Creating automations with Zapier

Once you've connected Zapier to your Coachvox account, build your automated workflows so you can automatically and seamlessly follow up on each interaction with your AI and nurture leads into clients.

Contents

Introduction to zaps (automations)

In Zapier, automations are called Zaps or Zap Workflows. You can set up zaps to send your new contacts directly to your email system, CRM or other business tools, and more!

Then you could send them targeted content, add them to your mailing list or flag them for personal follow-up, turning that initial conversation into an ongoing connection.

All sorts of wonderful zaps with different functions can be created, so it's worth exploring the options!

Important: If you haven't connected your Coachvox account to Zapier, follow these steps first.

Coachvox zap triggers

Each zap consists of a trigger (to start it), followed by one or more actions.

You might also use delays and filters in between these steps to define your customer journey and manage the timings of automatic actions.

A zap can run for the following Coachvox triggers:

  • New client = first-time interactions with your AI
  • New conversation = for every new chat with your AI
  • Coachcart purchase = when someone completes a purchase through Coachcart

Zap data fields

Each trigger sends a set of data fields to Zapier. When you're building your zap, you choose which of these fields you want to use, so you don't need to map every field, just the ones relevant to what you're building.

New client data fields

The following data fields are pulled through by the new client trigger:

AI ID
AI name
Email address
First name
Last name 
Company name 
Phone number 
ID (the client's unique ID)
Marketing consent

Note: Company name, last name, and phone number are optional data collection fields, so unless you've chosen to collect this data, these fields will be blank in Zapier.

New conversation data fields

This pulls through the same data fields as the new client trigger, plus:

A chat summary (A paragraph summarising the conversation) 
Timestamp (When the conversation took place)

Coachcart purchase data fields

The following data fields are pulled through by the Coachcart purchase trigger:

Email
First name
Last name
Product name
Product ID
Customer ID
Amount
Amount formatted
Currency
Purchase date

Creating your first automation

Here's how to set up your first zap workflow.

Note: It might look like lots of complicated steps at first, but once you've made one you'll find it quick to make more zaps and unlock the power of Zapier!

1 Create a new zap workflow (automation)

Create a zap button

  • Give your zap a relevant name at the top

Zap name

2 Choose a trigger

A trigger is the event that starts your zap

  • On the zap setup screen, click on the 'Trigger' field

Zap trigger box

  • On the list of triggers, search for and select 'Coachvox'

App search

  • Pick your 'Trigger event' from the list: New client, New conversation, or Coachcart purchase.

Coachvox zap triggers

  • Under 'Account' sign in to your Coachvox account using your Coachvox login credentials (if required):

Coachvox Zapier sign-in

  • Click 'Continue'

Trigger setup

  • Test your trigger

Test trigger

3 Set up an action

  • Choose where to send the information.

Popular choices include:

    • A CRM system (For example, Mailchimp, ActiveCampaign, Zoho CRM)
    • An email service (For example, Gmail, Outlook)
    • Other business tools you use (For example, Slack, Kajabi or a Google sheet)

Search the apps list to find your chosen one.

  • Choose your 'Action event' from the drop-down menu.

The options you'll have will depend on the app you've picked to send the information to.

Action event

  • Sign in to the account for your chosen app for the action to be able to run.

App sign-in

  • Click 'Continue'
  • Configure your action

The specific configuration will depend on the app and action event selected.

You might choose how to tag new contacts if adding them to Mailchimp or compose a draft email if sending new contacts to your email system.

  • Test your action

Test that the action is working as expected.

4 Test and publish your zap

  • Use the built-in test feature within Zapier to test your trigger and action if you previously skipped these steps.
  • Check your CRM/email/other system to confirm it's working.
  • Make any needed adjustments.
  • Click 'Publish' in the top right corner.

Hurray! Your zap should now be live and listed at https://zapier.com/app/assets/zaps

Zaps when you have multiple AIs

If you have multiple Coachvox AIs, you can identify and separate out the data for each specific one, based on the AI name and ID. Here's how.

1 Add a filter step or paths

  • After the initial trigger step, add a step using either Zapier's 'Filter' or 'Paths' built-in tool.
    • Filter: This will allow you to add a filter to control which records continue to be processed by the zap. If you use this method, you would then set up another zap for your second AI with its own unique filter and actions.
    • Paths: This allows you to set up multiple filters within one zap, meaning you can create the next steps for multiple AIs in the same place.

The best choice for you mostly comes down to personal preference and familiarity with Zapier.

2 Set up the filter(s)

If using a filter

Create a filter that looks at the 'AI name' (or the 'AI ID') like this:

You can select the 'AI Name' as a field by clicking on 'choose field' and selecting this from the dynamic data menu:

If using paths

Create a path A condition (which is like a filter) for your first AI that looks at the 'AI name' like this:

Then, create a path B condition for your second AI's name.

  • You can add more paths if required.

3 Test and then add your action steps.

Useful automation ideas

Given that Zapier gives you the option to integrate with thousands of apps, there are a lot of possibilities. The main use cases for your AI data include:

CRM integration

  • Add new contacts automatically
  • Tag contacts who've used your AI
  • Track conversation frequency
  • Start email sequences

Email integration

  • Get an email alert for new conversations
  • Create draft emails to follow up leads
  • Send automatic welcome messages

Top tip: Start with draft emails rather than automatic sending until you're happy with how everything works.

By building the right zaps, you can nurture leads automatically while you focus on serving your coaching clients and doing what you do best!

Your AI handles the initial conversations, Zapier moves the information where it needs to go, and you can step in at the perfect moment to offer your coaching services to warm, qualified leads.

Start small with one automation, then build up as you get comfortable with the system.

Further guidance

  • Check out our guidance explaining how to connect your Coachvox to Zapier.
  • If you need further guidance on setting up your zaps' triggers and actions, a good place to find this is Zapier's help centre. Try searching the help centre for the software you're connecting your AI with for specific steps and guidance.

Related articles