Zapier

Direction

Out

Sign-in

Sign in to your account from Zapier and click Allow

Time to set up

About ten minutes

What this does

Small Business Chatbot has an app on Zapier with seven triggers. When one of these events happens in your account, every Zap that is on and uses that trigger runs with the event's details. Conversation events carry the contact's details, the summary and the transcript. Appointment events carry the times and the reschedule and cancel links. The app on Zapier sends events out. To bring data in, a Zap posts to an inbound webhook.

Before you start

• A Zapier account.

The triggers

Add the app to Zapier

1. Open the Zapier panel

   In the app, open Integrations › Zapier. The Connection card lists each Zapier connection as Connected to Zapier, with the date it was made, the email it was made with and a Disconnect link. With no connection, it reads Not connected yet.

   

2. Open the invite

   Click Connect on Zapier. Once a connection exists, the same button reads Open Small Business Chatbot on Zapier. Zapier opens in a new tab at the Small Business Chatbot app's invite. Accept it with your Zapier account.

Connect your account in a Zap

1. Pick the trigger

   In Zapier, create a Zap. For its trigger, choose the Small Business Chatbot app and one of the seven trigger events.

2. Sign in

   In Zapier, when the trigger asks for an account, click Sign in. A window opens on smallbusinesschatbot.com. Sign in there if it asks.

3. Allow the connection

   The window shows Connect Zapier to Small Business Chatbot? with your business name, your email and the seven events. Click Allow. Zapier shows the connection under your business name.

4. Test the trigger

   In Zapier, test the trigger. It pulls up to three of your most recent events of that kind from the last 30 days. If there are none, make one happen, such as adding a contact in CRM › Contacts for New Contact (Contacts), and test again.

Turn the Zap on and check it

1. Turn the Zap on

   In Zapier, add the action steps you want and turn the Zap on.

2. Check the panel

   In the app, in Integrations › Zapier, click Refresh under Connected Zaps. Each Zap that is on shows with its trigger's name and the date it connected.

   

Payload sample

What a Chat Ended event carries. The transcript is shortened, and the messages field, the same conversation as a list, is left out.

{
  "id": "chat_ended:66f1c2a9e4b0f5a1d2c3b4a6",
  "event": "chat_ended",
  "occurred_at": "2026-10-27T14:32:10Z",
  "channel": "chat",
  "conversation_id": "66f1c2a9e4b0f5a1d2c3b4a6",
  "first_name": "Jordan",
  "email": "[email protected]",
  "phone": "+14165550188",
  "contact_information_collected": true,
  "action_items": "Jordan wants a furnace tune-up; call tomorrow morning to book a time.",
  "lead_quality_score": "8",
  "number_of_messages": 4,
  "transcript": "Visitor: Hi, do you do furnace tune-ups?\nAssistant: Yes, we do furnace tune-ups. Can I get your name and the best number to reach you?",
  "business_name": "Northside Heating",
  "chatbot_url": "northside-heating",
  "contact_id": "66f1c2a9e4b0f5a1d2c3b4a5"
}

Zapier shows these as fields such as First name, Email, Action items, Lead quality score and Transcript. Call Ended adds the caller's number, your business number, the call ID and the recording link when recording is on. Text Conversation Ended adds the customer's number and your business number. Appointment events carry the title, start and end times, time zone, length, the invitee's name, email and phone, the location, and the reschedule and cancel links.

Disconnect

In Integrations › Zapier, click Disconnect next to a connection. It goes at once, on the first click. Zapier then shows "This Zapier connection is no longer valid" for that sign-in.

Events keep going to every Zap that is on while any connection is left, including Zaps that were set up with the one you removed. Removing the last connection stops all events and removes every Zap subscription on the account. To connect again, sign in from Zapier.

What it does

• Sends each event to every Zap that is on and uses that trigger, from the moment the Zap is on. A test in Zapier also pulls up to three recent events.
• Tries a delivery again after 1, 3 and 9 seconds when Zapier gives no answer or answers with a server error.
• Stops sending to a Zap that Zapier reports as gone.

If something goes wrong