Integrate Callingly Through Zapier

Zapier is a tool that helps you automate processes between your apps. These automations happen through workflows referred to as Zaps. Zapier allows you to connect Callingly to thousands of other tools that we don’t have native integrations.

Create A Zap

For demo purposes, let's create a zap connecting Typeform to Callingly. Each time a new lead fills out our Typeform, we want Callingly to call the lead.

From the dashboard of your Zapier account, click the orange Create Zap button in the left menu panel. A new screen will slide open to start the Zap creation process. It starts with creating a trigger.

1.

Create the trigger

A trigger is an event that causes a series of processes to begin resulting in the occurrence of another event. A real-life example is walking into a room with automatic lights. The trigger is movement in the room. Magical things happen with wires and science, and the lights turn on.

For our demo, submitting a Typeform should ultimately result in a call in Callingly. This means that the submission of a Typeform is the trigger that causes the workflow to begin.

In Zapier terms, Typeform is the app we want to use for our Trigger application. The submission of a Typeform is the event that triggers the Zap to begin.

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Note: This example doesn’t cover everything related to creating triggers in Zapier, as some apps have different steps. If you’re connecting a different application and have questions, Zapier’s documentation to Set up your Zap trigger should help!

1a.

Choose an app & event

You’ll begin creating your trigger by choosing an app and an event. As mentioned before, the application that we’re selecting for this scenario is Typeform, and the event is a form submission. To do this:

1. Search for Typeform in the search box that appears under the heading App event. This causes an Event box to appear.
2. Choose New Entry for the Event. New Entry is the name Typeform gives to a submitted form.
3. Click the Continue button to proceed to the next step of choosing an account.

1b.

Choose an account

Zapier needs to know which Typeform account to pull information from. You’ll need to log in to your Typeform account or choose the correct one if you're already logged into many. To select an account:

1. Select the Connect a new account option under the Choose account dropdown menu. A new window will ask you to select your Typeform account under the dropdown menu.

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   Note: A login window will appear first if you need to log into Typeform.
2. Hit the Continue button to finish adding your Typeform account and proceed to set up your trigger.

1c.

Set up trigger

Now that your account is connected, you can select which form will cause your workflow to begin once submitted.

1. Select the correct form from the dropdown menu. If you don’t see your form, click Refresh fields to refresh the loaded content that appears in Zapier.
2. Hit the Continue button below the dropdown menu.
3. Click the Test Trigger button to test your trigger event for errors.

When Zapier tests your trigger, it attempts to find a recent entry from your trigger app. We’re using Typeform, so Zapier will try to find a recent form submission. The information from the submission can then be used as test data in the Action step later.

Once Zapier has successfully tested your trigger, you can move on to define the action.

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Tip: If Zapier can’t find data for your trigger, add new data for the chosen event. In this case, that means filling out the Typeform and submitting it.

2.

Define the Action

An Action is an event that occurs as a result of your trigger being met. Callingly allows for four different actions through Zapier:

• Call Lead. Creates or updates a lead, calling your Team and putting the first to accept through to the lead’s phone number.
• Schedule Call. Creates or updates a lead, scheduling a call from your Team to the lead at the specified time.
• Update or Tag Lead. Updates or tags a lead.
• Find Lead. Finds an existing lead.

In the scenario we’re building, we want Callingly to initiate a call with the new lead, so we’ll use Call Lead. Define the action using the steps below.

2a.

Choose app & event

Select the app event that will take place once a trigger occurs in your Zap.

1. Search for Callingly in the search box under the App event heading. This causes an Event box to appear.
2. Choose Call Lead for the Event since we want the lead to be called upon submitting the Typeform.
3. Click the Continue button to proceed to the next step of choosing an account.

2b.

Choose an account

Zapier needs to know which Callingly account to pull information from. This means you’ll need to log in to your Callingly account or choose the correct account if you have already logged into multiple. To select an account:

1. Select the Connect a new account option under the Choose account dropdown menu.

2. Select your Callingly account from the dropdown menu.

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   Note: A login window will appear first if you're not logged into Callingly.
3. Hit the Continue button to finish adding your Callingly account and proceed to set up your action.

2c.

Set up action

You can choose the information you want to be sent from your app to Callingly. For this step, you’ll see various fields you must fill in. Some fields are required, such as Team and Phone Number.

There are three field types, each accepting different types of data. The different types of fields are:

• Dropdown menus: Click the arrow to select from a list of options
• Text fields: Enter a value or map data from previous steps. To map data, click the dropdown menu and select a variable from the list.
• List fields: Collections of text fields that let you send multiple values. To choose multiple items, click the empty field below the current field.

You’ll most often want to use the data mapping option for text fields. For example, in the First Name field, choose the Typeform field corresponding to the lead's first name. This way, the field will be populated with the information that your lead has included.

After filling in all the fields, click the Continue button to move on to the last step: Test your action.

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Tip: The Schedule Call action includes a required field for the date and time to schedule the call. This means your Typeform needs a similar field, where the lead inputs a date and time request for the call, all as one field. Don’t forget to take time zones into account when creating the Typeform!

2d.

Test your action

The last step in the process is to test your chosen action to ensure everything works as expected. You’ll see a screen showing the data from the test form entry that should be sent to Callingly for your action.

1. Review the data.
2. Click Test & Continue to run the action step. The next screen shows whether Zapier was successful at performing the action.
• Press Turn on Zap if the test is successful.
• If the test doesn’t work, the screen should provide an error message, prompting you with how to fix the problem.

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Note: The  Testing the action step causes the Zap to send live data to Callingly. If the action works correctly, events should occur in Callingly, such as attempting to call the phone number sent through your Typeform.

Video walkthrough

Use Zapier Paths to Route Calls

Occasionally, Users might want to route leads to specific Teams based on the phone number’s area code or some other factor. This can be done by using Zapier Paths.

Zapier Paths allows you to create an if-this-then-that scenario for your Actions. You can choose what conditions cause a path to continue and how many paths to use.

1.

Set up the path

The Dunder Mifflin Paper Company wants to route its new leads to the appropriate Callingly Team based on the area code of the Lead’s phone number. They need to route numbers with the 570 area code to the Scranton team and one that routes leads with a 203 area code to the Stamford team.

To accomplish this, you’ll need to set up Zapier Paths. These Paths need to be the last step of your Zap. You can either start with a new Zap, setting up the trigger as outlined above, OR start with an existing Zap that has a Callingly action.

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Caution: If starting with an existing Zap, you must delete the Callingly action for Paths to work.

1. Click the + button to add an Action step after your Trigger.
2. Search for and select Paths by Zapier under the App event menu. Two paths will be automatically created, but you can add more by clicking the Add New Path button. 

   

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   Note: You can add up to five paths; each Path can also utilize the Zapier Paths function. You can use up to five paths within the original path and go three levels deep. For example, the first path level could have three unique area codes going to the Scranton Team and three to the Stamford Team. A second level could further distribute those, with one area code each going to three unique team members.

1a.

Name the path

We’ll start by naming the path that sends the 570 area code to the Scranton team.

1. Click the Edit button next to Path A.
2. Select the Name fold down to unfold the Name section of the Path.
3. Type in a name for the Path. Choose something descriptive to help you distinguish it from the other Paths if you need to troubleshoot in the future. We’ve chosen the name 570 area code calls Scranton.

1b.

Rules setup and testing

Create the rules for the Path so it only continues if certain conditions are met. Because we want this path to ultimately call the Scranton team, we only want it to continue if the Lead’s phone number starts with the area code 570.

1. Click the Rules setup & testing fold down. Three data fields will appear for you to use to create your condition.
2. Select the appropriate field from your Typeform in the Choose field… dropdown. In our case, the field is “What’s your phone number?” because that is the name of the Typeform field where people can enter their phone number.
3. Choose the correct condition from the Choose condition… dropdown menu. We only want the information to continue to be passed to Callingly if the phone number begins with the area code 570, so we’ll select (Text) Starts with...

4. Type the correct text into the Edit text or insert data… field. Our Typeform collects phone numbers in the format of + Country Code (area code) phone number. Thus, we’re going to type in +1(570) to ensure we’re only getting phone numbers for the United States (+1) with the area code 570.

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   Note: If your situation calls for this, you can add more conditions using the + And button or the + Or button. For example, we might we want the Scranton team to receive all Leads for the state of Pennsylvania. To do this, add Or conditions with each Pennsylvania area code, such as OR Phone number (Text) Starts with +1(272). This way, the Path will continue if the phone number begins with any of the listed area codes.
5. Click the Continue button to finish setting up the rules for this path.

2.

Define the action

Now it’s time to select the Action that happens if the Path’s conditions are met. In this example, we want Zapier to call the Lead once it is routed to the Scranton team. The steps to setting up this action are the same as those outlined above.

3.

Repeat for each path

You’ll need to repeat the steps Set up the path and Define the action for every Path you create.

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Tip: When creating Paths, don’t forget to include one that provides for all situations outside your designed conditions.

In our scenario, we’ve chosen only two area codes to create conditions for: 570 and 203. What happens if our Typeform receives a Lead with a phone number that has a 212 area code? A third Path would be needed to act as a catchall for anything that is not a 570 or 203 area code.

Video walkthrough

Next Steps

1. Test the integration by creating a new fake lead in your connected account. We’ll fill out the Typeform with fake lead information to test the connection. This should call Callingly, which will route the phone call to the Team selected during the Define Action step, in our case, the Scranton team.
2. Set the call schedule. Be sure to set the schedule for when your Team can receive calls. This way, nobody will receive a call outside of work hours.

Pro-Tip

Zapier Paths allows you to create conditional actions depending on certain factors in the data sent to Callingly. Use this to route calls to the correct teams based on area code or other settings. See the section above for more information about how to do this.

Common Questions

Can I use Zapier to connect my CRM to Callingly?

Yes, you can connect your CRM to Callingly using Zapier with automations. These automations let you set up events and actions that quickly start, stop, and schedule calls. They can also sync and update information from your CRM to Callingly and vice versa.

How can I use Zapier to route calls based on area code?

You can do this by setting up paths in Zapier. Inside these paths, you can create certain conditions to route the call to the team that explicitly contacts leads with these area codes. See the section above for more info.

How can I use Zapier to route calls based on area code?

You can set up paths in Zapier using the steps outlined above. Inside these paths, you can create certain conditions to route the call to the team that explicitly contacts leads with these area codes. 

For example, if you have two teams with 514 and 647 area codes, you can reroute the incoming calls to the corresponding team that uses each area code.