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GHL via Zapier

Integrate iClosed with GHL in just a few simple steps via Zapier

Updated this week

Here's how you can integrate your iClosed scheduler with GHL, to create contacts, add them to opportunities, and even include them to GHL workflow automation and send email and SMS touchpoints.

Pro tips

Before starting the integration, make sure to set up your iClosed event first (How to create event) and define your event form questions (Invitee questions). This helps you avoid rework later.

Here's the video tutorial:

Step 1 - Prepare custom fields in GHL

After creating your event and defining invitee questions in iClosed, you’re ready for the first integration step - preparing GHL to accept iClosed data.
​

Go to your GHL settings to start:

Custom fields

It’s recommended to use Single Line Contact Custom Fields for all the data you want to transfer.

  1. All the fields - for transferring over customer answers from iClosed form

  2. Meeting location - to include it in email and SMS reminder templates

  3. Appointment start time - the time of the appointment per your time zone

  4. Invitee call start time - per invitee time zone for email and SMS reminder templates

  5. Event name - optional, helps identify which iClosed event the lead booked

  6. iClosed lead status - optional, if you'd like to send it over:

    1. Potential - dropped off before completing the form and pressing "Continue" button on the form

    2. Qualified - completed the form but didn’t book a call

    3. Disqualified - completed the form but didn’t book due to criteria set in iClosed event

Business profile

Double-check that your account time zone is set properly.

This is important for sending email and SMS reminders at the right time.

Step 2 - Zapier Automation

Once the setup is complete, you can integrate GHL with iClosed using two simple Zapier automations.

Before starting, fill out a test form in your iClosed scheduler and book a call to create sample data for testing.

Leads who didn't book a call - Contact by status trigger

Template → https://zapier.com/shared/645afd3929164ebddbf486bdda03b82ac11aab96

Here're the steps:

  1. Select iClosed trigger → Contact by status

    1. Final status = Strategy call booked (last step in the iClosed scheduler journey)

    2. Wait for 300 seconds (to give time to leads to fill out the form)

    3. Send Last Active Status = Yes


    This captures all leads from iClosed, allowing enough time for them to fill out the form and for you to fetch correct status.

  2. Filter by Zapier - Only continue if

    1. Select iClosed status

    2. Does not contain

    3. Type "call" as text in condition


    This prevents leads who already booked a call from proceeding (they’ll be handled by another automation).

  3. Select LeadConnector action → Add/Update Opportunity

    1. Map out all contact information and "Mark as lead" = True

    2. Add notes (optional), select Pipeline and Stage (e.g. “New lead – didn’t book a call”)

    3. Map form answers and other custom fields as needed

Here's an example of data shown in pipeline stage:

Leads who booked a call - Call booked trigger

Template → https://zapier.com/shared/4c333600d2fc502b9972d289e86eb6fb95e80591

  1. Select iClosed trigger → Call booked

    1. Select Strategy event (available with Startup plan)
      or/and

    2. Select Discovery event (available with Business plan)
      ​

    This way you can define which event type you'd like to capture when a call is booked.

  2. Select LeadConnector action → Add/Update Opportunity

    1. Map out all contact information and "Mark as lead" = True


      ​

    2. Add notes (optional), select Pipeline and Stage (e.g. "Call booked")

    3. Map form answers and other custom fields

    4. Map meeting information:

      1. Invitee Call Start Time = Contact Start Time Pretty

      2. Appointment Start time = Closer Start Time UTC

      3. Meeting Location = Event Call Location

This ensures all meeting details, along with all meeting information in invitee time zone (that you'll share in your email and SMS templates), host time zone in UTC (that will automatically convert to your GHL account time zone), and meeting location are correctly transferred and ready for use in workflows.

Here's an example of data shown in the pipeline stage:

Setting up GHL workflows

Everything you’ve built so far ensures your workflows trigger correctly and your leads receive all necessary information via email and SMS.

Here's how you should set up workflows:

Trigger

Choose "Opportunity Created" for new leads that were added to your pipeline.

  • Choose Pipeline and Stage where contact is added (e.g. "Call booked")

Choose "Contact Changed" for existing leads who booked new call.

  • Choose meeting start time custom field has changed (e.g. Appointment start time)

Action "Set Event time"

  • Choose meeting start time custom field has changed (e.g. Appointment start time) which will reflect host time zone per your GHL settings.

  • This action will automatically convert UTC time from iClosed via Zapier to your host time zone without any formatting changes.

This way Event Start Time in GHL will countdown time before the call accurately.

Other actions

Build all additional actions and marketing touchpoints according to the Wait Time from the "Event Start Time" to ensure your emails, SMS reminders, and workflow steps trigger relative to the meeting time.

Additional automations

Call rescheduled

Template → https://zapier.com/shared/0a9f953aba99c1859fec8d1cd69257278262142d

Here're the steps:

  1. Select iClosed trigger → Call rescheduled

    1. Select Strategy event (available with Startup plan)
      or/and

    2. Select Discovery event (available with Business plan)
      ​

    This way you can define which event type you'd like to capture when a call is booked.

  2. Select LeadConnector action → Add/Update Opportunity

    1. Map out at least an email and "Mark as lead" = True
      ​

    2. Add notes about rescheduled reason, new date and time (optional), select Pipeline and Stage (e.g. “Call booked”)
      ​

    3. Map meeting information:

      1. Invitee Call Start Time = Contact Start Time Pretty

      2. Appointment Start time = Closer Start Time UTC

      3. Meeting Location = Event Call Location

Call cancelled

Template → https://zapier.com/shared/bc03712c2deba8aad95d2eb7fba48cf359491b5c

Here're the steps:

  1. Select iClosed trigger → Call cancelled
    ​

  2. Select LeadConnector action → Add/Update Opportunity

    1. Map out at least an email and "Mark as lead" = True

    2. Add notes about rescheduled reason, new date and time (optional), select Pipeline and Stage (e.g. “Call cancelled”)
      ​

Call outcome added in iClosed

You can send all call outcomes and reasons from iClosed to GHL.
​

Here're the steps:

  1. Select iClosed trigger → Call outcome

    1. Select all outcome types

    2. Select trigger to fire when outcome is added and updated both
      ​

  2. Zapier - Paths
    Split into paths depending of outcome added.

    For example:

    1. Path A = Sale

    2. Call outcome exactly matches → type "SALE"

    3. Path B = No Sale

    4. Call outcome exactly matches → type "NO_SALE"

  3. Path A - Select LeadConnector action → Add/Update Opportunity

  4. Path B - Zapier - Paths
    Split additionally per No Sale reason using the similar logic above. For example

    1. Path C - Follow up scheduled - No Sale reason contains → type "Follow"

    2. Path D - Unqualified - No Sale reason contains → type "Unqualified"

    3. Path E - No Show - No Sale reason contains → type "show"

    4. Path F - Not Interested - No Sale reason contains → type "interested"

  5. Select LeadConnector action → Add/Update Opportunity for:
    add email, mark lead as "true" and update stage of the pipeline

    1. Path C - Follow up scheduled - e.g. Call booked again

    2. Path D - Unqualified

    3. Path E - No Show

    4. Path F - Not Interested

Learn more

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