Zapier

Clarify the daily workflow pain points you want to solve. Example: when a Gmail label is applied, extract action items from the email and return a summarized checklist via email.

Open Anthropic Console. Go to Settings > API Keys. Click Create Key. Name it clearly (e.g., Zapier Key). Copy the long string of characters you receive.

In Zapier, click Apps in the left menu. Click Add Connection. Search for Anthropic Claude. Select it. Paste the Claude API key from step 2 and authorize.

In Gmail, create a new label named Summarize with Claude. This label will trigger the automation.

In Zapier, click Zaps > Create Zap. Name it something descriptive like 'Claude Action Items from Email'.

Choose Gmail as the trigger app. Event: New Labeled Email. Label: Summarize with Claude. Sign in to Gmail if prompted and select the correct Gmail account.

Run a test to pull sample email data. Confirm you can access fields like sender, subject, and body for later use.

Add an action. Choose Anthropic Claude as the app. Event: Send Message. Select your connected Claude account.

In User Message, insert the email body from the trigger. In System, provide role instructions to Claude (e.g., extract action items and list them clearly). Pick a model (claude-2 or claude-3) according to speed vs. quality. Optionally set a unique memory key and enable advanced options as needed.

Run a test to send the prompt to Claude and view the generated action-items list.

Add another action. Choose Gmail. Event: Send Email (Reply to Email). Configure to reply to the original thread using the trigger's thread ID. Set From Address and From Name. Body should include Claude's action-items output.

Test the full flow: apply the label to a sample email, verify Claude returns items, and confirm the reply is posted to the thread.

Toggle the Zap On. In the Zap settings, adjust the polling interval if your plan allows. Monitor runs and adjust prompts/settings to improve results over time.

In Zapier, click Make a Zap. Set Trigger App to Calendly and choose Invite Created. Connect Calendly; test the trigger.

Add Action: Pipedrive - Find Or Create Person; map fields from Calendly (name, email, phone) to the corresponding person fields.

Add Action: Pipedrive - Find Or Create Organization; map organization name from the Calendly lead data.

Add Action: Pipedrive - Create/Update Deal; populate title with the lead name and inquiry, assign to the owner, and set the initial stage to New.

Add Action: ConvertKit - Update Subscriber; map email and name; update subscriber fields to reflect the new lead.

Add Action: Pipedrive - Create Activity; type 'appointment' or 'call'; set date/time from Calendly data; assign to the owner.

Add Path (Conditional) in Zapier to handle alternative outcomes (e.g., GST is present or if lead is qualified). Configure filters to branch actions accordingly.

If the deal status changes to Won, add Action: Asana - Create Task; copy client and deal details; assign to the consultant; set due date.

Add Action: Asana - Update Task Description with the project brief pulled from PipeDrive; link back to the original deal for context.

Add Action: Asana - Create Subtasks or Checklist items for onboarding; assign to the owner; include notes and due dates.

Add Action: ConvertKit - Add Tag to subscriber based on loss reason; trigger nurture sequence and newsletter enrollment.

Optionally route Zoom meeting end to an AI summary (via a Zapier-capable app) and post next actions to the relevant Asana task.

Run a test of the entire Zap, review mappings, enable the Zap, and monitor the first 24–48 hours for any data mismatches.

In Zapier, click the orange Create Zap button. Name the Zap for lead capture (e.g., Chatbase Leads to Google Sheets).

Choose Chatbase and set Trigger Event to Form Submission.

Click Sign in to Chatbase in Zapier and enter your API Key from Chatbase Settings.

Paste the API Key into the Zapier field and continue.

In Chatbase, copy the Chatbot ID from Chatbot Settings.

Paste the ID into Zapier's Chatbot ID field.

Run Test Trigger to fetch a sample lead.

Add Google Sheets as the action and choose Create Spreadsheet Row.

Sign in to Google, select Drive > Your Spreadsheet > Worksheet.

Map Chatbase lead fields to the correct sheet columns.

Test the action to ensure a new row is created.

Turn on the Zap by toggling the switch or clicking 'Turn on'.

Submit a test lead via your Chatbase bot and confirm the new row appears in Google Sheets.

In Zapier, click Make a Zap to start a new workflow.

Choose MailerLite as the Trigger App in the Zap Editor.

Select an event such as New Subscriber, New Group, or Subscriber Subscribed/Unsubscribed.

If not connected, click Sign in to MailerLite. Authorize Zapier to access your account.

In Trigger Setup, pick the subscriber group to monitor and any filters.

Click Test Trigger to pull sample subscriber data.

Click the plus icon to add an Action step. Choose the destination app.

Select an action such as Create/Update Contact.

Map Email, Name, and other fields from the trigger to the action.

Run a test to confirm the data maps correctly.

Enter a descriptive name in the top-left corner.

Toggle the switch in the top-right to enable the automation.

Open Google Drive, click New, select Google Forms, and design your form with fields such as First Name and Email, plus a field for the buyer guide or newsletter interest.

In Google Form, navigate to Responses > Create Spreadsheet, then name the sheet so responses populate there automatically.

In Google Forms, open Customization, add a header image and set colors to match your brand.

In Form settings under Presentation, customize the confirmation text so responders know a guide will follow.

Sign up for Zapier Free plan and connect your Google account and Gmail account when prompted.

In Zapier, choose Create Zap and give it a descriptive name like 'Forms To Gmail - Buyer Guide'.

Choose Google Forms, select the Trigger Event 'New Form Response', sign in, and pick the specific form you created.

Choose Gmail, select the Action 'Send Email', and connect your Gmail account if prompted.

From the Google Form, map fields to Gmail: To (recipient), From (your email), and Subject.

Draft the message body using dynamic data for the recipient's name and include links to your buyer guide or newsletter.

Insert the recipient's name in the greeting and add a call-to-action such as 'Book a call' or 'Download your guide'.

If sharing links, use a URL shortener (e.g., bit.ly) to keep the email clean and trackable.

Submit a test response in Google Forms, verify the Gmail delivery, then toggle the Zap ON for real submissions.

Check inbox delivery, adjust sender name/signature as needed, and monitor for any bounces or spam placements.

In the top navigation, click Make a Zap. This opens the Zap editor where you’ll define a trigger and subsequent actions.

In Trigger, search for Tables and select it. Choose the event you want to start the zap with, such as New Record, Updated Record, or Trigger Button Clicked.

Pick a trigger that fits your workflow: e.g., New Record to start on creation, Updated Record to respond to changes, or Button Clicked to manually start a flow.

From the Tables trigger, choose the specific table you want to monitor. This binds the trigger to that data source.

Click Test Trigger to pull sample data from the selected table. Confirm you can see current and new data as expected.

Add an action step, choose Tables (or the target app), and select Create Record. Map fields from the trigger step to the destination table fields.

If you need sequential IDs or counters, add Increment Value and specify the numeric field and amount to increase.

Configure Update Records to push latest data from apps back into the table. Map the record ID and fields to update.

Use this to pause the zap until you click a button in the table to continue the process on demand.

Clone a template table if you need a fresh workspace for a recurring process. This copies fields and settings for consistency.

Clean up records you no longer need. Configure to delete specific records after a workflow completes.

Insert a Filter step to run actions only when specific conditions are met (e.g., status changes, certain field values).

Run a full test from trigger to final action. Verify data mapping and conditional logic behave as intended.

Turn on the Zap. Monitor task history to confirm runs are executing as configured and adjust if needed.

In Zapier, click the left navigation > Create Zap. Name it clearly, e.g., “New Client: Create ClickUp Project.”

In the Trigger app, add Google Sheets; connect a Google account. In the Action app, add ClickUp; connect your ClickUp account. Ensure both connections are authorized.

App: Google Sheets. Trigger Event: Updated Spreadsheet Row. Choose Account, Spreadsheet: Basic CRM, Worksheet: Sheet1. Trigger Column: Client Stage.

Run a test to fetch a live row. Verify the sample data includes Client Stage values (Lead/Client).

Add a Filter action. Condition: Client Stage contains client (exclude lead). This ensures the Zap only runs when a client is created.

App: ClickUp. Action Event: Create List. Choose Teamspace > Test > Ads Schedule (template). Map the client name into the List name field.

In the Create List step, use the Template option to load a predefined task set (e.g., Ads Schedule) for new clients.

In List Name, insert the client’s name from the Google Sheets row so each client gets a distinct list.

Run a test to confirm the template creates a ClickUp List with the right folder path and name.

Add one or more Create Task actions. Use Custom (dynamic) fields to reference the newly created List ID. Set assignee, due date, and priority as needed.

Add an action: Google Sheets > Update Spreadsheet Row. Map the ClickUp List ID back to the corresponding row (e.g., a dedicated column for List ID).

In Zapier, toggle the Zap to ON. Confirm that new client rows trigger the automation.

Repeat steps to create a second Zap that triggers on SEO checkbox in Sheets. Filter true, then Create Task in the existing List using the List ID from Sheets.

Run end-to-end tests: update a row to Client, check SEO, verify tasks appear on the correct List and IDs update properly.

Reuse the same pattern for multiple client tiers by adjusting templates and filters. Maintain a single source of truth in Google Sheets and ClickUp templates for consistency.