What can I automate with Zapier?
Nine triggers fire out of the app: a new lead, a disposition change, the three appointment events, a conversion, any workflow step you point at Zapier, and the two Transfer Station events. Each sends a fixed set of fields.
Who this is for
Whoever wires the app to the rest of your stack. Usually an owner, an ops person, or a developer. You need an API key, which an admin creates on the Integrations page.
Before you begin
- An API key from Integrations → Zapier. Creating one is admin-only.
- A Zapier account. The Virtual Closer app is private, so you cannot find it by searching Zapier. You have to open the invite link on the Integrations page first.
The triggers, and what each one sends
New lead. Ping a Slack channel or text a rep the moment one lands. Fields: id, first_name, last_name, phone, email, state, zip, source, disposition, created_at
Disposition changed. Log every status move to a sheet, or start a sequence when one turns interested. Fields: id, first_name, last_name, phone, email, state, zip, source, disposition, created_at
Appointment booked. Drop it on a calendar and confirm instantly. The rep's name comes with it. Fields: id, starts_at, duration_minutes, meeting_type, join_url, title, status, rep, lead.*
Appointment cancelled. Alert the setter and reopen the slot the second it falls through. Fields: id, starts_at, duration_minutes, meeting_type, join_url, title, status, rep, lead.*, cancelled_at
Appointment no-show. Start a re-engagement task, stamped when it was actually marked. Fields: id, starts_at, duration_minutes, meeting_type, join_url, title, status, rep, lead.*, marked_at
Converted to client. Create the customer in QuickBooks or your onboarding tool when a policy is written. Fields: id, prospect_id, first_name, last_name, phone, email, state, converted_at
Workflow event. Hand a lead to any tool part-way through one of your workflows. You choose the moment. Fields: id, first_name, last_name, phone, email, state, zip, source, disposition, created_at, event_label, workflow_id, workflow_name, step_order
Transfer connected. Post the lead to another system or a leads buyer the moment a VA hands it to a closer. Fields: transfer_id, outcome, status, mode, state, product_intent, qualification_level, started_at, connected_at, ended_at, talk_seconds, va.name, closer.name, lead.*
Transfer ended. Log every transfer's outcome and talk time to a sheet, or re-route the ones no closer took. Fields: transfer_id, outcome, status, mode, state, product_intent, qualification_level, started_at, connected_at, ended_at, talk_seconds, va.name, closer.name, lead.*
Anything not on that list will not arrive
This is the mistake this integration keeps producing, so it is worth being blunt about. If you map a field we do not send, Zapier does not error. It reports the Zap as successful and writes a blank value, forever, until somebody notices the column is empty.
On an appointment trigger, lead.* means the same set of fields as New Lead, nested underneath. So lead.first_name works on a booking; first_name on its own does not.
Why you cannot find us in Zapier's app search
The app is private. That is deliberate, a public listing has to be maintained against Zapier's review process, but it means the only way in is the invite link on the Integrations page. Open that first, then paste your API key when Zapier asks for it.
Common mistakes
- Mapping a field that is not in the list above. Zapier will report success and write nothing.
- Using first_name instead of lead.first_name on an appointment trigger.
- Searching Zapier's app directory for Virtual Closer. It is a private app. Use the invite link on the Integrations page.
Related
Where this lives in the app
This is documentation for Virtual Closer. Book a walkthrough or sign in.