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Zapier Actions

This document describes the actions available in the WhiteLabelCRO Zapier integration.

How Actions Work

Zapier actions call the WhiteLabelCRO Integration API to create or modify records. Each action maps to a specific API endpoint and supports idempotency for safe retries.

Available Actions (9)

Lead Actions

Create Lead - Creates a new lead with status "Lead - New" - Required: first_name, last_name, email - Optional: phone, city, state, zip, package_keyword, affiliate_id, external_id - Returns: client_id, status, created_utc

Update Lead - Modifies an existing lead's information - Required: client_id - Optional: first_name, last_name, email, phone, city, state, zip, employee_id, affiliate_id, external_id - Returns: success, updated_utc, client_id

Update Lead Status - Changes a lead's status (must remain a Lead status) - Required: client_id, new_status or new_status_id - Optional: changed_by_employee_id, status_note - Returns: previous_status, new_status, updated_utc

Client Actions

Create Client - Enrolls a new client in the system - Required: first_name, last_name, email - Optional: phone, status, employee_id, city, state, zip, affiliate_id, external_id - Returns: client_id, status, created_utc

Update Client - Modifies an existing client's information - Required: client_id - Optional: first_name, last_name, email, phone, city, state, zip, employee_id, affiliate_id, external_id - Returns: success, updated_utc, client_id

Update Client Status - Changes a client's lifecycle stage - Required: client_id, new_status or new_status_id - Optional: changed_by_employee_id, status_note - Returns: previous_status, new_status, updated_utc

Add Client Note - Attaches a note or comment to a client record - Required: client_id, text - Optional: note_type, visibility, external_id - Returns: client_note_id, created_utc

Affiliate Actions

Create Affiliate - Adds a new referral partner - Required: email, first_name, last_name - Optional: phone, affiliate_code, commission_rate, affiliate_company_name, external_id - Returns: employee_id, affiliate_code, is_approved, created_utc - Note: Created affiliates are not automatically approved

Update Affiliate - Modifies an existing affiliate's information - Required: employee_id - Optional: first_name, last_name, email, phone, affiliate_company_name, commission_rate, is_active, is_approved, external_id - Returns: success, updated_utc, employee_id

Action Configuration

Required Fields

All required fields must be mapped in Zapier. If a required field is missing, the action will fail.

Optional Fields

Leave optional fields empty if not needed. The API will use defaults or leave the field unchanged.

Field Types

  • String fields: Map directly from previous Zap steps
  • ID fields: Use the numeric ID (e.g., client_id: 12345)
  • Status fields: Accept either ID (new_status_id: 231) or name (new_status: "Client - Active")
  • Boolean fields: Use "true" or "false" strings

Idempotency

Actions support idempotency via the external_id field: - If you provide an external_id, the system checks for existing records - Duplicate submissions update existing records rather than creating duplicates - Use external_id to link WhiteLabelCRO records to external systems (HubSpot, Salesforce, etc.)

Error Handling

Common Errors

400 Bad Request - Missing required field - Invalid field value - Request validation failed

401 Unauthorized - Invalid or expired API key - Missing X-Api-Key header

404 Not Found - Record not found (for update actions) - Invalid client_id or employee_id

429 Too Many Requests - Rate limit exceeded - Wait and retry per Retry-After header

Handling Errors in Zapier

  1. Enable error handling on your Zap
  2. Add a "Paths" step to route based on action success
  3. Log errors to Slack, email, or a spreadsheet for review

Rate Limits

Actions count toward the "write" rate limit bucket: - 100 requests per minute - Shared across all write operations

If you exceed limits, Zapier will automatically retry with backoff.

Platform Compatibility

These same actions are available via: - n8n - Using HTTP Request nodes - Make - Using HTTP modules - Custom code - Direct API calls

All platforms use the same endpoints and field names.