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Overview

Zapier is a powerful automation platform that connects GoBlue with over 5,000 apps without requiring any coding. This guide shows you how to set up automated workflows (called “Zaps”) that trigger GoBlue messages from popular business applications.
Before starting, ensure you have a GoBlue form created with “Enable capturing” turned on. If you need help, see our Setup First Form guide.

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Why Use Zapier with GoBlue?

No Coding Required

Connect apps visually without writing any code or managing servers

5,000+ Integrations

Connect with virtually any business app or service you use

Real-time Automation

Messages are triggered instantly when events occur in connected apps

Easy Maintenance

Update and manage integrations through Zapier’s user-friendly interface

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Basic Zapier Setup

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Step 1: Create a Zapier Account

1

Sign Up

Go to zapier.com and create a free account if you don’t already have one.
2

Verify Email

Confirm your email address and complete the onboarding process.
3

Explore Available Apps

Browse Zapier’s app directory to see what services you can connect to GoBlue.

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Step 2: Get Your GoBlue Webhook URL

1

Open GoBlue App

Navigate to the Forms tab and select the form you want to use with Zapier.
2

Copy Webhook URL

Tap “Copy Capture URL” to copy your form’s webhook URL to the clipboard.The URL format will be:
https://api.goblue.app/v1/forms/{form-id}/webhook
3

Save for Later

Keep this URL handy - you’ll need it when setting up your Zap.

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Common Zapier Workflows

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Lead Capture Workflow

Trigger: New lead in your CRM
Action: Send welcome message via GoBlue
1

Create New Zap

In Zapier, click “Create Zap” to start building your automation.
2

Choose Trigger App

Select your CRM or lead source as the trigger:
  • HubSpot: New contact or deal
  • Salesforce: New lead or opportunity
  • Pipedrive: New person or deal
  • Airtable: New record
  • Google Sheets: New row
3

Configure Trigger

Connect your account and specify what event should trigger the automation:Example for HubSpot:
  • Event: “New Contact”
  • Filter: Only contacts with phone numbers
4

Test Trigger

Zapier will pull in recent data from your trigger app to test the connection.
5

Add GoBlue Action

Click ”+” to add an action step, then search for “Webhooks by Zapier” since GoBlue uses webhook integration.
6

Configure Webhook

Set up the webhook action:
  • Action Event: POST
  • URL: Your GoBlue webhook URL
  • Payload Type: JSON
7

Map Data Fields

Map the trigger data to your GoBlue form fields:
{
  "firstName": "{{First Name}}",
  "lastName": "{{Last Name}}",
  "phoneNumber": "{{Phone}}",
  "email": "{{Email}}",
  "leadSource": "HubSpot CRM",
  "company": "{{Company Name}}"
}
8

Test Action

Send a test webhook to verify the integration works correctly.
9

Turn On Zap

Once testing is successful, turn on your Zap to start automating!

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E-commerce Order Workflow

Trigger: New order in your store
Action: Send order confirmation message
  • Shopify Integration
  • WooCommerce Integration
1

Select Shopify Trigger

Choose “Shopify” as your trigger app and select “New Order” as the event.
2

Connect Shopify Account

Authorize Zapier to access your Shopify store data.
3

Configure Order Filter

Optionally filter orders by:
  • Order status (paid, fulfilled, etc.)
  • Product type
  • Order value
  • Customer tags
4

Map Order Data

Configure the webhook payload with order information:
{
  "firstName": "{{Customer First Name}}",
  "lastName": "{{Customer Last Name}}",
  "phoneNumber": "{{Customer Phone}}",
  "email": "{{Customer Email}}",
  "orderNumber": "{{Order Number}}",
  "orderTotal": "{{Total Price}}",
  "items": "{{Line Items Title}}",
  "orderDate": "{{Created At}}",
  "trackingNumber": "{{Tracking Number}}"
}

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Form Submission Workflow

Trigger: New form submission
Action: Send follow-up message
  • Google Forms
  • Typeform
  • Gravity Forms
1

Create Google Forms Trigger

Select “Google Forms” and choose “New Form Response” as the trigger event.
2

Select Form

Choose the specific Google Form you want to monitor for new submissions.
3

Map Form Fields

Map Google Form responses to GoBlue fields:
{
  "firstName": "{{First Name}}",
  "lastName": "{{Last Name}}",
  "phoneNumber": "{{Phone Number}}",
  "email": "{{Email Address}}",
  "serviceInterest": "{{What services are you interested in?}}",
  "message": "{{Additional Comments}}",
  "submissionDate": "{{Timestamp}}"
}

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Calendar Booking Workflow

Trigger: New appointment booked
Action: Send confirmation message
  • Calendly
  • Acuity Scheduling
1

Select Calendly Trigger

Choose “Calendly” as your trigger app and select “Invitee Created” as the event.
2

Connect Calendly Account

Authorize Zapier to access your Calendly booking data.
3

Filter Bookings

Optionally filter by:
  • Event type
  • Booking date/time
  • Invitee details
4

Map Booking Data

Configure the webhook with appointment details:
{
  "firstName": "{{Invitee First Name}}",
  "lastName": "{{Invitee Last Name}}",
  "phoneNumber": "{{Phone Number}}",
  "email": "{{Invitee Email}}",
  "appointmentTime": "{{Event Start Time}}",
  "appointmentType": "{{Event Type Name}}",
  "meetingLink": "{{Join URL}}",
  "timeZone": "{{Invitee Timezone}}"
}

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Advanced Zapier Configurations

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Multi-Step Workflows

Create complex workflows with multiple actions:
1

Add Filter Step

Use Zapier’s Filter action to only process certain types of data:Example: Only send messages for leads with phone numbers
  • Filter: Phone Number exists
  • Condition: Is not empty
2

Add Formatter Step

Use Formatter to clean or modify data before sending to GoBlue:Phone Number Formatting:
  • Action: Format Phone Number
  • Input:
  • Output Format: +1XXXXXXXXXX
3

Add Lookup Tables

Use Lookup Tables to translate values:Service Type Translation:
  • “Web Design” → “website development”
  • “SEO” → “search engine optimization”
  • “PPC” → “paid advertising”
4

Add Delay Step

Add delays between actions:Example: Wait 5 minutes before sending follow-up
  • Action: Delay by Zapier
  • Delay for: 5 minutes

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Conditional Logic

Create branching workflows based on data conditions:
1

Add Paths

Use Zapier’s Paths feature to create conditional branches:Path A: High-value leads (Budget > 10,000)∗∗PathB∗∗:Standardleads(Budget≤10,000) **Path B**: Standard leads (Budget ≤ 10,000)
2

Configure Path Rules

Set conditions for each path:Path A Rules:
  • Budget greater than 10000
  • Send to premium follow-up form
Path B Rules:
  • Budget less than or equal to 10000
  • Send to standard follow-up form
3

Different Actions per Path

Each path can have different GoBlue webhooks:Path A: Premium message template Path B: Standard message template

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Error Handling

Set up error handling and notifications:
1

Enable Error Notifications

In your Zap settings, enable email notifications for errors.
2

Add Error Recovery

Use Zapier’s built-in retry logic:
  • Automatic retries for temporary failures
  • Exponential backoff for rate limiting
3

Create Error Webhook

Set up a separate webhook for handling failed attempts:
{
  "errorType": "webhook_failed",
  "originalData": "{{Original Data}}",
  "errorMessage": "{{Error Message}}",
  "timestamp": "{{Current Time}}"
}

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Data Mapping Best Practices

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Field Name Consistency

Keep field names consistent across all your Zaps:
Use these consistent field names across all integrations:
  • firstName (not first_name or FirstName)
  • lastName (not last_name or LastName)
  • phoneNumber (not phone or Phone)
  • email (not emailAddress or Email)
  • company (not companyName or Company)
Standardize date formats using Zapier’s Formatter:
  • Input: Any date format from trigger
  • Transform: Format as ISO 8601 (2024-01-15T10:30:00Z)
  • Output: Consistent date format for GoBlue
Always format phone numbers consistently:
  • Use Formatter to convert to E.164 format (+1234567890)
  • Remove spaces, dashes, and parentheses
  • Add country code if missing

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Data Enrichment

Enhance your data before sending to GoBlue:

Add Context

Include source information, timestamps, and other contextual data

Calculate Values

Use Formatter to calculate lead scores, priority levels, or categories

Lookup Additional Data

Use Lookup Tables or database lookups to enrich lead information

Clean Data

Remove extra spaces, standardize capitalization, and validate formats

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Testing Your Zaps

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Step-by-Step Testing

1

Test Each Step

Test each step of your Zap individually:
  • Trigger: Verify it captures the right data
  • Filters: Confirm they work as expected
  • Actions: Check the webhook payload
2

End-to-End Testing

Test the complete workflow:
  • Create test data in your trigger app
  • Verify the webhook reaches GoBlue
  • Check that the message appears in your queue
  • Confirm the message content is correct
3

Edge Case Testing

Test with problematic data:
  • Missing phone numbers
  • Invalid email addresses
  • Special characters in names
  • Very long text fields

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Monitoring Zap Performance

Monitor your Zaps in the Zapier dashboard:
  • View run history and success rates
  • Check for errors and failed runs
  • Monitor task usage against your plan limits
Check the GoBlue app regularly:
  • Verify messages are being created
  • Monitor message queue depth
  • Check for any processing errors
Track the effectiveness of your automated messages:
  • Monitor reply rates by message type
  • Track conversion from message to appointment/sale
  • Analyze optimal sending times

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Troubleshooting Common Issues

Possible Causes:
  • Trigger app permissions not granted
  • Filter conditions too restrictive
  • Test data doesn’t match real data structure
Solutions:
  • Reconnect the trigger app account
  • Review and adjust filter conditions
  • Test with actual production data
Possible Causes:
  • Missing required phoneNumber field
  • Invalid JSON structure
  • Field names don’t match GoBlue form
Solutions:
  • Always include phoneNumber in payload
  • Validate JSON structure in Zapier test
  • Match field names exactly to your GoBlue form
Possible Causes:
  • GoBlue form capturing is disabled
  • Wrong webhook URL in Zap
  • Form doesn’t have message template
Solutions:
  • Enable “Enable capturing” in form settings
  • Double-check webhook URL matches form
  • Configure message template with variables
Possible Causes:
  • Too many webhooks sent too quickly
  • Multiple Zaps sending to same form
  • Zapier retry logic overwhelming GoBlue
Solutions:
  • Add delays between multiple actions
  • Distribute load across multiple forms
  • Implement batch processing where possible

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Zapier Plan Considerations

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Task Usage Optimization

Free Plan (100 tasks/month)

Best for: Testing and small-scale automation
  • 1-2 simple Zaps
  • Personal use or small business trials

Paid Plans (750+ tasks/month)

Best for: Business automation
  • Multiple Zaps with filters and formatters
  • Multi-step workflows
  • Team collaboration features

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Task Conservation Tips

Place filters early in your Zap to avoid wasting tasks on unwanted data:
  • Filter out test records
  • Only process records with phone numbers
  • Skip duplicate entries
Instead of multiple Zaps for similar triggers, use Paths:
  • One trigger with multiple paths
  • Conditional logic based on data values
  • Reduced overall task consumption
For high-volume scenarios:
  • Use digest/batch triggers when available
  • Process multiple records in a single task
  • Consider custom webhook handlers for very high volumes

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Security and Compliance

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Data Privacy

Ensure your Zapier integrations comply with privacy regulations:
  • GDPR: Only process data with proper consent
  • CCPA: Respect opt-out requests
  • TCPA: Obtain consent for automated messaging
  • Industry Standards: Follow sector-specific requirements

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Security Best Practices

Webhook Security

Use HTTPS webhooks and validate payloads where possible

Access Control

Limit Zapier app permissions to minimum required access

Data Retention

Understand Zapier’s data retention policies for your plan

Monitoring

Regularly review Zap activity and access logs
Trigger: New lead from Zillow, Realtor.com, or website Action: Instant personalized message with property information Template: “Hi , I saw you’re interested in . I’d love to schedule a showing!”
Trigger: Abandoned cart in Shopify/WooCommerce Action: Delayed follow-up message with discount code Template: “Hi , you left some great items in your cart! Use code SAVE10 to complete your order.”
Trigger: New booking in Calendly/Acuity Action: Immediate confirmation with preparation instructions Template: “Hi , your appointment is confirmed for . Please bring…”
Trigger: New trial signup from website/CRM Action: Welcome sequence with onboarding tips Template: “Welcome to , ! Here’s how to get the most from your trial…”

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Next Steps

Message Templating

Create dynamic, personalized message templates for your Zaps

iOS Shortcuts Setup

Configure message sending automation on your iOS device

Contact Management

Organize and track contacts from your Zapier integrations

Advanced Usage

Scale your Zapier workflows for high-volume scenarios
Start with one simple Zap and gradually add complexity as you become comfortable with the GoBlue + Zapier integration. This approach helps you identify and resolve issues early while building confidence in your automation workflows.