While Capsule integrates with a wide range of services, there are so many different tools and services available we haven’t been able to build our own integration with each one. This is where Zapier comes in.
What is Zapier?
Zapier is an online automation tool and timesaver that connects your favorite apps with each other, such as Capsule, Gmail, Slack, and more. You can connect two or more apps to automate repetitive tasks without coding or relying on developers to build a custom integration. It's easy enough that anyone can build their own app workflows with just a few clicks.
How to use Capsule with Zapier
Zapier works based on triggers and actions. Think of it as when X happens, do Y. Each app supported in Zapier has a predefined set of triggers and actions and potentially search options as well. More on search later.
- New or updated Contact
- New or updated Project
- New or updated Opportunity
- New or updated Task
Each time there’s a new or updated entry as listed above, that can in turn trigger an action in Zapier.
Inside a zap you can also use a trigger to search for records in Capsule which in turn can be used in an action. For example, if someone fills in a form in Formstack using an email address, you can use a ‘search’ step in Zapier to look up an existing contact in Capsule based on that email address and then add the details from the form on that existing contact rather than creating a duplicate.
How to create your first zap using Capsule
- If you haven’t already, first and foremost you need to sign up to a Zapier account. You can do that from here: https://zapier.com. They have a free plan with core features or paid plans to suit your needs.
- Once signed up and logged in you can start creating your first zap.
- Use the button to Create a Zap or fill in the details under What apps do you want to connect today?
- When you select Capsule as a trigger or action you’ll be asked to choose which of the triggers or actions to use and when you continue you’ll be asked to choose what Capsule account to use. At this point if you haven’t already connected Zapier to your Capsule account you’ll be asked to enter your Capsule subdomain and login details to authenticate to Capsule.
- Once you’ve authenticated your Capsule account you can continue on to the next steps.
- It’s at this point that things will vary quite a lot depending on what triggers or actions you’re using. We recommend that you have a read through Zapier’s getting started guide to familiarize yourself with the process so you have an idea of how things work. If you have questions about setting up your zap then feel free to reach out to our support team.
Please note that you have to be a Capsule admin to setup the Capsule App inside Zapier.
What are some of the most popular Zaps to use with Capsule?
Some Zaps that we know are popular here at Capsule include; adding new Mailchimp subscribers as people in Capsule, adding new Capsule Tasks to a to-do list and posting a message in Slack when a new Opportunity is created in Capsule. We have created some useful templates already, for example, if you would like to import sales Opportunities from a Google Sheet to Capsule we have the steps already in place to help you action this.
Import
Import Opportunities or Projects from a Google Sheet into your Capsule account.
Email notifications
Collect all your contacts
- Add new FullContact scanned cards as contacts in Capsule
- Send Gravity Forms contacts to Capsule
- Add new Eventbrite attendees as people in Capsule
- Add new JotForm entries as people in Capsule
Marketing
- Create new Constant Contact subscribers from new contacts in Capsule
- Create new subscribers in Mailchimp from new people in Capsule
- Add new contacts in Active Campaign from new people in Capsule
- Mail handwritten Thankster cards to new people in Capsule
Task management
Make sure you stay on top of your Capsule tasks no matter where you’re working by copying them to the project or tasks management tool of your choice.
- Add new Capsule tasks to Asana
- Add new Capsule tasks to Todoist
- Add new Capsule tasks as new cards in Trello
Activity Reporting
Continuously export your latest activity from Capsule to a Google Sheet.
- Add Capsule 'Latest Activity' RSS feed to a Google Sheet
Time tracking
- Import new Capsule organizations as TimeCamp projects
You can explore more Capsule integrations by Zapier at: https://zapier.com/apps/capsulecrm/integrations
How to turn off a Zap
- Login to Zapier and go to My Zaps
- From there use the toggle next to the Zap name to turn any Zap off that may currently be switched on.
When a Zap is turned off it will not actively check for new data or perform any actions.
Any data that comes in while a Zap is turned off will not be picked up when the Zap is turned on again.
How to edit an existing zap
- Login to Zapier and go to your Zaps
- From there click on the name of the Zap you'd like to edit.
- This will take you to the Zap editor when you can make any necessary changes.
If you are making substantial changes then it may be worth turning the Zap off until you are finished.
How to add a find step in Zapier
Sometimes there will be a situation where you will want to set up a Zap where Capsule will need to find the record first. For example, if you'd like a note to be added to a Capsule contact when they're added
Who can access my Zaps?
Zapier for Teams lets you create an account for you and your co-workers. A team is an account that has a single owner and then multiple members. With a team you can share Tasks and all users will be billed under one invoice. This is a great way to share Zaps and connected apps, with teams there are two different user levels; owners and members. The owner is who created the team, the access between both is similar, however, owners are able to change billing settings and Owners are able to view usage by team members. You can find out more information around this on the following page: https://zapier.com/help/manage/collaborate.
How is data and security managed with Zapier?
In order to take advantage of the Zapier integration, you will need to authenticate or login to the services that you would like to connect. When you enable linking between two applications, Zapier will collect relevant information, that is necessary to complete the desired workflow. We recommend having a look over Zapiers Privacy Policy Page for additional information around this: https://zapier.com/privacy.
How much will I pay for Zapier?
How much you pay for Zapier will depend on the amount of information that you are sending with your created Zaps, this will also be based on which functionality you may require. There are different plan options available that cater to different business needs. You can review these the Zapier Pricing Page. Zapier includes a 14-day free trial, this can be a great way to help get you to grips with the system.