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Overview

Zapier allows you to automate workflows between Callin.io and thousands of external platforms. With the Callin.io Zapier integration, you can:
  • Trigger Zaps when a call transcription is available (e.g. log it, send it to Slack, store in Google Sheets).
  • Start an outbound call from a Zap using the Activate Agent action (e.g. from a CRM form or webhook).
These are two separate use cases and should usually be implemented as two different Zaps.

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Use Case 1: Trigger a Call from a Zap (Activate Agent)

This setup allows external events to start a phone call using your agent.
  1. Create a New Zap → Use Any Trigger (form, webhook, schedule…)
    You can trigger the call from any app or event (e.g. Typeform, webhook, CRM update).
  2. Add an Action Step: Callin.io → Activate Agent
    Select Callin.io as the action app, and choose Activate Agent.
  3. Configure Required Fields
    Fill in:
    • Phone
    • Name
    • Email
    • Agent Name
    These can be static or mapped from previous steps. You can also connect this to dynamic sources like Google Sheets, a CRM system, or a database to fetch contact data automatically.
  4. Publish the Zap
    Once published, this Zap will trigger a live call from your AI agent using the data provided.

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Use Case 2: Trigger a Zap When a Transcription Is Ready

This setup listens for completed calls and performs follow-up actions.
  1. Go to Integrations in Callin.io
    Navigate to Actions → Integrations, find Zapier, and click Connect.
  2. Accept the Zapier App Invite
    Click Accept Invite & Build a Zap to use the Callin.io integration.
  3. Create a New Zap → Set Trigger as Get Transcription
    Select Callin.io as the app and Get Transcription as the trigger event.
  4. Copy Webhook URL from Zapier
    Zapier will provide a unique webhook URL. Copy it.
  5. Paste Webhook in Callin.io Agent Settings
    Edit your agent, locate Webhook URL (Optional), and paste the Zapier URL. Save.
  6. Test the Trigger
    Run a call or use a recent one to validate that the webhook works.
  7. Add Any Action (e.g. log transcription, send Slack, update database)
    Zapier will now run this Zap whenever the agent completes a transcribed call. You can connect the data to any external platform like Google Sheets, Notion, CRMs, or databases for logging and analysis.

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Tips & Notes

  • Keep Get Transcription and Activate Agent in separate Zaps for clarity.
  • Always test using real or sandbox data.
  • Call recording must be enabled to receive transcriptions.
  • You can combine both workflows to create feedback loops (e.g., Call → Transcription → CRM → New Call).

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Troubleshooting

Symptom: Zap doesn’t trigger on call completion.
Cause: Webhook not saved or no transcribed call.
Fix: Ensure recording is enabled and webhook URL is correct. Symptom: Zap doesn’t place a call.
Cause: Missing required fields or wrong Agent Name.
Fix: Double-check data mapping and agent availability.