Connect Zapier to Trustaroo

Zapier is how most businesses feed customers into automation without writing code: your point of sale, booking system, CRM or web shop tells Zapier a customer just paid, and Zapier tells Trustaroo. This guide builds that Zap, then covers the optional second Zap that sends the emails. Allow about 20 minutes.

Email automation requires Trustaroo Premium

This is part of Trustaroo Premium. Upgrade from Account and billing in the app to switch it on.

Before you start

• Automation must be switched on, with a fallback location and a saved configuration. See Enable automation and set it up.
• Your sequence needs at least one step, or nothing will ever be sent. See Build your email sequence.
• Have the Inbound Webhook URL and Webhook Secret from General Settings to hand.

Zap 1: add customers to the queue

1. In Zapier, create a new Zap. Choose a trigger from the system that knows a customer transaction happened: a new paid order, a completed appointment, a closed job, a new invoice.
2. Add an action step and choose Webhooks by Zapier, then the POST event.
3. In URL, paste your Inbound Webhook URL. It ends in /contacts.
4. Set the payload type to JSON.
5. Under the data fields, add:
   • email mapped to the customer's email address from the trigger
   • name mapped to the customer's name
   • locationShortId if you run more than one location and the trigger tells you which one
6. Under headers, add a header named X-Webhook-Secret with your webhook secret as the value.
7. Test the step. A working request comes back with an ID and the message "Contact added to automation queue".
8. Open the Contacts Queue panel in Trustaroo and confirm the test contact is listed as Pending.
9. Turn the Zap on.

The exact field names, headers and error responses are in the inbound webhook reference.

Which location a contact belongs to

Leave locationShortId out and the contact is attached to the fallback location from General Settings. Send it, using the short ID from that location's review link, and the contact is attached to that location instead. See Share your review link.

Only send customers you may email

A Zap that fires on every record in your database will happily email people who never asked to hear from you. Trigger on a completed transaction, and filter out anyone who has opted out. See Unsubscribes and consent.

Zap 2: send the emails yourself

Only needed if you set Email Provider to Zapier. Skip it if Trustaroo sends your email. The trade-offs are in Trustaroo sending versus Zapier sending.

1. In Zapier, create a Zap with the Webhooks by Zapier trigger and the Catch Hook event.
2. Copy the custom webhook URL Zapier gives you.
3. In Trustaroo, open General Settings, select the Zapier option under Email Provider, paste that URL into Zapier Outbound Webhook URL and select Save Settings.
4. Add an action in Zapier that sends email: Gmail, Outlook, or whichever tool you use.
5. Map the fields Trustaroo sends:

Field	Contents
email	The contact's email address, for the To field.
name	The contact's name.
subject	The subject line from the step.
body	The body from the step, with the variables already replaced.
reviewUrl	The contact's personal review link.
stepNumber	Which email in the sequence this is, counting from 1.

6. Test the Zap and turn it on.

Build the link yourself in your own template

If you send an HTML email from your own template, ignore body and use reviewUrl as the target of your call-to-action button. Do not substitute a generic location link: the personal URL is what attributes the review and stops the sequence.

Variables in the subject

subject is passed through as you typed it in the step. If you put a variable such as a customer name in the subject and Zapier sends the email, replace it in your Zap using the name field, or keep variables in the body only.

When it stops working

A Zap that is turned off, out of tasks for the month, or erroring on a required field silently stops adding contacts. If the queue has not grown in a while, check Zapier's own history first, then confirm automation is still enabled in Trustaroo.

Related guides

• Inbound contacts webhook referenceExact request, headers and responses.
• Trustaroo sending versus Zapier sendingDecide who delivers the email.
• Read the contacts queueConfirm contacts are arriving.
• Enable automation and set it upWhere the URL and secret come from.