- Login to your Zapier account (if you don’t have one you can get one for free!)
- Create a new Zap:
- Step 1 - The “Trigger'' is where you want the data to come from, otherwise known as your lead source. Example: website forms like Gravity Forms or Ninja Forms, Facebook ad, etc.
- Step 2 - The “Action” is what we want zapier to do with the information (send it to LeadSigma automatically). Search for “LeadSigma”, choose “Create a Lead”, and log into your LeadSigma account if necessary
- Map the fields of the trigger to the LeadSigma fields
- Test and turn on the Zap
- Rinse and repeat for all other lead sources
Customers used to learn about your business through word-of-mouth or thumbing through the yellow pages. Today, leads find you through a web search or an online ad. They’ll likely fill out a contact form or an appointment request. Before we can use LeadSigma to connect with them, we’ll need to plug in the information they submit through those lead capture forms.
You could manually enter lead data, but that’s tedious and error-prone. Instead, we recommend integrating your forms with LeadSigma. Zapier is LeadSigma’s preferred integration tool.
Zapier automates repetitive tasks between two or more apps. Instead of copying out names and contact info one-by-one, we configure an automation that does the same thing in a fraction of a second. And even though Zapier is easy enough for you or your web agent to independently set up the integration, remember that we’re 100% ready to help if you need an assist!
Two terms Zapier uses a lot that we’ll need to know: triggers and actions. If you’ve ever heard of an “if-then” or “when-do” statement, you already know what these are. We’re going to tell Zapier that when one thing happens - the trigger - we want Zapier to do something - the action. Today, we’ll learn how to go into Zapier and define the trigger and its resulting action: When a new lead enters his information into online form ABC - the trigger - we want Zapier to automatically create a new lead in sequence XYZ within LeadSigma - the action.
Let's dive in:
1. We already know the action we’ll want - entering a lead’s info into LeadSigma - but we need to settle on our trigger. It will probably be whatever intake/contact form you’re using. If the new leads we want to create come from Facebook Leads, Facebook Leads will be the trigger. If they’re coming from Gravity Forms, Gravity Forms will be the trigger. If you can’t riddle out what your trigger should be, remember LeadSigma support is only an email away - hit us up at email@example.com and we’ll figure it out together. Also, if you have multiple triggers, just pick one for now; we’ll set up separate Zaps for each trigger.
2. Now let’s hop on Zapier. Go to their sign-up page. Your web agent or whoever’s going to do the integration - whoever’s going to create the Zap - needs to sign up for an account (Zapier offers a free tier). You won’t be using your LeadSigma credentials to sign in. We’ll need those later, but this needs to be your (or your web agent’s) new account with Zapier. Here’s how the sign-up page looks:
3. Once you’re signed up and logged in, you’ll be taken to your dashboard, shown below. On the left side, you’ll see a lightning bolt icon. When you hover over it, the left sidebar expands, but you just need to click on that icon.
4. This brings us to our Zaps page. All the Zaps you create live here. In the image below, you can see that we don’t have any Zaps yet. Let’s hit Create Zap:
5. Before you do anything else on the next screen, go to the upper, left-hand corner and name your Zap. Keep it simple for easy reference. In this example, we’ll be integrating a spreadsheet that takes information from a Google Form with LeadSigma, so we’ll go with something straightforward like “Google Form - LeadSigma Zap.”
6. Next, in the search bar, search for the name of your trigger. If you see it in the commonly used trigger apps below the search bar, go ahead and select it. Again, for example’s sake, we’ll pretend your trigger will be a new form submission in Google Forms.
7. As soon as we select Google Forms, Zapier takes us to a page with two blocks, one for our trigger and one for our action. We’ve started filling in the first block by selecting Google Forms (or some other trigger app). You’ll now choose a specific trigger event. In the case of Google Forms, the way it works is that when someone fills out our Google Form, the responses automatically flow into a Google Sheet, so we’ll select ‘New Response in Spreadsheet’. Your specific trigger event will vary by app, but expect some type of response or form submission.
8. When we press Continue, Zapier runs us through several prompts to authorize its connection to our trigger app. These will be different depending on whether your trigger app is Gravity Forms, Ninja Forms, Google Ads, Facebook Leads, or something else, but the idea is the same - you’re allowing Zapier to pull data from your trigger app:
9. In this example, Zapier is prompting us to select the spreadsheet from which we’ll be pulling that Google Form information. Whatever your trigger app is, Zapier will ask you to identify the place from which to draw lead information for lead creation in LeadSigma.
10. Okay, our trigger’s set. Back on our Zap’s trigger-action page, it’s time to set up the action (what the trigger causes). Click on Action and the box expands just like it did for the trigger. Type LeadSigma in the search field and click on our app:
11. For the event, you’ll select Create a Lead and then press Continue:
12. Zapier asks you to search for and select your LeadSigma account. Click it, then press Continue. You may be prompted to sign into your LeadSigma account, and if so, that’s when to use your LeadSigma credentials:
13. After we’ve selected our LeadSigma account and action event, the action block will expand, opening up a bunch of fields for us to fill in. If you take a peek at an example LeadSigma lead below, you’ll see that most of those Zapier fields - Business, Source, Name, Phone, Email - match a field in LeadSigma’s lead profile (this LeadSigma view won’t pop up in Zapier; we just want to show you how everything fits together 😀) :
14. Our job is to map the information from our trigger app with LeadSigma’s lead fields. For the Business field, we’d select the name of our organization in LeadSigma. For Source, we’d go over to the Custom tab and select the question “How did you hear about us?” (you may have to click Show all options to fully expand the Custom options dropdown). By doing so, we’re telling Zapier that we want it to fill out the LeadSigma Source field (the lead’s source) with the information from a lead’s answer to “How did you hear about us?” in the Google Form.
15. Follow this process all the way through. For Name, select First name and then Last name (meaning Zapier will take someone’s responses to the first name and last name questions from our Google Form and plug them in, in that order, into our LeadSigma lead name field.
16. For Phone, you’ll tell Zapier to pull whatever the respondent put in the Your phone number field from the Google Form. Remember, your intake/contact form may be different from this Google form, but the basic dynamic’s the same - find the matching field from the form in your trigger app and pair it with the corresponding LeadSigma field.
17. When you’ve got all of the fields matched up, hit Continue.
18. With that complete, Zapier is ready to test out our Zap. You’ll see something like this; press Test & Continue:
19. And since we’ve done everything right, we’ll get the message below. Click Turn on Zap and…
…voila! As the message says, “You’re Zap is on!”
20. You’re done. If you have other forms/lead sources that you need to integrate with LeadSigma, start back at the top and hook them up the same way. Way to go! One last thing we strongly recommend is heading back over to your LeadSigma account and making sure that what test data Zapier sent over is actually showing in your account. In other words, when you open LeadSigma and go to Leads on the left sidebar, your test lead should show up near the top of the list. If it doesn’t, don’t worry; that’s what we’re here for. Send us an email at firstname.lastname@example.org and we’ll be on it lickety split!