Skip to content

Quickstart: Zapier in 10 Minutes

This guide walks you through connecting WhiteLabelCRO to Zapier and creating your first automation.

Prerequisites

Before you begin: - Admin access to your WhiteLabelCRO CRM - Active Zapier account (free tier is sufficient) - At least one client or event in your CRM (for testing)

Step 1: Obtain Your API Key

  1. Log in to your WhiteLabelCRO CRM
  2. Navigate to Settings > Setup
  3. Click the Third Party Settings tab
  4. Scroll to the Zapier Automation Settings section
  5. Click the Generate New API Key button
  6. A popup will display your new API key
  7. Copy the API key immediately - it's only shown once

The key is automatically created. Store it securely (password manager or secure note).

Step 2: Connect Zapier to WhiteLabelCRO

  1. In Zapier, click Create Zap
  2. Search for "WhiteLabelCRO.com" in the trigger app selector
  3. Choose a trigger (we'll use New Client Created for this example)
  4. Click Sign in (or Connect an Account)
  5. Paste your API key when prompted
  6. Click Yes, Continue

Zapier will test the connection. If successful, you'll see a green checkmark.

Step 3: Configure Your Trigger

  1. Zapier will load sample data from the trigger
  2. Review the sample client fields (name, email, status, etc.)
  3. Click Continue

The trigger is now configured. Zapier will automatically create a webhook subscription in WhiteLabelCRO.

Step 4: Add an Action

Let's send a Slack notification when a new client is created:

  1. Click + Add step and select Action
  2. Search for "Slack"
  3. Choose Send Channel Message
  4. Connect your Slack account
  5. Select a channel (e.g., #crm-alerts)
  6. Compose the message:
  7. "New client enrolled: [First Name] [Last Name] ([Email])"
  8. Map the fields using Zapier's field picker

Click Continue.

Step 5: Test Your Zap

  1. Click Test action
  2. Zapier will send a test message to Slack
  3. Verify the message appears in your Slack channel

Success criteria: You should see a Slack message with sample client data.

Step 6: Turn On Your Zap

  1. Give your Zap a descriptive name (e.g., "New Client → Slack Notification")
  2. Click Publish

Your Zap is now live. When a new client is created in WhiteLabelCRO, Zapier will send a Slack notification.

Verify End-to-End

  1. In your WhiteLabelCRO CRM, create a test client
  2. Wait ~30 seconds
  3. Check your Slack channel

You should see a notification with the new client's details.

Common First Zaps

New Client to Email Notification

Trigger: New Client Created
Action: Gmail > Send Email
Use case: Notify the sales team when a client enrolls

Mapping: - To: sales@company.com - Subject: "New Client: {{First Name}} {{Last Name}}" - Body: Include client details and CRM link

Payment Failed to Slack Alert

Trigger: Payment Failed
Action: Slack > Send Channel Message
Use case: Alert finance team to failed payments

Mapping: - Channel: #finance-alerts - Message: "Payment declined for {{Client Name}} - Amount: {{Amount Attempted}}"

Lead from Google Form

Trigger: Google Forms > New Response
Action: WhiteLabelCRO > Create Lead
Use case: Capture leads from your website form

Mapping: - First Name: Form field - Last Name: Form field - Email: Form field - External ID: Form response ID (for deduplication)

Troubleshooting

Connection Failed

  • Verify you copied the entire API key (no truncation)
  • Generate a new API key from Settings > Setup > Third Party Settings if needed
  • Keys generated via the Generate New API Key

Trigger Not Firing

  • Verify the Zap is turned ON (not paused)
  • Check that events are actually occurring in WhiteLabelCRO
  • Review Zap history for errors

Missing Fields in Zapier

  • Some fields are optional and may be empty
  • Use Zapier's Formatter to handle missing values
  • Add a Filter step to skip records with missing required data

Next Steps

Explore More Triggers

  • Payment Succeeded: Automate receipts or accounting sync
  • Invoice Status Changed: Track payment collection
  • Lead Created: Nurture workflows

Add Complexity

  • Paths: Route different event types to different actions
  • Filters: Only process specific client statuses
  • Multi-step Zaps: Combine searches, creates, and updates

Learn More