Sending Data from Clappia to External Apps Using Zapier Webhooks

IntegrationsClappia is a powerful no-code platform that allows you to create apps and workflows for various business processes. However, sometimes you may want to connect Clappia with external applications that are not directly integrated with it.

For example:

• Sending data from Clappia submissions to a scheduling tool like Google Calendar.
• Updating a CRM system like HubSpot.
• Triggering notifications or actions in applications where Clappia doesn’t provide a direct workflow node.

Zapier can act as a connector between Clappia and thousands of other apps. Check out this help guide to see how to get data from other platforms into Clappia. If you want to send Clappia data to other platforms, by using Webhooks, you can configure Clappia to send data to Zapier, which then passes it on to your desired app.

Webhooks are a way for Clappia to "notify" Zapier whenever a certain event happens (e.g., a form submission). Using Zapier, you can then automate actions in other apps, like creating an event in Google Calendar or sending an email.

This guide explains how to use Clappia as a trigger in Zapier workflows via Webhooks. Since Clappia is unavailable as a direct trigger in Zapier, we will use the Rest API Workflow Node in Clappia to send data to Zapier. For this guide, we’ll demonstrate a Google Calendar integration where submissions from Clappia automatically create calendar events.

Prerequisites

1. Clappia Account

Sign up for a free Clappia account if you don't have one.

2. Zapier Account

• Sign up for a Zapier account if you don't have one.
• To use webhooks, you might need to upgrade to a paid Zapier account.

3. An app on Clappia

Follow this guide to create an app on Clappia. We will be pushing data from Clappia into another platform (in this example it is Google Calendar).

Creating a Zap on Zapier

Once you sign in to Zapier, you can create Zaps. A basic zap in Zapier will have a Trigger from a specific web app and an Action in another web app. 

Step 1: Create a Zap in Zapier

1. Log in to Zapier and click Create, then select Zaps.

2. Your zap will be created where you  can select the trigger and action platforms.

3. Click on Trigger. Choose Webhooks by Zapier as the Trigger app.

4. You can now configure the trigger on the right panel.

5. Click on Trigger event and here we have selected Catch Hook from the list. 

Click on Continue.

6. Under Configurations, you can leave the child key blank if you wish and click on continue.

7. Zapier will generate a unique Webhook URL. Copy this URL; you’ll use it in Clappia.

Step 2: Set Up the Rest API Workflow Node in Clappia

1. Open the App in Clappia
   • Log in to your Clappia account.
   • Navigate to the app where you want to trigger the webhook. In this example we have created a meeting scheduler app as shown below.

2. Add Workflows
   • In Design App, go to the Workflows tab.

• Choose the type of workflow trigger you need
  • New Submission Flow: The webhook is triggered when a new form submission is created. Use this for actions like creating a calendar event or sending notifications upon new form submissions.
  • Edit Submission Flow: The webhook is triggered when an existing form submission is updated. Use this when you want to take action based on edits done to submissions.
  • Review Submission Flow: The webhook is triggered when the submission's review status (e.g., "Pending" → "Approved") changes. This is ideal for workflows that rely on status changes.
• In this example we will configure the workflow under New Submission flow.
• Click on Add Step.
• Add a Rest API node. A right panel will appear to configure this node.

3. Configure the Rest API Node

• Server URL: Paste the webhook URL generated by Zapier in Step 1.
• Method: Select Post.
• Query String: In this example, we will leave it blank.
• Headers: In key, select or type in ‘Content-type’ and underneath it type in ‘application/json’.
• Body Type: Select JSON.
• Body Content: Include the fields you want to send to Zapier. For instance, from the Clappia app, we are dynamically pulling it by typing @ followed by a field name. You can find variable names of all fields in Design App at the top of every field in {} brackets. Below we have associated names to all the fields mentioned from the app (Example: "attendees": "{attendees}" as shown in the image).
• Click on Save.

Note: You need not add all the fields in the rest api node from the app. Only those needed in Zapier can be added.

Step 3: Test the Webhook in Zapier

1. Go back to Zapier and click Test Trigger in the Webhooks setup.

2. Zapier will display the data received from Clappia. If no data is retrieved (ie from submissions in Clappia), make a submission in Clappia before clicking on Test Trigger. Once a submission is made, it will trigger the rest api workflow and the submission’s details will be sent to Zapier. Verify that all fields appear correctly. You can also edit the submission details sent to Zapier.

3. If the data is correct, click Continue with selected record to proceed.

Step 4: Configure the Action in Zapier

1. Select the Action App

• Choose Google Calendar as the Action app.

• You can now configure the trigger on the right panel.

• In Action event we have selected Create Detailed Event.

• Select the Google Account if you are new to Zapier or have not connected to one earlier. Then click on Continue.

2. Map the Fields

Map the data received from Clappia to the fields required by Google Calendar. Here we have done the following configurations:

• Calendar: selected the Google account connected to Zapier.
• Some options have a ‘+’ symbol. Click on it and you will be able to see a list of fields that are there on your Clappia app. These fields are the ones that you have mapped in the rest API workflow node.some text
  • Summary: Selected ‘Meeting title’ (mapped as ‘title’ in the rest api node) from the Clappia app.

• Description: Selected ‘Description’ (mapped as ‘desc’ in the rest api node as seen in the image above in step 2) from the Clappia app.
• Location: Selected ‘Location’ (mapped as ‘location’ in the rest api node) from the Clappia app.
• Start Date & Time: Selected ‘Formatted Date’ and ‘Start Time’ (mapped as ‘format’ and ‘starttime’ in the rest api node) from the Clappia app.

Note

Zapier accepts dates in ‘MM-DD-YYYY’ format. You will have to change the format of the date block in Clappia as it accepts ‘DD-MM-YYYY’ by default. You can do this by going to ‘Workplace settings > Preferences > Date/Time’. However, this changes the format for all apps. If only a certain app needs the change, add a ‘Calculations & logic’ to change the date format (which is the formatted date block in this example).

Between the date and time, insert “T” as it is a format accepted by Zapier to take in the date and time simultaneously.

• End Date & Time: Selected ‘Formatted Date’ and ‘End Time’ (mapped as ‘format’ and ‘endtime’ in the rest api node) from the Clappia app.
• Attendees: Selected ‘Attendees’’ (mapped as ‘attendees’ in the rest api node) from the Clappia app.

• Click on Continue.

3. Test the Action
   • Click on test step. Zapier will send a test request to Google Calendar. Check if the event was created successfully.

4. Turn on the Zap
   • Once testing is complete, turn on the Zap by clicking on Publish. Make a submission in Clappia to test if a Google Calendar event is created.

Benefits of Using Zapier Webhooks

• Automate workflows from Clappia to apps not natively supported.
• Simplify complex integrations without needing coding skills.
• Extend Clappia’s functionality by connecting to thousands of apps.