Zapier Integration

Connect VelaFlows to Zapier  to create automated workflows (Zaps) triggered by real-time VelaFlows events.

Overview

The integration uses Zapier’s Webhooks by Zapier app to receive events from VelaFlows. When an event occurs in VelaFlows, Zapier receives the webhook and executes your Zap’s action steps.

Setup Guide

Step 1: Create a Zap with Webhook Trigger

1. Log in to Zapier  and click Create Zap
2. For the trigger, search for Webhooks by Zapier
3. Select Catch Hook as the trigger event
4. Click Continue — Zapier will generate a unique webhook URL
5. Copy the webhook URL

The URL looks like:

https://hooks.zapier.com/hooks/catch/123456/abcdef/

Step 2: Create a Webhook Subscription in VelaFlows

Send a POST request to create the subscription:

curl -X POST "https://api.velaflows.com/api/v1/webhooks/subscriptions" \
  -H "Authorization: Bearer $VELAFLOWS_TOKEN" \
  -H "x-workspace-id: $VELAFLOWS_WORKSPACE" \
  -H "Content-Type: application/json" \
  -d '{
    "url": "https://hooks.zapier.com/hooks/catch/123456/abcdef/",
    "events": [
      "lead.created",
      "lead.stage_changed"
    ],
    "secret": "my-zapier-webhook-secret"
  }'

Or use the VelaFlows dashboard:

1. Go to Settings > Developer > Webhooks
2. Click Create Subscription
3. Paste the Zapier webhook URL
4. Select the events you want
5. Click Create

Step 3: Send a Test Event

1. In Zapier, click Test trigger
2. Trigger a real event in VelaFlows (e.g., create a new lead)
3. Zapier will detect the webhook and display the received data
4. Click Continue

Step 4: Add Your Action

1. Choose an action app (Salesforce, Google Sheets, Slack, etc.)
2. Select the action event (Create Record, Add Row, Send Message)
3. Map VelaFlows fields to the action’s input fields:
   • data.lead.firstName → First Name
   • data.lead.email → Email
   • data.lead.phone → Phone
4. Test the action
5. Turn on the Zap

Webhook Payload Format

Zapier receives a JSON payload like this:

{
  "event": "lead.created",
  "timestamp": "2026-03-24T10:30:00.000Z",
  "workspaceId": "64f1a2b3c4d5e6f7a8b9c0d1",
  "data": {
    "lead": {
      "_id": "65a1b2c3d4e5f6a7b8c9d0e1",
      "firstName": "Jane",
      "lastName": "Smith",
      "email": "jane.smith@example.com",
      "phone": "+1234567890",
      "status": "new",
      "pipelineId": "65a1b2c3d4e5f6a7b8c9d0e2",
      "stageId": "65a1b2c3d4e5f6a7b8c9d0e3",
      "createdAt": "2026-03-24T10:30:00.000Z"
    }
  }
}

In Zapier’s field mapper, you’ll see these as dot-notation paths:

• data__lead__firstName
• data__lead__email
• data__lead__phone

Example: New Lead to Salesforce

Create a Zap that syncs new VelaFlows leads to Salesforce:

Zap Setup

1. Trigger: Webhooks by Zapier > Catch Hook
2. Action: Salesforce > Create Record
   • Object: Contact
   • First Name: {{data__lead__firstName}}
   • Last Name: {{data__lead__lastName}}
   • Email: {{data__lead__email}}
   • Phone: {{data__lead__phone}}

Field Mapping

Tips

• Use Zapier Paths to route different event types to different actions
• Add Filters to only process specific events (e.g., only whatsapp conversations)
• Use Zapier Formatter to transform data before sending to action apps
• Multi-step Zaps can chain multiple actions (create contact, then send welcome email)
• Error handling: Enable Zapier’s autoreplay feature to retry failed steps
• Deduplication: Zapier deduplicates webhooks by the id field in the payload. VelaFlows includes a unique event ID in every webhook delivery.