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All you need to know on how to connect Zapier with iClosed and about available triggers and actions

Updated this week

While we're constantly working on adding more direct integrations with the tools you're using, Zapier is here to bridge the gaps.

For example, If you'd like to update your CRM, like Airtable or Go High Level, simply connect iClosed with Zapier, and make it happen.

How to connect Zapier to iClosed

Let's cover the basics first:

  1. Go to Settings → Integrations

  2. Click on "Connect Zapier"

  3. You'll be prompted to connect using your iClosed account

After connecting Zapier in iClosed Integrations, you would need to finish connection in Zapier when you start building first workflow.

  1. Navigate to Zapier and create new Zap

  2. Select iClosed app in the search bar, and select trigger

  3. connect iClosed account with Zapier - you can create more than one iClosed accounts in case you're operating in more than one

For every next workflow you'll have connected iClosed account available.

Triggers available

Triggers are used for starting a workflow with iClosed, so you could forward data to any other tool.

We have made all necessary triggers to give you full flexibility over what information and data you can transfer from iClosed to CRM or any database.

Potential contact

When a lead is created as potential (Filling primary or secondary questions).

This trigger will fire twice, first time when the phone number or email is entered on the first page, and the second time when the email or phone number is entered on the second page.

Data available

  • First and last name

  • Email

  • Phone number

  • Country, pulled from the phone number country code

  • Time Zone, as lead time zone

  • IP Address

  • Status, as iClosed lead status. In this case Potential

  • Blocked By Re-Captcha, showing if the lead was blocked potentially as a bot

  • Contact Joined

  • Created At

  • Updated At

  • Questions and answers, answered at the time when the trigger fired and sent information to Zapier

  • Event details:

    • event name

    • event color in HEX code

    • event link prefix

    • event type (Strategy or Discovery call)

  • Tracking UTM's if any, in cookies or set on the page, such as:

    • Tracking Utm Term

    • Tracking Utm Source

    • Tracking Utm Medium

    • Tracking Utm Content

    • Tracking Utm Campaign

    • Tracking Utm Keys and values

  • Referrer URL Embed, the page URL

Qualified contact

When a lead fills out the whole form and click on the "Continue" button, but for some reason, doesn't book a call.
​

This trigger will only fire if the lead entered the call booking page.

Data available

  • First and last name

  • Email

  • Phone number

  • Country, pulled from the phone number country code

  • Time Zone, as lead time zone

  • IP Address

  • Status, as iClosed lead status. In this case Qualified

  • Blocked By Re-Captcha, showing if the lead was blocked potentially as a bot

  • Contact Joined

  • Created At

  • Updated At

  • Questions and answers, all that are set on the form, including name, phone number, and email

  • Event details:

    • event name

    • event color in HEX code

    • event link prefix

    • event type (Strategy or Discovery call)

  • Tracking UTM's if any, in cookies or set on the page, such as:

    • Tracking Utm Term

    • Tracking Utm Source

    • Tracking Utm Medium

    • Tracking Utm Content

    • Tracking Utm Campaign

    • Tracking Utm Keys and values

  • Referrer URL Embed, the page URL

Disqualified contact

When a lead filled out the form, pressed on the "Continue" button, but wasn't able to book a call since he was disqualified by the criteria set in the event setup.

Data available

  • First and last name

  • Email

  • Phone number

  • Country, pulled from the phone number country code

  • Time Zone, as lead time zone

  • IP Address

  • Status, as iClosed lead status. In this case Disqualified

  • Blocked By Re-Captcha, showing if the lead was blocked potentially as a bot

  • Contact Joined

  • Created At

  • Updated At

  • Questions and answers, all that are set on the form, including name, phone number, and email

  • Event details:

    • event name

    • event color in HEX code

    • event link prefix

    • event type (Strategy or Discovery call)

  • Tracking UTM's if any, in cookies or set on the page, such as:

    • Tracking Utm Term

    • Tracking Utm Source

    • Tracking Utm Medium

    • Tracking Utm Content

    • Tracking Utm Campaign

    • Tracking Utm Keys and values

  • Referrer URL Embed, the page URL

Contact call booked

For prospects who booked a call on your scheduler (Strategy or Discovery call)

This trigger will provide more information that the previous three, that are related to the call booked information.

Data available

  • Event details:

    • Event name

    • Event kind, as if the call assigned to the closer manually or via round-and-robin

    • Event duration (meeting duration)

    • Event type, Strategy or Discovery event

    • Closer name (host)

    • Closer user email

    • Event reschedule and cancellation link

  • Call details:

    • Event UTC Start Time

    • Event UTC End time

    • Call start and end time UTC, per closer time zone

    • Call start and end time (pretty), in more readable format

    • Invitee call start and end time, per prospects time zone

    • Invitee start and end time (pretty), in more readable format

    • Call creation date, as time and date when the call was scheduled

    • Call location, referring to the meeting location

    • Call location link, the URL of the event

  • Lead information

    • Invitee first and last name

    • Invitee full name

    • Invitee email

    • Invitee text reminder number (as phone number)

    • Invitee time zone

    • Invitee creation date and time (when a lead entered information on the form)

  • Questions and answers, all that are set on the form, sorted by the order of appearance, including email, phone and lead name information

  • Tracking UTM's if any, in cookies or set on the page, such as:

    • Tracking Utm Term

    • Tracking Utm Source

    • Tracking Utm Medium

    • Tracking Utm Content

    • Tracking Utm Campaign

    • Tracking Utm Keys and values

Call rescheduled

Triggers when a call an upcoming call has been rescheduled, by a lead or by host (or any other iClosed user).

Data available

  • Event details:

    • Event name

    • Event kind, as if the call assigned to the closer manually or via round-and-robin

    • Event duration (meeting duration)

    • Event type, Strategy or Discovery event

    • Closer name (host)

    • Closer user email

    • Event reschedule and cancellation link

  • Call details:

    • Event UTC Start Time

    • Event UTC End time

    • Call start and end time UTC, per closer time zone

    • Call start and end time (pretty), in more readable format

    • Invitee call start and end time, per prospects time zone

    • Invitee start and end time (pretty), in more readable format

    • Call creation date, as time and date when the call was scheduled

    • Call location, referring to the meeting location

    • Call location link, the URL of the event

    • Call is rescheduled = yes

    • Reschedule reason, if any

    • Invitee reschedule by, showing information who initiated rescheduling, prospect or iClosed user (e.g. superadmin - user name)

  • Lead information

    • Invitee first and last name

    • Invitee full name

    • Invitee email

    • Invitee text reminder number (as phone number)

    • Invitee time zone

    • Invitee creation date and time (when a lead entered information on the form)

  • Questions and answers, all that are set on the form, sorted by the order of appearance, including email, phone and lead name information

  • Tracking UTM's if any, in cookies or set on the page, such as:

    • Tracking Utm Term

    • Tracking Utm Source

    • Tracking Utm Medium

    • Tracking Utm Content

    • Tracking Utm Campaign

    • Tracking Utm Keys and values

Call cancelled

Triggers whenever a call is canceled by invitee, host, or super admin (sales manager).

Data available

  • Event details:

    • Event name

    • Event kind, as if the call assigned to the closer manually or via round-and-robin

    • Event duration (meeting duration)

    • Event type, Strategy or Discovery event

    • Closer name (host)

    • Closer user email

    • Event reschedule and cancellation link

  • Call details:

    • Event UTC Start Time

    • Event UTC End time

    • Call start and end time UTC, per closer time zone

    • Call start and end time (pretty), in more readable format

    • Invitee call start and end time, per prospects time zone

    • Invitee start and end time (pretty), in more readable format

    • Call creation date, as time and date when the call was scheduled

    • Call location, referring to the meeting location

    • Call location link, the URL of the event

    • Call is cancelled = yes

    • Call canceller name

    • Cancel reason, if any

    • Cancel time

    • Invitee reschedule by, showing information who initiated rescheduling, prospect or iClosed user (e.g. superadmin - user name)

  • Lead information

    • Invitee first and last name

    • Invitee full name

    • Invitee email

    • Invitee text reminder number (as phone number)

    • Invitee time zone

    • Invitee creation date and time (when a lead entered information on the form)

  • Questions and answers, all that are set on the form, sorted by the order of appearance, including email, phone and lead name information

  • Tracking UTM's if any, in cookies or set on the page, such as:

    • Tracking Utm Term

    • Tracking Utm Source

    • Tracking Utm Medium

    • Tracking Utm Content

    • Tracking Utm Campaign

    • Tracking Utm Keys and values

Call outcome

Triggers whenever an outcome is added after a call in iClosed.

Data available

  • Event name

  • Event duration and unit

  • Email

  • First and last name of the prospect

  • Phone number

  • Email

  • Call outcome

  • No sale reason, for no sale outcomes

  • Objection

  • Call start time

  • Notes from outcome objections or reasons, if any

  • Deal value

  • Product name

  • Deal transaction type

  • Deal created at

Lead status changed

Triggers whenever a lead status changes from inside iClosed - Global Data.

Data available

  • First and last name

  • Email

  • Phone number

  • Secondary email (if any)

  • Secondary phone number (if any)

  • Country, pulled from the phone number country code

  • Time Zone, as lead time zone

  • IP Address

  • Lead status, as per latest change

  • Blocked by Re-CAPTCHA (true or false)

  • Lead joined time or Lead created time, when the lead was created

  • Lead updated at, the time when lead status changed

  • Questions and answers, answered at the time when the trigger fired and sent information to Zapier (if any, depending of the lead stage)

  • Event details:

    • event name

    • event color in HEX code

    • event link prefix

    • event type (Strategy or Discovery call)

  • Tracking UTM's if any, in cookies or set on the page, such as:

    • Tracking Utm Term

    • Tracking Utm Source

    • Tracking Utm Medium

    • Tracking Utm Content

    • Tracking Utm Campaign

    • Tracking Utm Keys and values

  • Referrer URL Embed, the page URL (if any)

Contact detail changed

Triggers whenever a detail is updated in the prospect contact card, such as:

  • Prospect name

  • Email or phone number change

  • Adding secondary email and phone number

  • and even status update

Data available

  • First and last name

  • Email

  • Phone number

  • Secondary email (if any)

  • Secondary phone number (if any)

  • Country, pulled from the phone number country code

  • Time Zone, as lead time zone

  • IP Address

  • Lead status

  • Blocked by Re-CAPTCHA (true or false)

  • Lead joined time or Lead created at, when the lead was created

  • Lead updated at, the time of the latest update

  • Referrer URL, the page URL from where the leads was captured (if any)

  • Lead updated at, the time when lead status changed

  • Deleted at, if it was deleted

Actions available

Actions are used when a workflow is started (triggered) by any tool, in order to forward information collected to iClosed.

Create contact

Option for adding contacts to iClosed from other apps, and will set the newly added prospect in Potential status by default. Available data that will be transferred to iClosed:

  • First name

  • Last name

  • Email

  • Phone number

  • Tag - any information you'd like to place so you can identify such leads later

  • Event name - referred as event name in iClosed.
    But you would need to add it as plain text, that is exactly the same as the Event name in iClosed in order to be recognized and included when contact is created.

Create order

Action for creating transactions in iClosed (collecting payments from any payment processor) that you can use for connecting deals when adding "Sale" outcome.

Available data to be transferred to iClosed:

  • Contact email

  • Contact first name

  • Contact last name

  • Contact phone number

  • Order time

  • Order value

  • Product name - pull information from payment processor or add as plain text

  • Tag

Search contact

Fantastic option for looking into iClosed Global Data to check if the prospect already exists if it needs to be updated. Action will allow you to identify lead per:

  • Email or/and

  • Phone number

Additionally, you will be able to select should the workflow stop or continue depending "if no search results are found":

  • Mark successful and run steps that use search results or

  • Mark safely halted and skip steps that use search result

Pro tips

Before moving forward with the integration and mapping of the fields, please double check available fields in the tool where you'd want to send data to:

  • Create custom field in your CRM for Call time if needed
    this will help you update this field when a call is rescheduled.
    ​

  • Invitee questions (form questions)
    will appear in order as they are sorted on the form, showing both question titles and answers as values.
    You will be able to map them with fields in your CRM (or that you'll create) or you can them as notes in your CRM contact card.
    ​

  • Troubleshooting

    Once you've connected your iClosed account with Zapier, run a test to map fields easier, and to see the output data.
    Go to your iClosed account booking a test call if you don't have any data yet.
    ​

  • Potential trigger
    Is the only trigger that will fire twice! First time when email or phone number is collected on the primary form page, and the second time when phone number or email is filled out on the secondary form page.
    See detailed workflow setup for preventing duplicate entries.

Use cases, best practices and examples

Send new call booked from iClosed to CRM

A perfect use case, when you only want to send call without sending extra leads (Potentials, Qualified, Disqualified):

  1. Set iClosed Contact Call Booked trigger

  2. Update contact:

    1. Assuming that you've set at least potential trigger that will create contact in your CRM

    2. If not, set Search for contact in CRM as step #2 and split workflow in two paths:

      1. One when contact is found = next step Update contact

      2. Other when contact is not found = next step Create contact

Additionally, you can add another workflow for adding call outcomes in iClosed and transferring them to your CRM.

Learn more about how to create your first event.

Update call time and lead owner in case of rescheduling

If a call is rescheduled by host or an invitee, two important data needs to be updated in your CRM:

  1. The call time - when the call was supposed to take place

  2. The lead owner - team member that is hosting call with the prospect

Here's how to do it:

  1. Start new workflow with iClosed Call rescheduled trigger

  2. Update contact

    1. Assuming that you've set at least New call booked trigger that will create new call for your contact in CRM - Update Closer name or/and new Call Start Time

    2. If not, set Search for contact in CRM as step #2 and split workflow in two paths:

      1. One when contact is found = next step Update contact

      2. Other when contact is not found = next step Create contact

Learn more on how to reschedule or cancel call in iClosed.

Update CRM with call outcomes from iClosed

Your sales representatives need to add Call Outcomes after each and every call to provide you feedback on their sales activity. As iClosed provides two types of events, each call type will have different set of outcomes:

Strategy calls (sales calls)

  • Sale

  • No Sale

Discovery calls (setter calls)

  • Approved

  • Rejected

Follow the next steps to set it up:

  1. Select iClosed Call outcome added trigger

  2. Search for the contact in your CRM, since it was transferred already with Call booked trigger

  3. Map with the outcome fields in your CRM
    In case you don't have such field in your CRM, create it as custom field first. Make sure to create fields for call outcomes, and outcome reasons, or add such information in notes.

Learn more about iClosed call outcomes here.

Sending Potential, Qualified or Disqualified contacts to your CRM

Building the workflow for Potential leads

A lead becomes potential as soon as they enter phone number or email on the first page of the scheduler form, and will remain in such status until clicks on the "Continue" button and access booking page.

This is the only trigger that will fire twice! First time when email or phone number is collected on the primary form page, and the second time when phone number or email is filled out on the secondary form page.

Here's how to set up this Zap:

  1. Select iClosed Potential trigger

  2. Split workflow into paths

  3. Path A (data from primary page) - continue IF = phone number or email are not entered on the secondary page

  4. Path A - Next step (action) - Create contact in your CRM

  5. Path B (data is added to secondary page) - continue IF = phone number or email are entered on the secondary page

  6. Path B - Next step (action) - look into your CRM to check if prospect has been created already

  7. Path B - Next step (action) - filter by Zapier
    Allow workflow to continue IF result from look into your CRM step is "False"
    (e.g. email is on the secondary page, search action didn't find the email)

  8. Path B - Next step (action) - Update contact in your CRM

With this setup you will prevent Potential contact to be created (sent) twice, due to double triggering when lead enters both Phone Number and Email.

Examples

Here's the visual presentation of the workflow.

  • Phone number is set on primary form page

  • Email is set on secondary form page

  • Google Sheets was used to represent CRM or any other end tool where you'd like to send Potential leads to (e.g. Slack)

  • Condition used in paths to prevent duplicates are:

    • Path A = Email doesn't contain "@"

    • Path B = Email contains "@"

Building the workflow for Qualified or Disqualified leads

A Qualified and Disqualified leads have one thing in common. Both are applied to leads who filled out the whole form, clicked on the "Continue" button, accessed the booking page and they didn't book a call.

That being said, the only difference between the two is if they were able to book a call or not:

  • Qualified didn't book the call for any reason

  • Disqualified were not able to book a call since they were disqualified by criteria you've set in the event setup

Here's the best way to set up the workflow, having in mind that you've probably created this contact in your CRM by using iClosed potential trigger:

  1. Select iClosed Qualified or Disqualified trigger

  2. Action - look into your CRM or any other app where iClosed potential trigger was sent already

  3. Action - update your CRM or any other app where iClosed potential trigger was sent already with all available information per your preference, per search results in step number 2 - look into your CRM

In case you haven't set iClosed potential trigger, and you're starting with Qualified or Disqualified trigger, set action #2 to be Create contact in CRM or send information in any other tool per your preference.

Example

Here's the visual presentation of both workflows.

  • iClosed Potential trigger is active and it already created contact in CRM

  • Google Sheets was used to represent CRM or any other end tool where you'd like to send Potential leads to (e.g. Slack)

Learn more about iClosed Lead Statuses here.

Importing contacts from CRM or any other tool to iClosed

This option allows you to add leads (contacts) from a CRM or any other tool to iClosed. The workflow setup is very simple:

  1. Select trigger from CRM or any other tool from where you'd like to send information to iClosed

  2. Use iClosed Create Contact action

Following data is available to be transferred:

  • First name

  • Last name

  • Email

  • Phone number

  • Tag - any information you'd like to place so you can identify such leads later

  • Event name - add it as plain text in Zapier field, that is exactly the same as the Event name in iClosed in order to be recognized and included.

Example

Here's the example where we wanted to create contacts that are considered as account owners in iClosed.

  • Trigger tool in our example is Intercom

Learn more about Contact cards in iClosed in this article here.

Setting up iClosed events to be added and show up as "Busy" in your private (secondary) calendars

Here's how to set up Zapier automation in case you're running more than one business, or for any other reason you need to book slots in different calendars, that must show as "Busy" in the secondary calendar.

  1. Select iClosed Contact Call booked trigger

  2. Choose Google Calendar action Create detailed Event

    1. Make sure to map all fields you'd like to have in secondary calendar

    2. Even though Google should add these event in "Busy" status by default, to be safe please set "Busy" in Show me as Free or Busy option

Once you're done, your event will appear as added event in the secondary calendar as well​, not just as shared from the other calendar.

Pro tips

You can use the same steps in reversed way in case you'd need to send out events from your alternate calendar to the primary calendar.
But, kindly note that iClosed already provides option for checking against conflicts in secondary calendars in the AI Scheduler → Calendar Connections page.


Additionally, you can always troubleshoot Availability to double check which Google Calendar events iClosed sees as taken slots in the AI Scheduler → Availability → Launch troubleshooter.

Learn more

Updating secondary calendar via Zapier

To receive updates from iClosed about cancelled and rescheduled events, you'd need to set up additional zaps for cancelled calls and rescheduled calls. Simply select:

  1. iClosed Call Cancelled or Call Rescheduled trigger

  2. Action Google Calendar Find Event

  3. For cancelled calls select Google Calendar Delete event action and for rescheduled calls, select Google Calendar Update Event

    1. In both cases select event - Custom value and select Event ID from Google Find Event in step #2

Test it out and the event will be deleted or updated according to the Event ID from Google Calendar

Learn more about how to cancel or reschedule call in iClosed.

How to send iClosed information as Slack notification

Here're the steps:

  1. select any iClosed trigger from which you'd like to send data to Slack

    1. Potential Contact

    2. Qualified Contact

    3. Disqualified contact

    4. Contact call booked

    5. Lead status changed

    6. Contact detail changed

    7. Call rescheduled

    8. Call canceled or

    9. Call outcome

  2. select Slack action per your preference (e.g. send message to channel, direct message, etc...), configure which details you'd like to send over and you're done

Additionally, you can add next steps to add updates into same Slack thread by searching the message and identifying Slack message ID where update should be added as thread.

Pro tips

iClosed Potential is the only trigger that requires additional setup since it fires the trigger twice (learn more about it here and how to prevent duplicates).

How to send WhatsApp message to prospects

This kind of a setup is applicable to any text message provider who has actions available in Zapier for sending out messages.

Here're the steps:

  1. select any iClosed trigger from which you'd like to send data via WhatsApp.
    Usually it's Contact call booked for sending confirmation message to the lead

  2. select WhatsApp action send message

    1. Connect your WhatsApp by adding your phone number and entering PIN received

    2. Configure by selecting a template per your preference that WhatsApp provided. In this case select new message, but you can choose other as well:

      1. New lead

      2. Payment confirmation

      3. New order

      4. Shipping confirmation

      5. Calendar reminder

Kindly note that the lead will receive notification from Zapier as shown on the screenshot above, which is per Meta requirements.

Prospect will have the option to reply to you by clicking on the number.

Additional customization is not possible due to Meta configuration.

Learn more about how iClosed SMS notification work.

As per shown above, iClosed provides triggers for almost every scenario you may need. But in case you have an improvement proposal what we should include in Zapier, or if we need to introduce additional information to the existing triggers and actions, feel free to let us know by contacting our Customer Support team via chat button below.

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