Zapier Integration

Zapier Integration

Zapier connects Chatsby to over 5,000 applications, enabling you to build automated workflows --- called Zaps --- without writing a single line of code. When events occur in your Chatsby agent (a new conversation starts, a lead is captured, a low rating is received), Zapier can automatically push that data to your CRM, send alerts to your team, log entries to spreadsheets, create tasks in project management tools, and much more. This guide covers every available trigger and action, step-by-step Zap creation, detailed example workflows, and troubleshooting.

Overview

The Chatsby Zapier integration enables two things:

1. Triggers --- Events in Chatsby that start a Zap (e.g., a new conversation begins).
2. Actions --- Operations that Chatsby can perform when triggered by other apps (e.g., send a message to an existing conversation).

By combining Chatsby triggers with actions in other apps --- or triggers from other apps with Chatsby actions --- you can build powerful, multi-step automations that keep your entire business stack in sync.

Available Triggers

These are the events in Chatsby that can start a Zap. Each trigger fires in real time when the corresponding event occurs.

Available Actions

These are operations Chatsby can perform when a Zap is triggered by another app.

Setup: Connecting Chatsby to Zapier

Example Zaps

1. New Lead to HubSpot Contact

Trigger: Chatsby --- New Contact Captured Action: HubSpot --- Create Contact

This Zap automatically creates a new contact in HubSpot every time your Chatsby agent captures a visitor's contact information. Your sales team sees the lead in their pipeline within seconds.

2. Low Rating to Slack Alert + Asana Task

Trigger: Chatsby --- Low Rating Received Action 1: Slack --- Send Channel Message Action 2: Asana --- Create Task

This is a multi-step Zap that does two things when a low rating is received:

1. Sends a message to your #support-alerts Slack channel with the conversation transcript and rating.
2. Creates an Asana task assigned to your support lead with the conversation link and a due date of the next business day.

3. New Conversation to Google Sheets Row

Trigger: Chatsby --- New Conversation Action: Google Sheets --- Create Spreadsheet Row

This Zap creates a running log of every conversation in a Google Sheet. Useful for reporting, auditing, and identifying trends in what customers are asking about.

4. Action Triggered to Custom Webhook

Trigger: Chatsby --- Action Triggered Action: Webhooks by Zapier --- POST

This advanced Zap sends the Action payload to any URL you specify. Use it to integrate with internal tools, custom APIs, or any service that accepts HTTP POST requests. Configure the webhook with:

{
  "action_name": "{{action_name}}",
  "conversation_id": "{{conversation_id}}",
  "data": "{{action_data}}",
  "timestamp": "{{timestamp}}"
}

Testing Zaps

After creating a Zap, always test it before publishing:

1. Use Zapier's built-in test feature --- Click "Test" in the Zap editor to run the workflow once with sample or live data.
2. Trigger a real event --- Start a conversation with your Chatsby agent, capture a contact, or give a rating to generate a real trigger event.
3. Check the destination --- Verify that the data appears correctly in the destination app (e.g., a new row in Google Sheets, a new contact in HubSpot).
4. Check Zapier's Task History --- Go to Zap History in Zapier's dashboard to see the status of every task. Look for any errors or warnings.

Multi-Step Zaps

Zapier supports multi-step Zaps that chain multiple actions together from a single trigger. For example:

• Trigger: New Contact Captured
  • Step 1: Create HubSpot Contact
  • Step 2: Send Slack notification to #sales
  • Step 3: Add row to Google Sheets lead log
  • Step 4: Send welcome email via Gmail

Multi-step Zaps require a Zapier Starter plan or above. They are the most powerful way to orchestrate complex workflows from a single Chatsby event.

Troubleshooting

Trigger Not Firing

Authentication Errors

If Zapier reports a "401 Unauthorized" or "Invalid API Key" error:

• Go to Settings > API Keys in your Chatsby dashboard and verify the key is active.
• Delete the Chatsby connection in Zapier (My Apps > Chatsby > Delete) and reconnect with a fresh API key.
• Ensure you are using the correct API key format (not the agent ID or another identifier).

Data Not Mapping Correctly

If fields appear empty or contain unexpected values in the destination app:

• Click the trigger step in your Zap and re-test it to pull fresh sample data.
• Verify that you mapped the correct Chatsby fields to the correct destination fields.
• Some fields (like visitor email) are only available when the agent has captured that information. If the visitor is anonymous, those fields will be empty.

Zapier Pricing Considerations

Each time a Zap runs successfully, it consumes one "task." A multi-step Zap with three actions still counts as one task per execution. Plan your Zap volume based on your expected conversation volume to avoid unexpected charges.