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Everything you need to know about connecting Zapier with iClosed

Updated over a month ago

While we're constantly working on adding more direct integrations with the tools you're using, Zapier is there to bridge the gap until we make them available.

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

Let us walk you through the setup & most common use cases. Learn:

  • How to connect Zapier to iClosed

  • About Triggers & Actions available

  • Step-by-step implementation

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 you iClosed account

Triggers

List of triggers

  • Potential Contact → When a lead is created as potential ( Filling primary question )

  • Qualified Contact → When a lead fills all the forms, click continue but doesn't book

  • Disqualified contact → When a lead is disqualified

  • Contact call booked → When a lead book a call ( Strategy or discovery )

  • Lead status changes → Trigger when the lead status changes from the Global data

  • Contact detail changed → Trigger when details are updated from the contact card

  • Call rescheduled → Whenever a call is rescheduled by the invitee, host, or admin

  • Call canceled → Whenever a call is canceled by invitee, host, or admin

  • Call outcome → Whenever a call outcome is adding

We made these triggers to give you full flexibility over what information and data could be sent out to your CRM or database.

Most importantly, if you set this right, your sales team will only need to update their call outcome to update your CRM without having to update and maintain multiple platforms at the same time.

Information available sent from iClosed

You probably have your own way of setting up your CRM, which is completely understandable. That's why we allow you to pull multiple data from this trigger
(see screenshot bellow). But, If you're just starting here are a few recommendations.

Make sure to create custom fields in your CRM for:

  • Call time → this will make it easier for you to fill and update this field when a call is rescheduled in the future

  • Most commonly used fields are:

    • Invitee name

    • Invitee email

    • Invitee phone number

    • Closer name

    • Closer email address

    • Invitee Call Start Time Pretty

    • Call Location Link (if you're using Zoom or Google Meet)
      ​

​For form questions and answers, we suggest you either to add them as notes in your CRM contact card or to create a specific custom field in CRM and map them one by one, via Zapier.

Pro tips

You don't see the data in your Zapier?

Once you've connected your iClosed account to Zapier, run a test in Zapier to see exactly what data you can pull from each trigger.

If some contact information doesn't show up, go in your iClosed account and manually make the action (for example booking a test call). This will automatically send the information to Zapier, run the test again for data to show up.

Once we've went through basic understanding of how to set up Zapier and how everything works, let's dive in deeper with advance setup, use cases and examples.

Use cases and examples

Send new call booked in iClosed to CRM

A perfect use case, when you only want to send call without sending the extras leads

(Potentials, Qualified, Disqualified). Let's build it together!

  1. Sending only call booked to CRM

  2. Update contact IF contact is found

  3. Update contact when a Call outcome is added by host

Create your zap

  1. Navigate to Zapier and create new Zap

  2. Look for iClosed in the search bar, and select iClosed trigger

    1. In this case "Contact call booked"

  3. connect iClosed with Zapier if you're doing it for the first time

    1. Every next time you'll be able to select the connected iClosed account

  4. Add actions you'd like to take in your CRM

    1. You may want to add Filter option in your CRM first, to check if there's a contact already and to update existing records with iClosed data

  5. Final action is to update information from iClosed

    1. Again, select for every field in your CRM what you'd like to map with data from iClosed

Here's a short video example.

We have selected Close CRM to update records there, even though we have direct integration with it. You can select any CRM that is Zapier supported, or even with CRM's that are not Zapier supported, with Zapier webhooks.

Update call time and lead owner in case of rescheduling

If a call is rescheduled by the host or invitee, there are two important pieces of data that can, and have to be updated in order to keep your CRM clean and up to date.

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

  2. The lead owner (Host) → the team member, is supposed to talk to the prospect

I'm going to show you how to easily update those records in your CRM using Zapier:

  1. Create a new zap

  2. Select Call rescheduled trigger

  3. In the second step, select your CRM and look for something like → Search and/or Update

  4. Use the email address of the contact and update the following

    1. Closer name

    2. Invitee Call Start Time

By following these steps, the contact card will remain up to date.

Obviously, you'll have to adjust the above, depending on which CRM you're using, and the custom field used in your CRM.

Update CRM when a call outcome is added by the Host

As you probably know, your sales team adds Call Outcomes after each call to record the sales activity, we have two types of outcomes:

  • Sale

  • No Sale

We also have reasons for No sales, such as:

  • Follow up scheduled

  • Unqualified

  • No show

  • Contact cancelled

  • Admin cancelled

Some sales teams prefer to push such information in their CRMs as well. Follow the next steps to do so:

  1. Select the following trigger → Call outcome added

  2. Search for the contact in your CRM since it already exists
    ​(like explained in the "Select the information you'd like to sent to your CRM" part of the article above)

  3. If you've created Outcome and Outcome Reasons as a custom field in your CRM, you could map them. Otherwise, you can add that information in the notes.

Sending Potential, Qualified & Disqualified contacts to your CRM

Sending Potential Leads

A lead becomes potential as soon as they fill the first field, usually it's the Phone number.
​
To send such contact to your CRM, simply search for the Potential Contact trigger in Zapier.
When a lead fills the first field, you'll see it in your CRM whether they continue to fill the form or not.
​

If your first field is Phone number, set your zap to create Potential in your CRM.
​
In case you would like to send the name to the CRM when the lead adds his First & Last name, follow next steps:

  1. Create a zap Potential trigger with a FILTER to check if the records are different

    1. if they are, then you can continue and UPDATE the record in your CRM.

    2. If they are not, that means it's a new contact, and in this case, you'll probably want to CREATE a new contact in your CRM

Sending Qualified Leads

A Lead that fills out the entire form, presses continue, but doesn't book a call.

If you already created this contact in your CRM, we suggest you to search for the existing contact using the first field (Phone or Email) in order to update the contact card in your CRM.
Add the additional information while adding the Lead Status "Qualified" as well, so your team knows that this is a Hot Lead.

Sending Disqualified Leads

This is a Lead that filled out the form, but has been disqualified by one or multiple criteria you've set for your Event.


Search and update the contact card, if you already send Potentials in your CRM.
In case you haven't, Create a new contact, if you want to.

Sending call outcomes to CRM

Sending call outcomes setup in Zapier is pretty much the same as any other Trigger → Action.

Step 1 (Trigger): select available trigger from iClosed - "Call outcome" in this case

↓

Step 2 (Action 1): look into your CRM to find contact - to ensure you can map data with the right contact

↓

Step 3 (Action 2): update contact in your CRM - by selecting a call outcome and mapping it with proper field in your CRM

But what is more important here is to understand iClosed outcomes to be able to map them correctly with your CRM. iClosed offers separate outcomes for two types of events, Discovery call (lead screening, for Setters) and Strategy call (Sales call, for Closers).

Strategy Calls → for Closers

Outcomes:

  • Sale (Won)

  • No Sales

Objections, reasons what Closer had to overcome in order to close a deal:

  • Money → Lead stressed out financial issues, or cost of the product/service, but Closer overcame it successfully

  • Logistic → Lead stressed out that things outside his reach are affecting him to convert, but Closer overcame it successfully and closed the deal

  • Partner → Lead needed approval from other person, such as partner, but Closer closed the deal in the end

  • Fear → Lead wasn't sure if the service or product would benefit his needs, but Closer was able to reassure him and closed the deal

  • Smoke Screen → Closer was able to negotiate and close a deal even though Lead didn't want to admit real objection

  • No Objection → A perfect lead in theory, who knew what he wants, and converted without troubles

With Strategy call outcomes, come Deal and Product information (available with Business and Enterprise plans), and you will be able to transfer such information from iClosed as well.

Example of the sale outcome in Zapier

No Sale outcome will have additional reasons for unsuccessful sale, and objections will not be available with all of them (e.g. No Show, Contact Cancelled, Admin Cancelled), simply because they are self explanatory. Learn all about Strategy call outcomes here.

Discovery Calls → for Setters

Outcomes:

  • Approved → leading directly to scheduling a call with Closer (Strategy call), without objections, and closer email will show in Zapier as well.

  • Rejected → will provide additional options, reasons, that need to be selected for better understanding of the rejection reason

Reasons options are:

  • No Show → lead didn't show up on the call

  • Not interested → lead isn't interested, silent decline, unspoken choice

  • Bad fit → not the right match

  • Others → anything outside the first three, but in that case make sure to provide details in the Notes section bellow

Example of the Approved outcome in Zapier
​

Learn all about Discovery call outcomes here.

Importing contacts from CRM or any outside tool to iClosed

iClosed provides this additional option for you to add leads (contacts) from a CRM or any other place via Zapier to iClosed.

Available fields for the data you can pick out outside and store in iClosed are:

  • First name

  • Last name

  • Email

  • Phone number

  • Event name

Here's an example of our Zap for importing new customers recognized by Intercom into our iClosed Customer Support account

Step 1 (Trigger): select trigger from CRM or any other place from where you'd like to pull contact information from, and what the trigger is - example Intercom New User
​

Step 2 (Action 1): include Filter by Zapier to ensure which information you'd like to go through and end up in iClosed - example here is "Account owner" field in Intercom.

Step 3 (Action 2): Select Create contact Zap iClosed made for you and map data collected from 3rd party source - example First name, email, phone number and tag (that will be visible in Contact cards for every lead)

For the Event name field in Zapier, you can either select an information picked from iClosed outside source or to enter text manually that will show up in iClosed as event name for contacts imported via Zapier.

Ensuring iClosed events show up as "Busy" in your private calendar

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

Step 1 (Trigger): select iClosed "Contact Call booked" in this case

Step 2 (Action 1): Create detailed Event in secondary Google Calendar and map all fields you'd like to have in secondary calendar.

Google should add event as Busy by default, but to be sure, please set "Busy" in Show me as Free or Busy option
​

Example:

You can use the same steps in reversed way, in case you need to send out events storing in your alternate calendar, that should end up in the primary calendar connected with iClosed.

Important note

This kind of a setup may block off your availability in iClosed as well. Especially if you've added alternate/secondary calendar to check against conflicts in iClosed, on the AI Scheduler → Calendar Connections page. If you are already using this Zapier workaround, it's advisable to set both directions in Zapier and not to connect alternate calendar to be checked against conflicts in iClosed

example

Please make sure to to double check the setup and troubleshoot availability with test calls first, by scheduling a test call and checking the availability troubleshooter

AI Scheduler → Availability → Launch troubleshooter
​

To be able to receive updates from iClosed cancelled and rescheduled events, you'd need to set up additional zaps for Call Cancelled and Call Rescheduled.
Simply select:

Step 1 (Trigger): iClosed Call Cancelled or Call Rescheduled

Step 2 (Action 1): Google Calendar Find Eventto recognize event in alternate / secondary google calendar by specific criteria (e.g. email)

Step 3 (Action 1): Select Google Calendar "Delete event" action, to update event in the alternate/secondary calendar

  • Select calendar

  • Select Event - Custom value and select Event ID from Google Find Event Step 2

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

How to send iClosed information as Slack notification

Very easy, in two simple steps.

Step 1 (Trigger): select iClosed trigger that you'd like to send as information to Slack - for example Call outcome

  • Potential Contact

  • Qualified Contact

  • Disqualified contact

  • Contact call booked

  • Lead status changes

  • Contact detail changed

  • Call rescheduled

  • Call canceled

  • Call outcome

Step 2 (Action): Select Slack event that you'd like to create (e.g. send message to channel, direct message, etc...)

  • Choose where to send

  • Set details you'd like to send to Slack

And you're done.

Summary

As you've seen from the detailed explanations above, iClosed provides triggers for almost every scenario you may need. In case you would like to send only "Call Booked" to your CRM, only a few triggers will be needed for Zapier to do the work.

But in case you would like to send each and every entry and update the records along the lead journey, using the search to look for existing records, and utilizing filters to update only if/when information changes, is the right way of doing it.

In case you have an improvement proposal what we should include in Zapier, feel free to let us know by contacting our Customer Support team via chat button below, and we will send it to the Product team to place it on road map.

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