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 each interaction with your AI and nurture leads into clients.

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

Then you can 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.

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

Creating your first automation

Each zap consists of a trigger and one or more actions. Here's how to set up your first zap.

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

A zap is an automated workflow.

Create a zap
  • Give your zap a relevant name at the top
Zap name

  1. Choose a trigger

A trigger is the event that starts your zap

  • On the zap setup screen, click on the 'Trigger' field
Trigger box
  • On the list of triggers, search for and select 'Coachvox'
App search


  • Pick your 'Trigger event' from the list:
    • New client = first-time interactions
    • New conversation = for every chat
Coachvox trigger options
  • Under 'Account' sign in to your Coachvox account using your Coachvox login credentials.
Coachvox sign in
Coachvox sign in
  • Click 'Continue'
Tigger setup
  • Test your trigger
Test trigger

  1. 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)

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.


  1. 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.

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


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.
  • For guidance on connecting Coachvox to Zapier, check out this article. Contact our team using the support form in your Coachvox account if you've further questions.

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