set to go out a certain amount of time before the scheduled event time, and includes a merge tag with the event date and time.
Examples where you can use this zap:
Meetings with prospective owners - when you schedule a meeting with a prospective owner, you can automatically update the lead in LeadSimple to "showing scheduled", automatically update the meeting date and time, and have reminder texts go out to them automatically
Showings - when you schedule a meeting with a prospective tenant, you can automatically update the lead in LeadSimple to "showing scheduled", add the meeting date and time, and have reminder texts go out to them automatically
Sound crazy? Well, this tutorial is going to show you how to accomplish this through Zapier!
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.
Here's some zaps that are common among LeadSimple users:
Create new leads from Facebook Messenger (when a new contact reaches out via Facebook Messenger, this zap will automatically add them to LeadSimple as a new lead in the pipeline/stage you define in the zap).
Create new leads from Google Sheets (this zap will create a new lead in LeadSimple from each new row in a connected Google Sheet).
Generate and send PDF's automatically
Update leads with info from a JotForm
Automatically sending physical mailers to a lead through Lob
Triggering stage changes or updating leads from emails from Appfolio, Tenant Turner, and others
Connecting LeadSimple with bulk mailing tools such as Constant Contact
Learn more about other Zapier ideas in this webinar!
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 this zap, you will need the paid plan as this zap involves multiple steps. A similar version of this zap would simply create a new lead for every new event created in Google Calendar. That zap would not require the paid plan, but could cause duplicates in your LeadSimple account.
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 Google accounts!
Building the Zap
Alright, let's get started!
You will need to add a new calendar to your Google Calendar account specifically for this zap.
Add a test lead into LeadSimple to use to test this zap while building it.
Add a custom field to LeadSimple to track the date/time of the meeting. (More info on custom fields here).
Set up a "Meeting Scheduled" or "Showing Scheduled" stage in your LeadSimple account with some auto emails and/or texts based on the custom field you added above!
Step 1: Sign up for a Zapier account
Sign up for your 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 lefthand side.
Give it a name to make it easy to find if you need to update it later - in this case "Update Lead when New Event Added in Google Calendar".
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 new event is added to a Google Calendar.
First, we need to search for and select Google Calendar as our trigger app.
Next, we need to select our chosen trigger in Google Calendar. In this case, "New Event Created".
Next, we need to connect our Google Calendar to Zapier. If you have used Google Calendar with Zapier before, your account will already be connected. If this is your first zap with Google Calendar, you will need to connect it.
After choosing the calendar account and connecting it, you will need to select the calendar you want Zapier to use.
We highly recommend having a separate calendar specifically for this zap. If you are setting up this zap to help track prospective owners, create a calendar for "Prospective Owners". If you are setting up this zap to help track showings with prospective tenants, create a calendar for "Showings".
After creating the calendar, you will need to select it in the zap to continue. (If you just added it to your calendar account, refresh the page to make it appear in Zapier.)
Next we need to test your trigger!
First, we need to add a test event to the calendar. Make sure to add the event to the correct calendar and add a test lead's email address as a guest!
After saving the event, go back to Zapier and click "Test Trigger".
Zapier should find and pull in the event you just created. (If not, make sure that you added the event to the correct calendar.)
Click "Continue" and you've set up your trigger!
Step 4: Define the action
Now that we've defined the trigger we want from Google Calendar, let's set up the action in LeadSimple - to find and update a lead!
(Another option is to create a lead rather than find and update. This may be the better option for showings, if you don't have the lead in LeadSimple already. There is also the opportunity to use Zapier's "Path" and "Filter" options to create a zap with multiple paths, depending on whether the lead is in LeadSimple already or not.)
However, in this tutorial, we will be creating a find and update zap.
Now, let's connect your LeadSimple account. Start by choosing LeadSimple as the action app and then choose "Update Lead" as the action. (We will be adding the "Find" action in just a minute).
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 set up the action.
First, select the pipeline you want Zapier to look in for this lead.
Then, click "Lead". This is where we will add the "find" step.
Instead of choosing a lead from the list, click the "Custom" tab. Then click "Add a Search Step".
This will add another step between our trigger and our action. Click into that step to connect your LeadSimple account like you did above.
Then, select the pipeline you want LeadSimple to check again. Then, choose "Attendee Email" as the search term.
Leave the third and final field as "False". Click Continue.
Next, we need to test the find action. Before doing so, make sure that you have added a test lead into your LeadSimple account in the correct pipeline, using the test email you used for the example event.
Then click "Test & Continue".
Now, it will take you back to the "Update Lead" action and should have filled out the "Lead" field with the ID number of the lead it just found.
Next, you will need to select two things to update in LeadSimple: the stage you want the lead to be moved to and the custom field to add the date/time of the event into.
Then hit continue and then test the action to make sure it is set up correctly!
Check in LeadSimple to see if your lead updated!
If it worked, click "Turn on Zap" to set your zap live!
Note that in order for this zap to work correctly going forward it is important that you add the events to the correct calendar and always include the lead's email address on the event.
If you haven't already, go back into LeadSimple and add some automated emails and texts based on the custom field to your "Showing Scheduled" or "Meeting Scheduled" stage!
(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.)