> ## Documentation Index
> Fetch the complete documentation index at: https://docs.skaala.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Zapier Integration

> Connect Skaala with 5,000+ apps using Zapier automation

# Zapier Integration

Automate workflows by connecting Skaala with thousands of apps through Zapier.

<Info>
  Skaala's Zapier integration is in beta. Request early access at [support@skaala.ai](mailto:support@skaala.ai)
</Info>

## Overview

Connect Skaala to popular apps:

* **CRM**: HubSpot, Salesforce, Pipedrive
* **Calendar**: Google Calendar, Outlook, Calendly
* **Communication**: Slack, Microsoft Teams, Discord
* **Email**: Gmail, SendGrid, Mailchimp
* **Spreadsheets**: Google Sheets, Airtable, Notion

## Triggers

Skaala events that can start a Zap:

### New Booking

```javascript theme={null}
{
  "trigger": "booking.created",
  "data": {
    "id": "bkg_abc123",
    "customer_name": "John Doe",
    "customer_phone": "+46701234567",
    "service": "Haircut",
    "start_time": "2025-01-15T10:00:00Z",
    "created_at": "2025-01-10T14:30:00Z"
  }
}
```

**Example Zaps:**

* Create Google Calendar event
* Add contact to CRM
* Send confirmation email via Gmail
* Log to Google Sheets

### Cancelled Booking

```javascript theme={null}
{
  "trigger": "booking.cancelled",
  "data": {
    "id": "bkg_abc123",
    "cancelled_at": "2025-01-12T09:15:00Z",
    "cancellation_reason": "Customer request"
  }
}
```

**Example Zaps:**

* Notify team in Slack
* Update CRM opportunity status
* Send cancellation email

### Call Completed

```javascript theme={null}
{
  "trigger": "call.completed",
  "data": {
    "id": "call_xyz789",
    "duration_seconds": 180,
    "summary": "Customer inquired about pricing",
    "outcome": "booking_created",
    "recording_url": "https://..."
  }
}
```

**Example Zaps:**

* Transcribe call with AssemblyAI
* Create task in Asana
* Log to Notion database

### New Contact

```javascript theme={null}
{
  "trigger": "contact.created",
  "data": {
    "id": "cnt_def456",
    "name": "Jane Smith",
    "phone": "+46709876543",
    "email": "jane@example.com",
    "source": "inbound_call"
  }
}
```

**Example Zaps:**

* Add to email marketing list (Mailchimp, SendGrid)
* Create HubSpot contact
* Send welcome email via Gmail

## Actions

Use Skaala actions in your Zaps:

### Create Booking

```javascript theme={null}
{
  "action": "create_booking",
  "input": {
    "service_id": "svc_abc123",
    "customer_name": "{{trigger.name}}",
    "customer_phone": "{{trigger.phone}}",
    "start_time": "{{trigger.selected_time}}"
  }
}
```

**Example workflows:**

* Create booking from Calendly event
* Book appointment from form submission
* Schedule follow-up from CRM task

### Send SMS

```javascript theme={null}
{
  "action": "send_sms",
  "input": {
    "to": "{{trigger.phone}}",
    "message": "Your appointment is tomorrow at {{booking.time}}"
  }
}
```

**Example workflows:**

* Send reminder 24h before booking
* Notify customer of status change
* Send promotional offers

## Example Zaps

### 1. New Booking → Create Calendar Event + Send Email

<Steps>
  <Step title="Trigger: New Booking in Skaala">
    When a booking is created
  </Step>

  <Step title="Action: Create Google Calendar Event">
    Add appointment to calendar
  </Step>

  <Step title="Action: Send Email via Gmail">
    Send confirmation email to customer
  </Step>

  <Step title="Action: Post to Slack">
    Notify team in #bookings channel
  </Step>
</Steps>

### 2. Form Submission → Create Contact + Book Appointment

<Steps>
  <Step title="Trigger: New Typeform Response">
    Customer submits booking request form
  </Step>

  <Step title="Action: Create Contact in Skaala">
    Add customer details to CRM
  </Step>

  <Step title="Action: Create Booking in Skaala">
    Book appointment from form data
  </Step>

  <Step title="Action: Send SMS via Skaala">
    Send booking confirmation
  </Step>
</Steps>

### 3. Call Completed → Log to CRM + Create Task

<Steps>
  <Step title="Trigger: Call Completed in Skaala">
    AI call finishes
  </Step>

  <Step title="Action: Update HubSpot Contact">
    Log call notes and outcome
  </Step>

  <Step title="Action: Create Asana Task">
    Create follow-up task if needed
  </Step>
</Steps>

## Setup Instructions

<Steps>
  <Step title="Connect Skaala Account">
    In Zapier, search for Skaala and click "Connect"
  </Step>

  <Step title="Enter API Key">
    Get your API key from Skaala dashboard → Settings → API Keys
  </Step>

  <Step title="Test Connection">
    Zapier will verify your credentials
  </Step>

  <Step title="Create Your First Zap">
    Choose trigger and actions to automate your workflow
  </Step>
</Steps>

## Best Practices

<AccordionGroup>
  <Accordion title="Use Filters to Reduce Zap Runs">
    Add filters to only process specific events (e.g., bookings over \$500)
  </Accordion>

  <Accordion title="Add Delays for Sequential Actions">
    Use Zapier's delay feature for time-sensitive workflows
  </Accordion>

  <Accordion title="Test Thoroughly Before Enabling">
    Run test Zaps to verify data mapping is correct
  </Accordion>

  <Accordion title="Monitor Zap History">
    Check Zapier task history for errors and troubleshooting
  </Accordion>
</AccordionGroup>

## Troubleshooting

### Zap Not Triggering

* Verify webhook is active in Skaala dashboard
* Check API key has correct permissions
* Ensure event type matches trigger configuration

### Data Mapping Issues

* Use Zapier's formatter to transform data types
* Add custom JavaScript code for complex transformations
* Test with sample data before going live

## Advanced: Zapier MCP Agent Integration

<Info>
  **What's This?** Your Skaala AI agent can actually trigger Zapier automations DURING phone conversations! This is an advanced feature that lets your AI do powerful actions while talking to customers.
</Info>

### How It Works

When properly configured, your AI agent can:

* Trigger specific Zaps during conversations
* Pass information from the call into automation workflows
* Take actions based on what the customer says
* Update multiple systems in real-time

**Example Scenario:**

```
Customer: "Can you add me to your VIP customer list?"
AI: "Absolutely! I'm adding you right now."
→ AI triggers Zap that:
  1. Tags contact as "VIP" in CRM
  2. Adds to exclusive email list
  3. Sends notification to sales team
  4. Updates loyalty program database
AI: "Done! You'll get our VIP newsletter starting next week."
```

### What the AI Agent Can Do with Zapier

<AccordionGroup>
  <Accordion title="Customer Information Management">
    * Add contacts to email marketing lists during calls
    * Update CRM records with conversation details
    * Create tasks for follow-up based on customer requests
    * Tag customers based on conversation topics
  </Accordion>

  <Accordion title="Real-Time Notifications">
    * Notify your team in Slack when VIP customer calls
    * Alert manager when booking value exceeds threshold
    * Create support tickets from customer complaints
    * Send SMS to technician when urgent service requested
  </Accordion>

  <Accordion title="Data Logging & Analytics">
    * Log call outcomes to Google Sheets
    * Track lead sources in Airtable
    * Update Notion databases with customer insights
    * Record interaction details in Monday.com
  </Accordion>

  <Accordion title="Multi-System Updates">
    * Book appointment in external scheduling system
    * Create invoice in accounting software
    * Update inventory when service is booked
    * Log lead in multiple CRM systems simultaneously
  </Accordion>
</AccordionGroup>

### Setting Up AI-Triggered Zaps

<Steps>
  <Step title="Create a Webhook Zap">
    In Zapier, create a Zap that starts with "Webhooks by Zapier" trigger
  </Step>

  <Step title="Get Webhook URL">
    Zapier will provide a unique webhook URL
  </Step>

  <Step title="Configure in Skaala">
    In your dashboard, go to Settings → Integrations → Zapier MCP
    Add the webhook URL and name the action (e.g., "add\_to\_vip\_list")
  </Step>

  <Step title="Train Your AI">
    In AI Assistant settings, tell the AI when to trigger this Zap:
    "When customer asks to join VIP program, trigger add\_to\_vip\_list"
  </Step>

  <Step title="Test It">
    Call your number and test the trigger phrase
  </Step>
</Steps>

### Example Use Cases

<CardGroup cols={2}>
  <Card title="Priority Customer Routing" icon="star">
    **Trigger**: Customer identifies as existing VIP

    **Zap Actions**:

    * Check VIP status in CRM
    * Notify account manager via Slack
    * Flag call for priority callback if AI can't help
  </Card>

  <Card title="Lead Capture & Distribution" icon="users">
    **Trigger**: Customer asks about enterprise services

    **Zap Actions**:

    * Create lead in Salesforce
    * Add to enterprise email sequence
    * Assign to sales rep based on territory
    * Schedule discovery call
  </Card>

  <Card title="Inventory Management" icon="box">
    **Trigger**: Customer books service requiring specific equipment

    **Zap Actions**:

    * Check inventory in Airtable
    * Reserve equipment for booking time
    * Create purchase order if stock low
    * Notify warehouse team
  </Card>

  <Card title="Emergency Escalation" icon="bell">
    **Trigger**: Customer mentions urgent problem or keyword

    **Zap Actions**:

    * Create high-priority ticket in Help Scout
    * Send SMS to on-call technician
    * Post in #emergencies Slack channel
    * Log incident in PagerDuty
  </Card>
</CardGroup>

### Best Practices for AI-Triggered Zaps

<AccordionGroup>
  <Accordion title="Keep Triggers Simple">
    Don't create too many triggers - it confuses the AI. Limit to 3-5 key automations.
  </Accordion>

  <Accordion title="Use Clear Trigger Names">
    Name triggers descriptively: "add\_to\_vip\_list" not "zap1". AI uses these names to understand what to do.
  </Accordion>

  <Accordion title="Test Thoroughly">
    Call your number and test each trigger multiple times with different phrasings to ensure AI recognizes them.
  </Accordion>

  <Accordion title="Monitor Zap History">
    Regularly check Zapier task history to ensure automations are working correctly and not triggering unexpectedly.
  </Accordion>

  <Accordion title="Add Failsafes">
    Include filters in your Zaps to prevent actions if critical data is missing (e.g., don't add to email list without email address).
  </Accordion>
</AccordionGroup>

### Troubleshooting AI-Triggered Zaps

<AccordionGroup>
  <Accordion title="AI isn't triggering the Zap">
    **Possible causes:**

    * Trigger phrase too complex or ambiguous
    * AI not properly trained on when to use it
    * Webhook URL incorrect or expired

    **Solution:** Simplify trigger phrase, retrain AI with more examples, verify webhook URL
  </Accordion>

  <Accordion title="Zap triggers at wrong times">
    **Possible causes:**

    * Trigger phrase too generic (e.g., "help")
    * Multiple similar triggers confusing AI

    **Solution:** Make trigger phrases more specific and distinct from each other
  </Accordion>

  <Accordion title="Data not passing correctly">
    **Possible causes:**

    * Field mapping errors
    * AI not extracting data correctly

    **Solution:** Use Zapier's formatter to handle data transformation, add more structure to what AI should capture
  </Accordion>
</AccordionGroup>

***

## Related Resources

<CardGroup cols={2}>
  <Card title="Webhooks Guide" icon="webhook" href="/guides/webhooks">
    Direct webhook integration for real-time events
  </Card>

  <Card title="API Reference" icon="code" href="/api-reference/bookings/list-bookings">
    Build custom integrations with our REST API
  </Card>

  <Card title="AI Assistant Guide" icon="robot" href="/guides/dashboard-overview#ai-assistant-configuration">
    Learn how to configure your AI's capabilities
  </Card>
</CardGroup>

## Need Help Setting This Up?

The Zapier MCP integration is powerful but can be complex. Our support team can help you design and implement the perfect automation workflows for your business.

**Contact us**: [support@skaala.ai](mailto:support@skaala.ai) or chat in your dashboard