Zapier: Be Notified When Advocates Join Your AdvocateHub

Prerequisites: You will need to have a Premium Zapier account in order to begin this process.

Overview

In this article, we will go through the steps required to automatically notify you or your team when an Advocate joins your AdvocateHub. We will cover being emailed via Gmail and via Slack but it important to remember you can send these alerts to other systems like MS Outlook or even SMS Text Messages if you like, Zapier has a lot of applications and services it can integrate with

Setting Up The Webhook Trigger

We will start in Zapier so login to your Zapier account!

1. In Zapier, click 'Make A Zap' and name it 'Advocate Joined Notification' (You can call it whatever you like)

2. Type 'webhook' into the search bar and choose the Webhook By Zapier app

3. Choose 'Catch Hook' as the Choose Trigger Event and click Continue

4. You will be greeted with a page like below. no need to configure anything but copy the Custom Webhook URL and head back to your Influitive AdvocateHub

5. In your AdvocateHub, navigate to Settings > System > Webhooks and click Add a Webhook

6. Give your webhook the same name as the Zap you created and copy the URL you got from Zapier into the Webhook Provider URL field. Leave 'Format' as Form Post and then check the box beside Advocate Joined. Scroll to the bottom of the page and save.

7. Now signup to your AdvocateHub with a test account. You can quickly do this by grabbing a Join URL from a Group and open an incognito/private window and sign up using a personal email address. Once you have done this head back to Zapier and click Test & Continue

8. If this webhook was caught by Zapier you should see a small green checkmark like below:

The above steps will be the exact same up until this point no matter what service you are looking to send the notification to. We will break into the Gmail specific workflow in the next section. Skip down to the Slack section at this point to set this flow up for Slack.

Send Notification via A Gmail Account

1. Picking up where we left off above, we should now see this screen in Zapier. Type 'gmail' into the search and then choose the Gmail App

2. On the resulting page choose 'Send Email' under the Choose Action Event

Note: At this point, you may be prompted to link your Gmail account to Zapier if you have not already done so. Follow the prompts Zapier gives you for this and connected the two applications.

3. Now you will be presented with the opportunity to fill out the information for your email. The important information here is:

To - The recipient email(s) of who you want to send the notification to (You most likely)

Cc - If you want to cc others, add their email(s) in this field

Body - This is where you can write out the content of your email which can be anything you like but there will be one dynamic piece of information we need to add which is the Name (and possible email address) of the Advocate who has just joined your AdvocateHub. To do this click the icon in the top right of the Body field:

Then click Contact [full Name] from the dropdown that presents itself. You will see this be added to your body. This information will change each time someone signs up. You can type out the rest of your body and add the email address in the same way or any other information you like from the 'Catch Hook' step that is available to you in the dropdown list. Once you are done, scroll to the bottom and click Continue.

4. Click Test & Continue and you should a confirmation like below - check your email inbox to see if it arrived!

5. Finally, click 'Done Editing' and turn on your Zap when you are prompted to and you are all set!

Send Notification via Slack

1. Search for 'slack' and choose Slack

2. Under Choose Action Event, select 'Send Direct Message' or 'Send Channel Message' or any of the others that would suit you best! For this example, I will use 'Send Direct Message'

3. Simply select the Slack 'username' from the dropdown of the person you want to send the notification to. Next, add the message you will send. this will be pretty generic but you will likely want to include the Name and/or Email Address of the Advocate who has joined. You can add this dynamic information by clicking the icon highlighted below.

4. From the resulting dropdown presented, click Contact [full Name]. You will see this be added to your Message Text. This information will change each time someone signs up. You can type out the rest of your message and add the email address in the same way or any other information you like from the 'Catch Hook' step that is available to you in the dropdown list. Once you are done, scroll to the bottom and click Continue.

5. Click Test & Continue and you should a confirmation like below - check your Slack to see if the message arrived!

6. Click 'Done Editing' and turn your Zap on and you are all set!