Prerequisites
Active SiteGPT chatbot
Zapier account (free or paid)
Zapier integration feature enabled
Available triggers and actions
Triggers
SiteGPT provides three triggers for Zapier automation:- New message
- New lead
- Conversation escalated
Triggers when your chatbot sends a message to a user.Use cases:
- Log conversations to Google Sheets
- Send notifications to Slack
- Create tasks in project management tools
Actions
- Send message
Send a message to a chatbot thread.Options:
- Send as User - Sends a message as the user and gets an AI response
- Send as Agent - Sends a direct message without triggering AI
- Send ticket IDs back to chat after creating support tickets
- Update users with order confirmations from your e-commerce system
- Provide booking confirmations from calendar integrations
- Send automated follow-ups based on external triggers
Setting up Zapier integration
1
Navigate to integrations
Go to Integrations in your chatbot dashboard.
2
Select Zapier
Click Get Started on the Zapier integration card.
3
Connect to Zapier
You’ll be redirected to Zapier to authorize the connection.
4
Create your first Zap
Choose a trigger (New Message, New Lead, or Conversation Escalated) and set up your automation.
Example workflows
Lead to CRM
Lead to CRM
Trigger: New Lead
Action: Create contact in HubSpot/Salesforce/PipedriveAutomatically add captured leads to your CRM with all collected information.
Action: Create contact in HubSpot/Salesforce/PipedriveAutomatically add captured leads to your CRM with all collected information.
Escalation to ticket with confirmation
Escalation to ticket with confirmation
Trigger: Conversation Escalated
Action 1: Create ticket in Zendesk/Freshdesk/Jira
Action 2: Send Message (SiteGPT) - Send ticket ID back to userConvert escalated conversations into support tickets and automatically send the ticket number back to the chat.
Action 1: Create ticket in Zendesk/Freshdesk/Jira
Action 2: Send Message (SiteGPT) - Send ticket ID back to userConvert escalated conversations into support tickets and automatically send the ticket number back to the chat.
Message to Slack
Message to Slack
Trigger: New Message
Action: Send message to Slack channelGet real-time notifications of chatbot conversations in Slack.
Action: Send message to Slack channelGet real-time notifications of chatbot conversations in Slack.
Lead to email
Lead to email
Trigger: New Lead
Action: Send email via Gmail/OutlookSend personalized welcome emails to new leads immediately.
Action: Send email via Gmail/OutlookSend personalized welcome emails to new leads immediately.
Order confirmation to chat
Order confirmation to chat
Trigger: New order in Shopify/WooCommerce
Action: Send Message (SiteGPT) - Notify customer in chatAutomatically send order confirmations to customers who are chatting with your bot.
Action: Send Message (SiteGPT) - Notify customer in chatAutomatically send order confirmations to customers who are chatting with your bot.
Managing Zapier integration
View connected Zaps
From your SiteGPT dashboard:- Go to Integrations
- Click Manage next to Zapier
- View all active Zaps and their status
Test your Zaps
Always test your Zaps before activating:- Create a test conversation in your chatbot
- Verify the trigger fires correctly
- Check that actions complete as expected
- Monitor for any errors
Troubleshooting
If your Zap isn’t working:Check connection
Check connection
Verify SiteGPT is connected in Zapier and the authorization hasn’t expired.
Review filters
Review filters
Ensure your filter conditions are correct and not blocking legitimate triggers.
Test trigger
Test trigger
Use Zapier’s test feature to check data flow and verify the trigger is firing correctly.
Check permissions
Check permissions
Verify you have access to all connected apps and the necessary permissions to perform actions.
Review logs
Review logs
Check Zapier’s task history for errors and detailed information about failed runs.
Disconnect
To remove the Zapier integration:- Turn off all Zaps using SiteGPT triggers
- Go to Integrations in your dashboard
- Click Manage next to Zapier
- Click Disconnect
Best practices
Start simple
Start simple
Begin with one or two Zaps to understand the workflow before creating complex automations.
Use filters
Use filters
Add filters to your Zaps to only trigger on specific conditions (e.g., leads from certain pages, escalations with specific keywords).
Monitor regularly
Monitor regularly
Check your Zap history weekly to ensure automations are working correctly.
Handle errors
Handle errors
Set up error notifications in Zapier so you’re alerted when something goes wrong.
Document workflows
Document workflows
Keep notes on what each Zap does and why you created it for future reference.
Advanced use cases
- Multi-step workflows
- Conditional logic
- Bidirectional sync
Create complex automations with multiple actions:
Lead nurture sequence
Lead nurture sequence
- Trigger: New Lead
- Action 1: Add to CRM
- Action 2: Add to email list
- Action 3: Send welcome email
- Action 4: Create follow-up task
Escalation with ticket ID
Escalation with ticket ID
- Trigger: Conversation Escalated
- Action 1: Create support ticket in Zendesk
- Action 2: Send Message (SiteGPT) - “Your ticket #{{ticket_id}} has been created”
- Action 3: Notify support team in Slack
- Action 4: Log in analytics tool
Booking confirmation flow
Booking confirmation flow
- Trigger: New booking in Calendly
- Action 1: Find thread by user email
- Action 2: Send Message (SiteGPT) - “Your meeting is confirmed for {{date}}”
- Action 3: Add to Google Calendar
- Action 4: Send reminder email