> For the complete documentation index, see [llms.txt](https://docs.scaleconnect.com.au/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.scaleconnect.com.au/scaleconnect-docs/integrations/custom-integrations/zapier.md). # Zapier {% hint style="warning" %} **Coming soon** — The Zapier integration is on our roadmap and not yet available in ScaleConnect. This page describes the planned functionality based on the product specification. Features and workflows may change before release. {% endhint %} Zapier connects ScaleConnect to thousands of external apps — CRMs, spreadsheets, messaging tools, project managers, and more. Instead of switching between platforms or copying data manually, you can set up automated workflows (called Zaps) that move information between ScaleConnect and your existing tools whenever specific events occur. Each Zap has a **trigger** (something that happens in one app) and an **action** (something that happens automatically in another app as a result). ScaleConnect can act as either the trigger or the action, giving you flexibility to build workflows in both directions. *** ## What You Can Do With the Zapier integration, you can: * **Automate repetitive tasks** — stop manually entering the same data in two places. When a client is added in ScaleConnect, automatically create a contact in your CRM. * **Trigger external actions** — when something happens in ScaleConnect (a review is completed, a meeting is booked), send a notification, update a spreadsheet, or create a task in another tool. * **Push data into ScaleConnect** — when something happens in an external tool (a deal closes in your CRM, a form is submitted), create or update a client record in ScaleConnect. * **Bridge integrations** — use Zapier as a connector for tools that don't have a direct ScaleConnect integration. For example, the [Granola](/scaleconnect-docs/integrations/custom-integrations/granola.md) Business plan uses Zapier as a bridge to import meeting transcripts. {% hint style="info" %} Zapier is a third-party platform with its own pricing. You'll need a Zapier account to use this integration. Visit [zapier.com](https://zapier.com) for plans and pricing. {% endhint %} *** ## Available Triggers Triggers are events in ScaleConnect that can start a Zap. When one of these events occurs, Zapier automatically runs the action you've configured. | Trigger | When it fires | | ---------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **New client added** | A new client record is created in the Client Manager | | **AI Review completed** | An [AI Review](https://github.com/scaleapp-au/scaleconnect-docs/blob/main/integrations/ai-reviews.md) is generated for a client | | **Meeting scheduled** | A meeting is booked through the [Calendar Agent](https://github.com/scaleapp-au/scaleconnect-docs/blob/main/integrations/calendar-agent.md) or calendar panel | | **Client milestone reached** | A client hits a goal or milestone defined in their strategy | | **Client message received** | A client sends a message through the ScaleApp chat | | **Note created** | A new note is added to a client's file (manually or via import) | Each trigger includes relevant data in the payload — client name, email, event details, timestamps, and IDs — which you can map to fields in the destination app. *** ## Available Actions Actions are operations Zapier can perform in ScaleConnect when triggered by an event in another app. | Action | What it does | | --------------------- | ------------------------------------------------------------------------------------------------------------------ | | **Create client** | Adds a new client record to the Client Manager with the data provided from the external app | | **Add note** | Creates a note on an existing client's file — useful for logging external activity against the client record | | **Send notification** | Delivers an in-app notification to the broker — useful for alerting you to events that happen outside ScaleConnect | Actions require a valid client identifier (email or client ID) to match data to the correct record. Zapier's built-in mapping lets you connect fields from the trigger app to the corresponding ScaleConnect fields. *** ## Example Zaps Here are some practical workflows you can build with the ScaleConnect Zapier integration. ### Granola → ScaleConnect: Import meeting transcripts For [Granola](/scaleconnect-docs/integrations/custom-integrations/granola.md) Business plan users who don't have direct API access, Zapier bridges the gap. * **Trigger:** New transcript in Granola * **Action:** Add note to client in ScaleConnect * **How it works:** When Granola finishes transcribing a meeting, the Zap matches the transcript to a client by email and creates a note on their file. The transcript becomes part of the client's knowledge base. ### ScaleConnect → Slack: Post AI Review summary Keep your team informed when reviews are completed. * **Trigger:** AI Review completed in ScaleConnect * **Action:** Post message to Slack channel * **How it works:** When an AI Review is generated, the Zap posts a summary to a designated Slack channel — client name, review type, key observations, and a link back to the review in ScaleConnect. ### ScaleConnect → Google Sheets: Log new clients Maintain a running spreadsheet of client intake. * **Trigger:** New client added in ScaleConnect * **Action:** Add row to Google Sheet * **How it works:** Each new client creates a row with their name, email, phone number, client type, and date added. Useful for reporting, tracking growth, or feeding data into external dashboards. ### HubSpot → ScaleConnect: Create note on deal stage change Sync CRM activity with client records. * **Trigger:** Deal stage changed in HubSpot * **Action:** Add note to client in ScaleConnect * **How it works:** When a deal moves to a new stage in HubSpot (e.g. "Application Submitted" or "Settled"), a note is created on the matching client's file in ScaleConnect. This keeps the client record up to date without manual data entry. ### ScaleConnect → Trello: Create card for client milestones Track follow-up actions in your project management tool. * **Trigger:** Client milestone reached in ScaleConnect * **Action:** Create card in Trello * **How it works:** When a client reaches a goal milestone, a Trello card is created with the milestone details, client name, and recommended next steps. Your team can pick it up from the board. *** ## Setting Up a Zap ### Connect ScaleConnect to Zapier 1. Log in to your [Zapier account](https://zapier.com). 2. Click **Create Zap** (or **+ Create** from the dashboard). 3. In the trigger step, search for **ScaleConnect** in the app directory. 4. Select ScaleConnect and choose a trigger event from the list. 5. Zapier will prompt you to **Connect your ScaleConnect account**. Click the button and authorise access using your ScaleConnect credentials. 6. Once connected, Zapier pulls in test data from your account so you can map fields. ### Build the workflow 7. Configure the trigger — select any filters or conditions (e.g. only fire for clients of a certain type). 8. Add an action step — search for the destination app (Slack, Google Sheets, HubSpot, etc.). 9. Map fields from the ScaleConnect trigger to the action app's inputs. 10. Test the Zap with sample data to verify everything maps correctly. 11. Turn the Zap on. It will run automatically from now on. ### Using ScaleConnect as an action If you want data flowing *into* ScaleConnect: 1. Set the trigger to the external app (e.g. HubSpot, Typeform, Granola). 2. In the action step, search for **ScaleConnect**. 3. Choose an action (Create client, Add note, or Send notification). 4. Map the incoming data to ScaleConnect fields. 5. Test and activate. *** ## Tips for Effective Zaps ### Keep it simple Start with one trigger and one action. Multi-step Zaps with branching logic are powerful but harder to debug. Get the basic workflow running first, then add complexity. ### Use filters Zapier's built-in filter step lets you add conditions. For example, only fire the Zap when the client type is "Investor" or when the AI Review includes a refinancing recommendation. Filters prevent noise and keep your automations targeted. ### Test before activating Always run the test step in Zapier before turning a Zap on. This sends sample data through the workflow and shows you exactly what will happen — field mappings, formatting, and any errors. ### Monitor your Zaps Check the Zapier task history regularly to confirm Zaps are running as expected. Failed tasks show error details that help you troubleshoot — usually a missing field or an authentication issue. {% hint style="info" %} Zapier's free plan allows a limited number of tasks per month. If you're running multiple Zaps with high-frequency triggers, you may need a paid Zapier plan. Check [zapier.com/pricing](https://zapier.com/pricing) for details. {% endhint %} *** ## Managing Your Connection ### Disconnect To remove the ScaleConnect connection from Zapier, go to **My Apps** in Zapier, find ScaleConnect, and click **Disconnect**. This revokes Zapier's access to your ScaleConnect data. Any Zaps using the connection will stop running. ### Reconnect If your ScaleConnect credentials change or the connection expires, Zapier will flag affected Zaps as broken. Click the notification to re-authenticate with your updated credentials. ### Multiple team members Each broker who wants to use Zapier needs their own Zapier account and their own ScaleConnect connection within it. Zaps are per-user — they can't be shared across a team within Zapier's standard plans (though Zapier's Team plan does support shared connections). ***
Is there a limit to how many Zaps I can create? That depends on your Zapier plan, not ScaleConnect. Zapier's free tier allows a limited number of Zaps and tasks per month. Paid plans increase both limits. There's no limit on ScaleConnect's side.
Can I use Zapier to sync clients between ScaleConnect and my CRM? Yes — set up two Zaps: one triggered by new clients in ScaleConnect (to push to your CRM), and another triggered by new contacts in your CRM (to create clients in ScaleConnect). Be careful to avoid infinite loops — use filters or conditions to prevent a client created by one Zap from triggering the other.
What data does ScaleConnect share with Zapier? Only the data relevant to the trigger event — client name, email, event details, and timestamps. ScaleConnect does not share full portfolio data, financial projections, or AI Review content through Zapier triggers unless you explicitly map those fields.
Can Zapier update existing clients or only create new ones? The initial integration supports creating clients and adding notes. Updating existing client fields (like changing a phone number or client type) may be supported in a future release.
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