Connecting FormRobin to Zapier

Connect FormRobin to over 5,000 apps with Zapier automation - no coding required. Automatically send form responses to your favorite tools.

What Is Zapier?

Zapier is an automation platform that connects apps and services together. When you connect FormRobin to Zapier, you can:

• Automatically send form responses to other apps
• Create multi-step workflows (Zaps)
• Connect to 5,000+ apps and services
• Automate repetitive tasks
• Build custom integrations without coding

Plan Requirement: Zapier integration is available on all FormRobin plans (Free and Individual).

Popular Zapier Integrations

• Google Sheets - Add form responses as new rows
• Gmail - Send email notifications for new submissions
• Slack - Post submission alerts to channels
• Mailchimp - Add subscribers to email lists
• Airtable - Create records from form data
• Trello - Create cards for new submissions
• Salesforce - Add leads to your CRM
• HubSpot - Create contacts from form data
• Discord - Send notifications to Discord servers
• Notion - Add form data to Notion databases

Setting Up Zapier Integration

Step 1: Connect FormRobin to Zapier

1. Log in to your FormRobin account
2. Click the hamburger menu (☰) in top right
3. Select Settings
4. Click Integrations
5. Find the Zapier Integration section
6. Click Connect to Zapier
7. You'll be redirected to Zapier's invitation page
8. Click Accept Invite & Build a Zap

Step 2: Authorize FormRobin in Zapier

1. In Zapier, you'll be prompted to connect your FormRobin account
2. You may need to log in to FormRobin to authorize access
3. Click Allow to grant Zapier permission
4. Your FormRobin account is now connected to Zapier

Step 3: Create Your First Zap

1. Choose FormRobin as your trigger app
2. Select trigger event: New Form Submission
3. Select your FormRobin form from the dropdown
4. Test the trigger to verify it works
5. Choose your action app (e.g., Google Sheets, Slack, Gmail)
6. Configure the action with form data
7. Test the action to ensure it works
8. Turn on your Zap

How Zapier Integration Works

FormRobin's Zapier integration uses polling to detect new submissions:

1. You submit a form on FormRobin
2. Zapier checks for new submissions every 1-15 minutes (depending on your Zapier plan)
3. When a new submission is found, Zapier triggers your Zap
4. Your Zap performs the configured action (e.g., add to Google Sheets)

💡 Note: Zapier's polling interval depends on your Zapier plan tier - not your FormRobin plan.

Available Triggers

FormRobin provides this trigger in Zapier:

• New Form Submission - Triggers when someone submits a form

Trigger Data Available

When a Zap is triggered, you receive:

• All form field responses (labels and values)
• Submission timestamp
• Form ID and submission ID
• UTM parameters (if source tracking enabled)
• Device and browser information
• IP address
• Referrer and landing page URLs

Example Zap Workflows

Example 1: Form to Google Sheets

Goal: Add every form submission as a new row in Google Sheets

1. Trigger: FormRobin → New Form Submission
2. Action: Google Sheets → Create Spreadsheet Row
3. Map fields: Email → Column A, Name → Column B, etc.

Example 2: Lead Notification to Slack

Goal: Send Slack notification when someone submits contact form

1. Trigger: FormRobin → New Form Submission
2. Action: Slack → Send Channel Message
3. Message: "New lead: {{Name}} - {{Email}} - {{Message}}"

Example 3: Multi-Step Registration Workflow

Goal: Add registrant to email list AND create calendar event

1. Trigger: FormRobin → New Form Submission
2. Action 1: Mailchimp → Add/Update Subscriber
3. Action 2: Google Calendar → Create Event

Zapier Best Practices

• Test before going live: Always test your Zaps with real form submissions
• Use filters: Add Zapier filters to only process certain submissions
• Handle errors: Set up email notifications for failed Zaps
• Map all fields: Ensure all form fields map to destination app fields
• Check polling frequency: Remember Zapier checks for new submissions periodically, not instantly
• Monitor Zap history: Regularly check Zapier's task history for errors

Zapier Integration Limitations

• Polling delay: Not real-time (1-15 minute delay depending on Zapier plan)
• Zapier task limits: Limited by your Zapier plan's monthly task quota
• File attachments: File uploads may not transfer directly (URLs provided instead)
• One trigger: Only "New Form Submission" trigger available
• Requires Zapier account: Free Zapier account allows up to 100 tasks/month

Zapier vs Webhooks: Which to Use?

Recommendation: Use Zapier for easy integrations with popular apps. Use Webhooks for custom, real-time integrations.

Troubleshooting Zapier Integration

Issue: Can't find FormRobin in Zapier app directory.

Fix: Use the invitation link from FormRobin Settings → Integrations → Connect to Zapier. FormRobin may be an invite-only integration not listed in public directory.

Issue: Zap isn't triggering for new submissions.

Fix: Ensure Zap is turned ON. Submit a test form and wait 15 minutes (Zapier's maximum polling interval). Check Zapier task history for errors. Verify you selected the correct form in Zap settings.

Issue: Some form fields aren't appearing in Zapier.

Fix: Submit a test form with all fields filled out. Refresh the fields in your Zap editor. Statement fields don't appear (they're display-only).

Issue: Zap runs but data doesn't transfer correctly.

Fix: Check field mapping in your Zap. Verify field types match between FormRobin and destination app. Test with simple data first, then add complexity.

Issue: Hit Zapier task limit.

Fix: Upgrade your Zapier plan for more monthly tasks. Add filters to process only specific submissions. Consider using webhooks for unlimited real-time transfers (Individual tier+).

Getting Help with Zapier

• Zapier Help Center: https://help.zapier.com
• Zapier Community: Ask questions in Zapier's community forums
• FormRobin Support: Contact us for FormRobin-specific integration questions

FAQ

Q: Do I need a paid Zapier account?
A: No, Zapier's free plan allows up to 100 tasks per month, which is sufficient for many users. Upgrade for more tasks and faster polling.

Q: How quickly do Zaps trigger after form submission?
A: Zapier checks for new submissions every 1-15 minutes depending on your Zapier plan tier. Free plans check every 15 minutes.

Q: Can I connect one FormRobin form to multiple Zaps?
A: Yes! Create as many Zaps as you need for the same form.

Q: Can I use Zapier and webhooks at the same time?
A: Yes, you can use both simultaneously. Webhooks send data in real-time, while Zapier handles app-specific integrations.

Q: What happens if a Zap fails?
A: Zapier will retry the failed task automatically. You'll receive error notifications if configured in Zapier settings.

Need help setting up Zapier? Contact our support team - we're here to help!