> ## Documentation Index
> Fetch the complete documentation index at: https://docs.winnerr.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Zapier Integration

> Automate your real estate workflows by connecting Winnerr CRM with 8,000+ apps through Zapier

# Zapier Integration

Connect Winnerr CRM with thousands of apps to automate your real estate workflows, save time, and never miss a lead. With our Premium Automation Engine, you get full observability and enterprise-grade security right inside your CRM.

## Overview

The Zapier integration enables you to:

* **Build multi-step workflows** right from the Winnerr dashboard using Embedded Templates.
* **Trigger automations** when events occur in Winnerr (new leads, deal updates, etc.)
* **Perform actions** in Winnerr from other apps (create contacts, map to Custom Fields, etc.)
* **Monitor active workflows** and replay failed webhooks using the built-in Audit Drawer.
* **Secure your data** with Service Accounts and Granular OAuth Scopes.

## Getting Started

<Steps>
  <Step title="Navigate to the Command Center">
    Go to **Settings → Integrations → Zapier** in the Winnerr CRM dashboard.
  </Step>

  <Step title="Connect Your Account">
    Click the "Connect Zapier" button in the Connection Status card. This opens a secure window to authenticate your account via OAuth 2.0.
  </Step>

  <Step title="Use Embedded Templates">
    Once connected, you can browse "Featured Workflows" right on the page. Click any template (e.g., "Facebook Leads → Winnerr") to configure it without ever leaving the CRM!
  </Step>
</Steps>

## Observability & Audit Ledger

Winnerr provides deep visibility into your active automations to ensure you never lose data.

* **Active Data Streams:** View all your active Zaps, their webhook IDs, and their health status directly from the Overview tab.
* **Audit Drawer (Dead Letter Queue):** If a Zapier webhook fails, it will appear under "Delivery Issues". Click the failure to open the Audit Drawer, view the exact raw JSON payload that failed, and read a human-friendly translation of the error. If it's a temporary network error, you can click "Force Retry Now".

## Enterprise Governance

For teams requiring strict IT controls, navigate to the **Access Controls** tab in the Zapier Command Center:

* **System Bot Identity:** Generate Service Accounts so your Zaps aren't tied to a single employee's personal account. If the employee leaves, your automations won't break.
* **Granular Scopes:** Instead of granting universal read/write access, explicitly toggle what Zapier is allowed to access (e.g., allow `write:contacts` but revoke `read:analytics`).

## Available Triggers

Triggers start your Zaps when specific events happen in Winnerr CRM.

<CardGroup cols={2}>
  <Card title="New Lead" icon="user-plus">
    Triggers when a new contact is created in your CRM

    **Available Filters:**

    * Lead source
    * Tags
    * Minimum lead score
  </Card>

  <Card title="Deal Stage Change" icon="chart-line">
    Triggers when a deal moves to a new stage

    **Available Filters:**

    * Specific pipeline
    * Target stage
    * Minimum deal amount
  </Card>

  <Card title="Call Completed" icon="phone">
    Triggers when a phone call ends

    **Available Data:**

    * Call duration
    * Transcription
    * Sentiment analysis
  </Card>

  <Card title="Email Sent" icon="envelope">
    Triggers when an email is sent from CRM

    **Available Filters:**

    * Email template used
    * Has attachments
    * Recipient domain
  </Card>

  <Card title="Property Added" icon="home">
    Triggers when a new property is listed

    **Available Filters:**

    * Property type
    * Price range
    * Location
  </Card>
</CardGroup>

## Available Actions

Actions are what your Zaps do in Winnerr CRM.

<CardGroup cols={2}>
  <Card title="Create Contact" icon="user-plus">
    Add a new lead to your CRM

    **Features:**

    * Automatic deduplication
    * Lead scoring
    * Tag assignment
  </Card>

  <Card title="Update Deal" icon="pen">
    Modify deal details or stage

    **Capabilities:**

    * Change deal stage
    * Update amount
    * Add notes
  </Card>

  <Card title="Send Message" icon="message">
    Send SMS or email messages

    **Options:**

    * Use templates
    * Schedule delivery
    * Track engagement
  </Card>

  <Card title="Find Contact" icon="search">
    Search for existing contacts

    **Search By:**

    * Email or phone
    * Name
    * Tags
  </Card>

  <Card title="Find Deal" icon="search">
    Search for deals in your pipeline

    **Search By:**

    * Deal title
    * Stage or pipeline
    * Amount range
  </Card>

  <Card title="Bulk Create Contacts" icon="users">
    Import multiple contacts at once

    **Features:**

    * Duplicate detection
    * Batch processing
    * Error handling
  </Card>
</CardGroup>

## Common Use Cases

### Lead Capture Automation

Automatically create leads from multiple sources:

<Tabs>
  <Tab title="Facebook Leads">
    ```yaml theme={null}
    Trigger: Facebook Lead Ad
    Action: Create Contact in Winnerr

    Field Mapping:
    - First Name → First Name
    - Last Name → Last Name
    - Email → Email
    - Phone → Phone
    - Lead Source → "Facebook"
    - Tags → ["social_media", "buyer"]
    ```
  </Tab>

  <Tab title="Website Forms">
    ```yaml theme={null}
    Trigger: Webflow Form Submission
    Action: Create Contact in Winnerr

    Additional Actions:
    - Send Welcome Email
    - Create Follow-up Task
    - Notify Agent via SMS
    ```
  </Tab>

  <Tab title="Email Inquiries">
    ```yaml theme={null}
    Trigger: Gmail New Email (filtered)
    Action: Create Contact in Winnerr

    Smart Parsing:
    - Extract name from signature
    - Parse phone from body
    - Set source as "Email Inquiry"
    ```
  </Tab>
</Tabs>

### Deal Pipeline Automation

<CodeBlock language="yaml">
  # Notify team when high-value deals progress

  Trigger: Deal Stage Change
  Filter: Amount > \$500,000
  Actions:

  1. Send Slack message to team channel
  2. Create calendar event for closing
  3. Generate document checklist
  4. Update CRM dashboard
</CodeBlock>

### Communication Workflows

<CodeBlock language="yaml">
  # Follow up on completed calls

  Trigger: Call Completed
  Filter: Duration > 5 minutes
  Actions:

  1. Create follow-up task in Asana
  2. Send summary email to client
  3. Update contact score (+10)
  4. Log activity in spreadsheet
</CodeBlock>

## Field Mapping Reference

### Contact Fields

| Winnerr Field | Zapier Field | Type   | Required |
| ------------- | ------------ | ------ | -------- |
| First Name    | first\_name  | String | Yes      |
| Last Name     | last\_name   | String | Yes      |
| Email         | email        | Email  | No       |
| Phone         | phone        | Phone  | No       |
| Source        | source       | String | No       |
| Tags          | tags         | Array  | No       |
| Status        | status       | Select | No       |
| Company       | company      | String | No       |
| Notes         | notes        | Text   | No       |

### Deal Fields

| Winnerr Field | Zapier Field          | Type     | Required |
| ------------- | --------------------- | -------- | -------- |
| Title         | title                 | String   | Yes      |
| Amount        | amount                | Number   | No       |
| Stage         | stage\_id             | Dropdown | No       |
| Pipeline      | pipeline\_id          | Dropdown | No       |
| Priority      | priority              | Select   | No       |
| Close Date    | expected\_close\_date | Date     | No       |

## Advanced Features

### Dynamic Dropdowns

Many fields support dynamic options that update based on your CRM data:

* **Pipelines & Stages**: Automatically populated from your custom pipelines
* **Users**: Shows all team members in your organization
* **Tags**: Suggests existing tags from your database
* **Templates**: Lists your email and SMS templates

### Webhook Security

All webhooks are secured with HMAC-SHA256 signatures to ensure data integrity.

<Callout type="warning">
  Never share your webhook URLs or secrets. Treat them like passwords.
</Callout>

### Rate Limits

To ensure reliable performance for all users:

* **Triggers**: 60 requests per minute
* **Actions**: 30 requests per minute
* **Search**: 20 requests per minute
* **Bulk Operations**: 10 requests per minute

## Troubleshooting

### Common Issues

<Accordion>
  <AccordionItem title="Authentication Failed">
    **Solution**: Ensure you're using an admin account and have enabled the Zapier integration in settings.
  </AccordionItem>

  <AccordionItem title="Webhook Not Triggering">
    **Check**:

    * Webhook subscription is active
    * Filters match your criteria
    * Events are occurring in CRM
  </AccordionItem>

  <AccordionItem title="Duplicate Contacts Created">
    **Enable**: Deduplication in action settings. The system checks email and phone before creating.
  </AccordionItem>

  <AccordionItem title="Missing Dynamic Fields">
    **Refresh**: Click the refresh button next to dropdowns to load latest options.
  </AccordionItem>
</Accordion>

### Error Messages

| Error                    | Meaning                 | Solution                       |
| ------------------------ | ----------------------- | ------------------------------ |
| `Rate limit exceeded`    | Too many requests       | Wait 1 minute and retry        |
| `Contact already exists` | Duplicate detected      | Use "Find Contact" first       |
| `Invalid phone format`   | Phone validation failed | Use E.164 format (+1234567890) |
| `Organization not found` | Permission issue        | Re-authenticate connection     |

## Best Practices

### 1. Use Filters Wisely

Only trigger Zaps for relevant events to avoid unnecessary runs:

```yaml theme={null}
Good: Trigger on leads with score > 70
Bad: Trigger on all leads then filter later
```

### 2. Handle Errors Gracefully

Add error handling steps to your Zaps:

```yaml theme={null}
1. Try: Create Contact
2. If Error: Find Existing Contact
3. Then: Update Contact
```

### 3. Test Before Going Live

Always test your Zaps with sample data before turning them on.

### 4. Monitor Usage

Check your Zapier task usage regularly to optimize workflows.

## API Reference

For developers building custom integrations:

* **Base URL**: `https://api.winnerrcrm.com/api/zapier`
* **Authentication**: OAuth 2.0 via Clerk
* **Format**: JSON
* **Webhook Signature**: HMAC-SHA256

See our [API documentation](/api-reference) for detailed endpoint information.

## Support

Need help with your Zapier integration?

<CardGroup cols={3}>
  <Card title="Documentation" icon="book" href="/api-reference">
    Detailed API docs
  </Card>

  <Card title="Support" icon="headset" href="mailto:support@winnerrcrm.com">
    Contact our team
  </Card>

  <Card title="Community" icon="users" href="https://community.winnerrcrm.com">
    Ask the community
  </Card>
</CardGroup>

## Coming Soon

We're constantly improving our Zapier integration. Coming features:

* 🤖 AI-powered workflow suggestions based on your CRM usage
* 📈 Advanced analytics triggers
* 🔄 Two-way sync for all objects
* 🎯 Conditional logic in actions

***

<Callout type="success">
  **Ready to automate?** Start building your first Zap and save hours every week!
</Callout>