How to Connect Irelia.ai to Zapier Using Webhooks: A Step-by-Step Guide

~20 minutes setup

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Introduction

You’ve built your conversational AI agent on Irelia.ai, and it’s actively chatting with prospects on WhatsApp, Facebook, and Instagram. But what happens when something important occurs — like when a lead gets qualified, when your agent collects key information, or when someone books a meeting? Right now, you might be manually checking your Irelia dashboard and copying information to other tools. There’s a better way. This guide shows you how to automatically send information from Irelia to your other business tools the instant something important happens — no manual work, no delays, no checking dashboards. By the end of this guide, you’ll have: ✅ A working automation that triggers when important moments happen in your Irelia conversations
✅ Data flowing automatically from Irelia to your CRM, spreadsheets, or team chat
✅ The knowledge to build unlimited additional automations

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How This Works

Think of this connection like a smart doorbell system: The magic: Everything happens automatically in seconds. No manual work. No delays. No checking dashboards.

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📡 What Events Can Irelia Notify You About?

As your AI agent chats with prospects, Irelia tracks important milestones called events — the “moments that matter” in your conversations. Below are a few examples of Irelia events: When an event triggers, Irelia packages all the relevant information — prospect details, conversation history, qualification status, custom data — and sends it to Zapier instantly. For this guide, we’ll use “New Inbound Contact” because it’s easy to trigger and perfect for learning. Once you understand how it works, you can easily set up other events.

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📝 What You’ll Do

1. 🔗 Get a webhook URL from Zapier — 3 min
2. 📋 Paste the URL into Irelia — 2 min
3. 🧪 Send test data — 2 min
4. ⚡ Set up your action (Google Sheets, Slack, etc.) — 5 min
5. ✅ Test everything end-to-end — 3 min
6. 🚀 Turn it on and name it — 1 min

Total: ~15–20 minutes

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📋 What You’ll Need

• An Irelia.ai account with at least one active agent Required
• A Zapier account (free tier works fine) — Sign up here if needed Required
• A destination for your data (Google Sheets, Slack, or your CRM) Required

No coding required. If you can copy and paste, you can do this.

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🎯 Common Use Cases

80% of readers need one of these two setups. Find yours, note the guidance, then follow the Step-by-Step Setup below — you’ll just make different selections at Step 2 and Step 4.

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⚡ Quick Path (Experienced Users)

Already comfortable with Zapier? Here’s the condensed version:

1. Zapier: Create Zap → Trigger: “Webhooks by Zapier” → Event: “Catch Hook” → Copy webhook URL
2. Irelia: Settings → Select Agent → Events and Notifications → Paste URL into desired event field
3. Test: Click “Test” button in Irelia → Return to Zapier → Verify data received
4. Action: Add your action app → Map fields → Test → Publish

Need more detail? Continue with the full guide below.

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🔧 Step-by-Step Setup

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Step 1: Set Up Zapier to Receive Irelia Notifications

~3 minutes In this step, you’ll create a new automation and configure it to listen for events from Irelia.

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Create your Zap

1. Log into your Zapier account at zapier.com
2. Click the “Create Zap” button (top left or center of your dashboard)

3. You’ll see the Zap editor with two main sections:
   • “Trigger” (what starts the automation) ← you’ll set this up now
   • “Action” (what happens next) ← you’ll set this up in Step 4

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Choose webhooks as your trigger

4. Click the search box in the “Trigger” section
5. Type webhooks and select “Webhooks by Zapier”

6. For the “Event”, select “Catch Hook”

7. Click the “Continue” button twice (through the “Setup” and “Configure” sections)

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Get your webhook URL

This is the most important part — you’re getting a unique URL that tells Irelia exactly where to send information.

8. Zapier will display a Custom Webhook URL that looks like: https://hooks.zapier.com/hooks/catch/123456/abcdef/
9. Click the “Copy” button next to the URL

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Step 2: Tell Irelia Where to Send Notifications

~2 minutes Now you’ll log into Irelia and paste the webhook URL you just copied.

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Access your agent settings

1. Log into your Irelia.ai settings dashboard
2. Select the agent you want to connect to Zapier

3. Go to “Events and Notifications”

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Configure your webhook

4. You’ll see a list of available events

5. Find “New inbound contact reaching out to us” (or the event you want to configure)

6. Click the “URL” field next to this event
7. Paste the webhook URL you copied from Zapier (the URL will auto-save)

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Step 3: Test the Connection

~2 minutes Now let’s verify that Irelia and Zapier can talk to each other.

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Send test data from Irelia

1. In your Irelia webhook configuration (where you just pasted the URL), find the blue “Test” button next to the webhook URL field
2. Click “Test”

3. You should see a green success indicator that says “Just sent a data sample successfully”

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Verify Zapier received the data

4. Go back to your Zapier tab (the one you kept open)
5. Click the “Test trigger” button to receive the data sample

6. A list of data samples will appear — select one

7. Click the “Continue with selected record” button

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Understanding What Irelia Sends You

Before setting up your action, take 60 seconds to understand what Irelia just sent to Zapier. You can conceptually split this data into three buckets. 1. 👤 Who They Are (Contact Info)

• userName — The prospect’s name
• userNumber — Their phone number
• inboundLead — Did they message first (true) or did you (false)?

2. 💬 What Happened (Conversation Details) Per agent — the specific chat the user had with a specific agent (under the conversationFlow section):

• id — Unique agent identifier
• name — Name of the conversation agent
• chatHistory — Complete conversation transcript with this agent
• leadQualification — Are they qualified by this agent? ("fit", "not a fit", or "TBD")
• interestScore — How interested are they? (0.0 to 1.0, like 0% to 100%)
• reasonNotQualified — Why they didn’t qualify (if applicable)
• goalAchieved — Number of goals completed with this agent
• numberOfMessageSent — Messages sent by this agent
• numberOfMessageReceived — Messages received from prospect
• numberOfQuestionLackingData — Questions the AI couldn’t answer from the Knowledge Base
• creditConsumedForThisChat — Credits used for this conversation

Overall (across all agents):

• chatHistory — Complete chat history across all agents
• optStatus — Opt-in status (e.g., "in", "out")
• creditConsumedForThisLead — Total credits consumed
• numberOfMessageSent — Total messages sent
• numberOfMessageReceived — Total messages received
• numberOfQuestionLackingData — Total questions lacking answers
• numberOfGoalAchieved — Total goals achieved

3. 📝 What You Learned (Custom Data)

• customVariables — Specific information your agent collected (budget, company size, timeline, etc.)

Each custom variable has:

• name — What you asked about (e.g., “Budget”)
• value — Categorized answer (e.g., “$10k-50k”)
• valueRaw — Exact words they used (e.g., “We have around 30k to spend”)

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Step 4: Set Up Your Action

~5 minutes Now comes the fun part: deciding what should automatically happen when Irelia sends data to Zapier.

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Choose your first action

Ask yourself: “When someone first contacts my agent, what’s the ONE most valuable thing that should happen automatically?” Common answers:

• ✅ Log it immediately → Google Sheets (simplest, great for testing)
• ✅ Alert my team → Slack (immediate visibility)
• ✅ Add to my CRM → HubSpot, Salesforce, Pipedrive (most business value)
• ✅ Start a sequence → Email marketing tool (begins nurture process)

Our recommendation for your first automation: Choose Google Sheets or Slack. They’re simple to set up, and you’ll immediately see when your automation works. Once you’ve tested the connection, you can always change the action to something more complex. Below you’ll find guided instructions for these two examples.

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Example A: Log new contacts in Google Sheets

Recommended for first-timers

1. In the “Action” section, click the search box
2. Search for and select “Google Sheets”

3. Choose “Create Spreadsheet Row” as the event
4. Click the “Continue” button
5. Connect your Google account (click “Sign in” and follow the prompts)

6. Select your “Spreadsheet” (or create a new one first)
7. Select your “Worksheet” (usually “Sheet1”)

8. Map your fields — this is where you tell Zapier which Irelia data goes into which spreadsheet column. Click into each field, and Zapier will show you all available data from Irelia. Select the one you want.

9. Click the “Continue” button

Skip to Step 5 →

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Example B: Send Slack notifications

Great for team visibility

1. In the “Action” section, search for “Slack”
2. Choose “Send Channel Message”
3. Connect your Slack workspace
4. Select your “Channel” (e.g., #leads, #sales, #notifications)

5. Compose your message text using Irelia data fields

6. Click the “Continue” button

Skip to Step 5 →

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Example C: Create a CRM contact

Maximum business impact

1. In the “Action” section, search for your CRM (HubSpot, Salesforce, Pipedrive, etc.)
2. Choose “Create Contact” (exact wording varies by CRM)
3. Connect your CRM account
4. Map Irelia fields to CRM fields
5. Click the “Continue” button

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Step 5: Test Your Complete Automation

~3 minutes Let’s test the entire workflow end-to-end to make sure everything works together.

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Run your test

1. At the bottom of your action setup, click the “Test action” button (or “Test & Continue”)

2. Zapier will send your test data to the app you selected
3. You’ll see a success message: “Test successful!”

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Verify it worked

Now check your destination to confirm: If you chose Google Sheets:

• Open your spreadsheet
• Look for a new row at the bottom with the test data
• You should see the prospect’s name, phone number, status, etc.

If you chose Slack:

• Open Slack and go to your selected channel
• You should see your formatted message with the test data

If you chose a CRM:

• Open your CRM and search for the test contact
• Verify the fields are populated correctly

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Step 6: Activate and Name Your Zap

~1 minute

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Activate your Zap

1. At the top of your Zap editor, click the toggle or “Publish” button to turn your Zap ON
2. You’ll see a confirmation: “Your Zap is ON”

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Give your Zap a name

3. Click on the Zap name at the top (it probably says something like “Webhooks by Zapier + Google Sheets”)
4. Rename it to something descriptive like: Irelia: New Contact → Google Sheet

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🎉 Congratulations! You Did It!

Take a moment to appreciate what you just built: ✅ Your AI agent now talks to your other tools automatically
✅ Important moments trigger instant actions
✅ No more manual data entry or checking dashboards — your systems are always up-to-date
✅ Your leads get faster, better follow-up What happens now: Every time someone reaches out to your Irelia agent for the first time → Irelia automatically sends their information to Zapier → Zapier immediately performs your action → All without you lifting a finger. Quick tips for success:

• 🎯 Start simple — One event, one action. Master that before expanding.
• 🧪 Test thoroughly — Always verify with real data before relying on automation.
• 📊 Monitor regularly — Check Zap History weekly, especially at first.
• 🔄 Iterate — Your first automation doesn’t have to be perfect. Refine over time.
• 🤝 Ask for help — Both Irelia and Zapier have great support teams.

Remember: every automation expert started with one simple Zap. You just built yours. The possibilities from here are endless. Happy automating! 🚀

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Monitoring Your Automation

First few days: Check daily to ensure your Zaps run successfully and your data looks correct. Ongoing: Zapier sends you email notifications when Zaps error out, so you don’t need to check constantly. Just verify things are working during the first few days.

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Check your Zap History

1. Go to “Zap History” (found in the left sidebar of your Zapier dashboard)
2. Here you can see every time your Zap runs:
   • ✅ Success (green checkmark)
   • ❌ Error (red X with details)

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What’s Next?

Now that you have one working automation, the possibilities are endless. If you want to connect to more events like “Data Gathered,” “Lead Qualified,” or “Goal Achieved,” simply repeat the steps above and customize the action (Step 4) to achieve your desired result. Your options from here:

1. 🎯 Want to track another event? Create a new Zap and repeat this guide — just select a different event in Step 2
2. ➕ Want this Zap to do more things? Edit your Zap and click the + button below your action to add more actions
3. 🤖 Have another agent to connect? Repeat this guide for your other agents — each can have its own automations
4. ⚡ Ready for advanced workflows? Check out the Advanced Automations section below

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🚀 Advanced Automations

Ready to do more? These sections show you how to build sophisticated workflows.

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Search and Update Existing Records

Sometimes you don’t want to create a new record — you want to update an existing one. For example, when a lead you already added gets qualified, or when new data is gathered for someone already in your system. This requires a two-step approach: search first, then update. Example: Update an existing lead’s row when they get qualified. Trigger: Lead Qualified Actions:

1. Search for the existing row
   • Add action: “Google Sheets” → “Lookup Spreadsheet Row”
   • Set “Lookup Column” to “Phone”
   • Set “Lookup Value” to userNumber from Irelia
   • This finds the row matching the prospect’s phone number
2. Update that row with new data
   • Add action: “Google Sheets” → “Update Spreadsheet Row”
   • Set “Row” to the row number returned from the search action
   • Map the fields you want to update (lead status, interest score, etc.)

Result: Instead of creating duplicate rows, your existing lead’s information gets updated in place.

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Using Filters to Control When Actions Run

Filters let you add conditions so your action doesn’t run for every event. Example: Only add to CRM if the prospect’s budget is “$10k-50k” or higher.

1. In your Zap, click the + button between the trigger and action
2. Select “Filter”
3. Set your condition: customVariables Value (text) contains $10k
4. Only leads meeting this criteria will continue to your action

Common filter use cases:

• Only add to CRM if budget matches your target → customVariables Value equals $10k-50k
• Only notify team if company size is “Enterprise” → customVariables Value contains Enterprise
• Only send to sales if lead is qualified → leadQualification equals "fit"

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Multi-Step Zaps

Why do one thing when you can do several? Example: When a lead is qualified:

1. Add to HubSpot CRM
2. Send Slack notification to sales team
3. Add to “Hot Leads” Google Sheet
4. Send welcome email

How to set this up:

1. After your first action, click the + button below it
2. Select “Action”
3. Add your second app and configure it
4. Repeat for additional actions

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Using Paths for If/Then Logic

Paths let you create branching logic based on data. Example: Route leads based on qualification status:

• If leadQualification equals "fit" → Path A: Add to HubSpot + Notify sales
• Else If leadQualification equals "not a fit" → Path B: Add to nurture campaign
• Else ("TBD") → Path C: Add to “Needs Review” spreadsheet

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Using Formatter for Data Transformation

Zapier’s Formatter tool lets you transform data before sending it:

• Format phone numbers consistently (add country code)
• Split userName into first name and last name
• Convert interestScore from decimal (0.85) to percentage (85%)
• Change date formats to match your CRM

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Real-World Use Case Examples

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Use case 1: Qualified lead fast track

Trigger: Lead Qualified Actions:

1. Create contact in HubSpot with “Hot Lead” status
2. Send Slack notification to sales team
3. Add to “Qualified Leads” Google Sheet
4. Send welcome email via Gmail

Impact: Sales team engages qualified leads within minutes instead of hours.

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Use case 2: Disqualified lead nurture

Trigger: Lead Disqualified Actions:

1. Add to Mailchimp nurture campaign
2. Log in “Nurture Pipeline” spreadsheet
3. Create task in Asana to follow up in 3 months

Impact: No lead is wasted; everyone gets appropriate follow-up.

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Use case 3: Knowledge gap tracking

Trigger: Question Lacking Answer Actions:

1. Send Slack notification to content team so they can reply manually through the Irelia dashboard
2. Log in “Knowledge Base Gaps” spreadsheet

Impact: Continuously improve your AI agent’s knowledge.

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Use case 4: Goal achievement flow

Trigger: Goal Achieved Actions:

1. Send confirmation email with next steps
2. Update CRM with goal completion
3. Notify account manager in Slack

Impact: Instant positive reinforcement and seamless customer journey.

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Use case 5: Rich data capture

Trigger: Data Gathered Actions:

1. Update CRM with custom variables (budget, timeline, company size)
2. Add to segment-specific sheet (Enterprise vs SMB)
3. Trigger personalized email based on answers

Impact: Rich prospect data flows automatically; no manual entry.

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✅ Quick Checklist

Use this to verify your setup is complete: ✅ All checked? You’re good to go!

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🛠️ Troubleshooting & FAQs

Don’t panic! Here are the most common issues and exactly how to fix them.