Setting up your CRM integration via Zapier

Last update about 2 months ago

Included in this article:

What’s Zapier?

TAP integrates with dozens of the most popular CRM systems via Zapier including HubSpot and Salesforce. It is a piece of software that sits in between TAP and your CRM and takes the manual development work out of integration.

Using Zapier, you create a 'Zap', match up your TAP data fields with your CRM fields, and get started right away.
Please note that Zapier incurs a charge for more than 100 data pulls per month.
What you can get from TAP

prospect basic information i.e. name, surname, email, phone (if provided), nationality
answers to optional data questions
UTM data
Chat transcripts

Prerequisites

decide on what you want to get from TAP profiles and create respective fields in your CRM system
admin access to TAP dashboard for having an admin user credentials and API key
admin access to Zapier account (to set up the integration (aka ZAP))
admin access to your CRM system for configuration of fields for mapping (optional)

Field Mapping

First, define fields you want to get populated after the integration. In 99% of the cases, you will find that the following below fields are enough for making sure that you capture all of the relevant information about a prospect.

TAP Dashboard

Create an admin account
Generate and copy an API key in from the Admin Dashboard > Settings > Integrations.

Zapier

Setting up your integration

Create an account with Zapier or access Zapier as an admin user
Follow this link to gain access to the TAP integration
When requested, enter your admin email address, API key (see above), and the name of your CRM software
Zapier will make a test connection
Set up one or more zaps to tell Zapier when it should sync data with your CRM

Creating a new Zap

Create a new Zap
Select The Ambassadorplatform 2.0 (Latest) from the list of applications

Select prospects or prospects with chats

Chats can be pulled automatically every 2-15 mins or after conversation ends. Select an option you prefer
Select the CRM app you want to integrate with

If HubSpot:

Select HubSpot
Authenticate to the application using admin credentials
Select action ‘Create and update contact’
Map fields (including chat transcripts)
Test integration by sending data of at least one prospect
Publish integration

If Salesforce:

Salesforce follows a different configuration than HubSpot that has the ‘Create and update contact’ action. Salesforce has separate actions such as ‘Create record’, ‘Find record’, Update Contact'.

If you only want to get prospect data (e.g. name, email, optional data questions), then you will need to have a single ZAP with the action Create record in Salesforce.
Creating a record in Salesforce follows the same logic as any other CRM system:

Select action ‘Create and update contact’

Map fields (including chat transcripts)

If you want to have both prospect students data and chat transcripts you will need to create two zaps. One (to create a record) and one (combined) that has two steps such as ‘Find a record in Salesforce’, and to ‘Update the contact in Salesforce’ (see illustration).

Step 1: Set the first action ‘Find Record in Salesforce’

Step 2: Map fields

Step 3: Put transcripts into a field you’ve selected

Step 4: Mark checkbox ‘Create Salesforce record if it doesn’t exist yet?' as checked

Step 5: Add the next action via Salesforce – Update Contact

Step 6: Put in the ID of a record (note: this is a variable so despite what ID is shown in the integration, it will change dynamically)

Using other CRM systems

If you're using a CRM other than HubSpot or Salesforce, the process will be similar to the above. If you need any further help, please feel free to get in touch with your Customer Success Manager or via the Feedback page in your Dashboard.