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Table of Contents

SectionDescription
📋 What You’ll NeedPrerequisites before starting
🎯 Common Use CasesStart Here, find your own use case
⚡ Quick PathCondensed steps for experienced users
🔧 Step-by-Step SetupComplete walkthrough (Steps 1-7)
🛠️ TroubleshootingCommon issues & fixes
✅ Quick ChecklistVerify your setup is complete
🚀 Advanced AutomationsFilters, routers & real-world examples

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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 bot 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 specific events 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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What You’ll Need

  • An Irelia.ai account with at least one active agent
  • A Make.com account (free tier works fine) — Sign up here if needed
  • A destination for your data (Google Sheets, Slack, or your CRM)
No coding required. If you can copy and paste, you can do this.

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🎯 Common Use Cases — Start Here (#common-use-cases-start-here)

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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Use Case 1: Update my CRM or spreadsheet when a lead qualifies or a goal is completed

Examples: lead marked as qualified → update HubSpot status · meeting booked → log it in your sheet · goal completed → notify your sales team 📡 Select this event in Step 2: Lead Qualified or Goal Achieved Which steps do I follow?
  • Contact already exists in your CRM / spreadsheet → follow Steps 1–3, then use the “Search & Update” pattern for Step 4.
  • Contact is brand new (not yet in your system) → follow Steps 1–6 as written (Example A, B, or C in Step 4).
Lead qualifies or goal is completed
      │
      ▼
┌──────────────────────────────────┐
│  Does this contact already exist │
│  in your CRM / spreadsheet?      │
└──────────────┬───────────────────┘
         ┌─────┴─────┐
         ▼           ▼
    ✅ YES         ❌ NO
         │           │
         ▼           ▼
  Follow Steps    Follow Steps
  1-3, then go    1-6 as written
  to "Search &    (Example A, B,
  Update" for     or C in Step 4)
  your Step 4
Most common mistake: The contact likely already exists in your system (you probably added them on first contact). If you use “Add a Row” or “Create a Contact” again, you’ll get duplicates. Use the Search and Update Existing Records pattern for Step 4 instead.

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Use Case 2: Push collected data (budget, company size, timeline, etc.) to my CRM or spreadsheet

Examples: bot collects budget → populate CRM field · company size gathered → update spreadsheet row · timeline captured → segment lead automatically 📡 Select this event in Step 2: Data Gathered Which steps do I follow?
  • Contact already exists in your CRM / spreadsheet → follow Steps 1–3, then use the “Search & Update” pattern for Step 4.
  • Contact is brand new (not yet in your system) → follow Steps 1–6 as written (Example A, B, or C in Step 4).
Bot collects a piece of information
      │
      ▼
┌──────────────────────────────────┐
│  Does this contact already exist │
│  in your CRM / spreadsheet?      │
└──────────────┬───────────────────┘
         ┌─────┴─────┐
         ▼           ▼
    ✅ YES         ❌ NO
         │           │
         ▼           ▼
  Follow Steps    Follow Steps
  1-3, then go    1-6 as written
  to "Search &    (Example A, B,
  Update" for     or C in Step 4)
  your Step 4
Don’t see your use case? No problem — review the full events table and follow the guide using “New Inbound Contact” as your learning event. The process is identical for every event; only your selections at Step 2 and Step 4 change.

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Quick Path (Experienced Users)

Already comfortable with Make.com? Here’s the condensed version:
1

Make.com

Create Scenario → Add Module: “Webhooks” → Select “Custom webhook” → Create webhook → Copy URL
2

Irelia

Settings → Select Agent → Events and Notifications → Paste URL into desired event field
3

Test

Click “Test” button in Irelia → Return to Make.com → Verify data structure determined
4

Action

Add your action module → Map fields → Run once → Activate
Need more detail? Continue with the full guide below.

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Quick Overview: What You’ll Do

Get a webhook URL from Make.com

3 min

Paste the URL into Irelia

2 min

Send test data

2 min

Set up your action (Google Sheets, Slack, etc.)

5 min

Test everything end-to-end

3 min

Turn it on and name it

1 min
Total: ~15-20 minutes

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How This Works

Think of this connection like a smart doorbell system:
Doorbell SystemYour Automation
🏠 Something happens at your door (doorbell rings, package arrives)Your AI agent has an important moment (lead qualified, goal achieved, data collected)
📹 Doorbell camera captures it and sends infoIrelia’s webhook packages the details (who, what, when)
📱 Your phone receives the notificationMake.com receives the data instantly
⚡ Automatic action triggers (save video, alert family)Your apps do their thing (add to CRM, send Slack message, update spreadsheet)
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 you can find a few examples of Irelia events:
EventWhat It MeansExample Use
💬 New Inbound ContactSomeone messages you first→ Notify sales team
🎯 Lead QualifiedProspect meets your criteria→ Add to CRM
❌ Lead DisqualifiedProspect doesn’t fit→ Add to nurture campaign
✅ Goal AchievedProspect completed an objective→ Send confirmation email
📝 Data GatheredBot collected specific information→ Update spreadsheet
❓ Question Lacking AnswerProspect asked something bot couldn’t answer→ Create task for team
When an event triggers, Irelia packages all the relevant information—prospect details, conversation history, qualification status, custom data—and sends it to Make.com 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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Step 1: Set Up Make.com to Receive Irelia Notifications (#step-1:-set-up-make.com-to-receive-irelia-notifications)

Time needed: 3 minutes In this step, you’ll create a new automation (called a “Scenario” in Make.com) and configure it to listen for events from Irelia.

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Create Your Scenario

1

Log in and create a new scenario

Log into your Make.com account at make.comClick the “Create a new scenario” button (or the + icon in the top right)
Make.com dashboard showing Create a new scenario button
2

View the Scenario editor

You’ll see the Scenario editor—a visual canvas where you’ll build your automationYou’ll start with an empty canvas showing a large + icon in the center

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Add the Webhook Module

1

Add a new module

Click the + icon in the center of the canvasA search box will appear—type “webhooks”Select “Webhooks” from the results
Module search showing webhooks option
2

Select Custom webhook

From the list of triggers, select “Custom webhook”
Webhook triggers list with Custom webhook highlighted

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Create Your Webhook and Get the URL

1

Create a new webhook

A configuration panel will open. Click “Add” to create a new webhook
Webhook configuration panel with Add button
2

Name and save your webhook

Give your webhook a descriptive name (e.g., “Irelia - New Inbound Contact”)Leave all other settings at their defaultsClick “Save”
Webhook naming dialog
3

Copy the webhook URL

Make.com will generate a unique webhook URLIt looks like: https://hook.make.com/abc123xyz789...Click the “Copy address to clipboard” button
Keep Your Webhook URL PrivateYour webhook URL is like a password—anyone with this URL can send data to your Make.com account. Don’t share it publicly or post it in screenshots you share online.
Keep this Make.com tab open (exactly how you see it in the image below)! You’ll need to return here in a few minutes.
Make.com tab state to keep open

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Step 2: Tell Irelia Where to Send Notifications

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

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Quick Context: Agents and Events

In Irelia, each AI agent can have its own automations. For this guide, you’ll configure ONE event for ONE agent. Once you understand how it works, you can easily set up more.

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Access Your Agent Settings

1

Select your agent

Log into your Irelia.ai settings dashboardSelect the agent you want to connect to Make.com
Irelia dashboard with agent selector
2

Navigate to Events and Notifications

Navigate to “Events and Notifications”
Navigation menu with Events and Notifications

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Configure Your Webhook

1

View available events

You’ll see a list of available events
Events list in Irelia
2

Select your event

Find “New inbound contact reaching out to us” or the event you wish to configure in the list
Picking the right event? If you’re following a specific use case from above, select the event listed there instead of “New inbound contact.”
3

Paste your webhook URL

Click in the URL field next to this eventPaste the webhook URL you copied from Make.com (The URL will auto-save)
Event row with webhook URL pasted
Need to change the URL later?If you ever need a new webhook URL (changed Scenarios, troubleshooting, etc.), simply get a new URL from Make.com and paste it into Irelia. The old URL will stop working, and the new one will take over immediately.
Connected! This event will now send data to Make.com whenever someone first contacts this agent.

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Step 3: Test the Connection

Time needed: 2 minutes Now let’s verify that Irelia and Make.com can talk to each other.

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Send Test Data from Irelia

1

Find and click the Test button

In your Irelia webhook configuration (where you just pasted the URL)Find the blue “Test” button next to the webhook URL fieldClick “Test”
2

Verify success in Irelia

You should see a green success indicator in Irelia that says “Just sent a data sample successfully”
Irelia test success confirmation
What just happened: Irelia sent sample data to Make.com. This sample data shows you exactly what kind of information Irelia will send when this event actually happens in a real conversation.

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Verify Make.com Received the Data

1

Check Make.com for success

Go back to your Make.com tab (the one you kept open)You should see a success message: “Successfully determined” with a green checkmark
Make.com showing Successfully determined message
2

Close the configuration panel

Click “OK” to close the configuration panel
What “Successfully determined” means: Make.com has analyzed the data Irelia sent and now understands its structure. This allows you to use any of these data fields in your next steps.
Success! Irelia and Make.com are connected and talking to each other.

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Understanding What Irelia Sends You

Before setting up actions, let’s take 60 seconds to understand what Irelia just sent to Make.com.
Make.com webhook data view
We can conceptually split these data in 3 buckets.
  • userName - The prospect’s name
  • userNumber - Their phone number
  • inboundLead - Did they message first (true) or did you (false)?
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 in this conversation? (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 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
  • customVariables - Specific information your bot collected (budget, company size, timeline, etc.)
Each custom variable has:
  • name - What you asked about (“Budget”)
  • value - Categorized answer (“$10k-50k”)
  • valueRaw - Exact words they used (“We have around 30k to spend”)
Expanded customVariables section
Use these to: Fill CRM fields, personalize emails, segment leads, give sales reps context, route leads to different teams, prioritize follow-ups, etc..

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Important: Not All Events Send All Data

The test you just ran shows you the data for “New inbound contact” events. Different events send different data. Don’t worry if you don’t see every field mentioned above—you’re seeing exactly what’s relevant for your event.

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Step 4: Set Up Your Action

Time needed: 5 minutes Now comes the fun part: deciding what should automatically happen when Irelia sends data to Make.com.

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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.
👇 Here below you can find guided instructions for these 2 examples. 🔍 If you want to create more complex automations or connect different business tools, we suggest searching on YouTube the exact outcome you wish to achieve (E.g. “How to add a row in Google Sheets using Make.com”)

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Log New Contacts in Google Sheets

Recommended for first-timers
1

Add a new module

Hover over the right side of your webhook module until you see a small + icon appearClick the + icon to add a new module
Canvas showing + icon on webhook module
2

Select Google Sheets

In the search box, type “Google Sheets”Select “Google Sheets” from the results
Google Sheets being selected from app list
3

Choose Add a Row action

From the list of actions, select “Add a Row”
Google Sheets actions list with Add a Row highlighted
4

Connect your Google account

Click “Add” to connect your Google account (or select an existing connection)Follow the prompts to sign in and grant Make.com access to your Google Sheets
5

Select your spreadsheet

Select your Spreadsheet from the dropdown (or create a new one first in Google Sheets)Select your Sheet (usually “Sheet1”)
Spreadsheet selection dropdowns
6

Map your fields

Map your fields — This is where you tell Make.com which Irelia data goes into which spreadsheet columnMake.com will show you all the columns in your spreadsheet. Click into each field, and a panel will appear showing all available data from Irelia. Simply click on the data you want to insert.
Field mapping interface
7

Save the module

Click “OK” to save the module configuration

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Step 5: Test Your Complete Automation

Time needed: 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

Start the test run

At the bottom left of the canvas, click the “Run once” button
Run once button location
2

Send data from Irelia

Make.com will start listening. You’ll see “Waiting for data…” on your webhook moduleGo back to Irelia and click the “Test” button again to send fresh data
3

Verify data flow

Return to Make.com—you should see the data flow through both modules
Successful run visualization with green checkmarks
Each module will show a number (like “1”) indicating how many items were processed
4

View execution details

Click on any module to see the details of what was processed
Module execution details expanded view

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Verify It Worked

Now check your destination to confirm:
  • Open your spreadsheet
  • Look for a new row at the bottom with the test data
  • You should see the prospect’s name, phone, status, etc.
Google Sheet with newly added row
Did you see your data in the right place? Your automation works!

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Step 6: Turn It ON

Time needed: 1 minute

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Activate Your Scenario

1

Toggle the Scenario ON

At the bottom left of your Scenario editor, find the toggle switch (it currently says “OFF”)Click the toggle to turn your Scenario ON
Activation toggle switching to ON
The toggle will turn blue/purple and display “ON”

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Give Your Scenario a Name

1

Rename your Scenario

Click on the Scenario name at the top left (it probably says “New scenario” or similar)Rename it to something descriptive like: “Irelia: New Contact → Google Sheet”
Scenario name being edited
2

Save your changes

Click “Save” (floppy disk icon) at the bottom of the screen to save your changes
Save icon at bottom of editor
Your automation is now live!

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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 Make.com → Make.com immediately performs your action → All without you lifting a finger.

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Step 7: Monitor Your Automation

Time needed: Ongoing (just a few minutes when needed)

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Check Your Scenario History

1

Open History

Open your ScenarioClick on the “History” tab at the top of the editor
2

Review executions

Here you can see every time your Scenario runs:
  • ✅ Success (green indicators)
  • ❌ Error (red indicators with details)
Scenario History page with successful runs
3

View details

Click on any execution to see detailed information about what happened

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What to Monitor

First few days: Check daily to ensure Scenarios run successfully and data looks correct. Ongoing: Make.com can send you email notifications when Scenarios error out, so you don’t need to check constantly. Just verify things are working during the first few days.
Pro Tip: Go to your Scenario settings (three dots menu → Settings) to configure error notifications and scheduling options.

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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 “New Data Gathered”, “New Lead Qualified”, or “New Goal Achieved”, simply repeat the steps we just did and customize the actions (Step 4) to achieve your desired result. Your options from here:
  1. 🎯 Want to track another event? Create a new Scenario and repeat this guide — just select a different event in Step 2
  2. ➕ Want this Scenario to do more things? Edit your Scenario and click the + button after your last module 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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Reference Sections

Use these sections when you need help or want to go deeper.

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Troubleshooting Common Issues

Don’t panic! Here are the most common issues and exactly how to fix them.
What this means: Make.com hasn’t received any data from Irelia yet.How to fix it:Step 1: Verify the webhook URL in Irelia
  • Go to Irelia → Events and Notifications
  • Check that the webhook URL is filled in for your event
  • Make sure it matches EXACTLY the URL from Make.com (no extra spaces)
Step 2: Send test data again
  • Click the blue “Test” button in Irelia next to your webhook URL
  • Wait 5-10 seconds
  • Go back to Make.com—the webhook should show “Successfully determined”
Step 3: Try a fresh webhook URL
  • If still not working, click on your webhook module in Make.com
  • Create a new webhook with the “Add” button
  • Copy the new URL and paste it into Irelia
  • Click Test again in Irelia
What this means: Irelia is sending data correctly, but something’s wrong with your action module setup.How to fix it:Step 1: Read the error message
  • Click on the failed module (shown with a red indicator)
  • Make.com shows detailed error messages in the execution details
  • Look for phrases like “Required field missing” or “Invalid credentials”
Make.com error message example
Step 2: Check required fields
  • Open your action module configuration
  • Look for fields marked as required
  • Make sure each required field has data mapped
Step 3: Reconnect your account
  • In your action module, click on the connection dropdown
  • Select “Add” to create a new connection
  • Sign in again and grant permissions
  • Run once to test again
Step 4: Verify your destination exists
  • Google Sheets: Confirm the spreadsheet wasn’t deleted or renamed
  • Slack: Check the channel wasn’t archived
  • CRM: Verify pipeline/status values still exist
What this means: The Scenario says it succeeded, but you can’t find the data.How to fix it:Step 1: Check Scenario History for details
  • Go to your Scenario → History tab
  • Click on your recent run to expand details
  • Look at the output data from each module
Scenario History details expanded
Step 2: Look in the right place
  • Google Sheets: Scroll to the bottom (new rows are added at the end). Try Ctrl+F to search.
  • Slack: Check you’re in the right channel. Search for messages from “Make.”
  • CRM: Search by phone number instead of name. Check if you’re in a filtered view.
Step 3: Check for filters
  • Go back to your Scenario editor
  • Look for any Filter modules (funnel icons) between your webhook and action
  • Click on the filter to verify your data passes the conditions
What this means: Your automation worked during testing but stopped working for real events.How to fix it:Step 1: Check if your Scenario is ON
  • Open your Scenario
  • Look at the toggle at the bottom left
  • If it shows “OFF,” turn it back on
Step 2: Check scheduling
  • Click the three dots menu → Settings
  • Make sure “Scheduling” is set to “Immediately” (not scheduled for specific times)
  • For real-time webhooks, the Scenario should run “On demand”
Step 3: Check authentication
  • Look for any warning icons (⚠️) on your modules
  • Reconnect any apps that show warnings
  • This is especially common with Google accounts after password changes
Step 4: Verify Irelia configuration
  • Go to Irelia → Events and Notifications
  • Confirm the webhook URL is still there and correct
Step 5: Check Make.com operations usage
  • Go to your Make.com dashboard → Organization → Operations
  • Free plans have limited operations per month
  • If you’ve hit the limit, upgrade or wait for reset
What this means: The same contact is being processed multiple times.How to fix it:Step 1: Audit your Scenarios
  • Check all your active Scenarios
  • Look for duplicates with the same webhook trigger
  • Turn off or delete duplicate Scenarios
Step 2: Check Irelia configuration
  • Verify each event has a UNIQUE webhook URL
  • If you pasted the same URL in multiple events, that’s the problem
Step 3: Check for multiple triggers
  • In your Scenario, ensure you only have ONE webhook module
  • Multiple triggers can cause duplicate processing
What this means: The customVariables field is empty or doesn’t have expected data.How to fix it:Step 1: Use the right event
  • “New Inbound Contact” fires BEFORE data collection
  • Use “Data Gathered”, “Goal Achieved” or “New Lead Qualified” events instead if you need collected data
Step 2: Check variable indices
  • Custom variables are in an array (1, 2, 3, etc.)
  • Make sure you’re mapping the correct index
  • Use the data picker to navigate the array structure
Step 3: Test with a complete conversation
  • Instead of using the Test button, have a full conversation that reaches data collection
  • Then check if data flows through

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🆘 Still Stuck?

Irelia.ai Support:
  • Contact support in the WhatsApp priority support group or send an email to “info@irelia.ai”
  • Include: Screenshots of your configuration, the error message, and what you expected vs. what happened
Make.com Support:

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Quick Checklist

Use this to verify your setup is complete:

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Essential Setup

  • Webhook created in Make.com
  • Webhook URL copied from Make.com
  • URL pasted into Irelia for your chosen event
  • Test data sent from Irelia
  • Data structure determined in Make.com (“Successfully determined”)
  • Action module configured (Google Sheets, Slack, or CRM)
  • “Run once” test completed successfully
  • Scenario turned ON
  • Scenario given a descriptive name
  • Scenario saved

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Verification

  • Triggered a real event (or used Test button)
  • Confirmed data appeared in destination app
  • Checked Scenario History shows successful run
All checked? You’re good to go!

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Advanced Automations (Optional)

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 (Webhook) Modules:
1

Search for the existing row

Add module: Google Sheets → Search RowsSet Search Column to “Phone”Set Search Value to userNumber from IreliaThis finds the row matching the prospect’s phone number
2

Update that row with new data

Add module: Google Sheets → Update a RowSet Row Number to the row number returned from Step 1Map the fields you want to update (Lead Status, Interest Score, etc.)
Search and Update Scenario layout
Result: Instead of creating duplicate rows, your existing lead’s information gets updated in place.
Important: Phone Number Format Must MatchFor the search to work, the phone number format in your existing records must match the format Irelia sends. Irelia sends phone numbers with the international prefix (e.g., 393401234567).If your existing records store phone numbers without the prefix (e.g., 3401234567), the search won’t find a match—because 3401234567 and 393401234567 are technically different values.To avoid this issue:
  • Store phone numbers with the international prefix in your spreadsheets and CRMs
  • If you have existing records without prefixes, update them to include the prefix
  • This ensures Irelia’s data will always match your existing records
Same logic applies to CRMsMost CRMs (HubSpot, Salesforce, Pipedrive) have similar “Search/Find Contact” and “Update Contact” modules. Search by phone number, then update with the new data. Some CRMs even offer “Create or Update” modules that handle both scenarios automatically.

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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

Add a filter

Right-click on the connection line between your Webhook and Action modulesSelect “Set up a filter”
2

Set your condition

  • Label: “Budget Filter”
  • Condition: customVariables[].value Text operators: Contains $10k
3

Save the filter

Click “OK”Only leads meeting this criteria will continue to your action
Make.com filter configuration panel
The filter appears as a small funnel icon on the connection line.
Filter funnel icon between modules
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
Use the value field (the categorized answer) for filters rather than valueRaw (exact words). The categorized value is more consistent and reliable for matching conditions.

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Multi-Step Scenarios (Multiple Actions from One Trigger)

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

Add your first action module

After your webhook module, add and configure your first action
2

Add additional modules

After your first action module, hover over its right edge and click the + iconSelect your second app and actionConfigure the module
3

Repeat as needed

Repeat for additional actions
Modules run left-to-right. If an earlier module fails, later ones won’t run unless you configure error handling. Place your most critical action first.

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Using Routers for If/Then Logic

Routers let you create branching logic based on data—similar to “Paths” in other automation tools. Example: Route leads based on qualification status
  • If leadQualification equals “fit” → Route 1: Add to HubSpot + Notify sales
  • Else If leadQualification equals “not a fit” → Route 2: Add to nurture campaign
  • Else (TBD) → Route 3: Add to “Needs Review” spreadsheet
How to set this up:
1

Add a Router module

After your webhook module, click the + iconSearch for and select “Router” (under Flow Control or Tools)
2

Configure paths

The Router will show multiple output pathsClick + on each path to add modules
3

Add filters to paths

Set up filters on each path’s connection to control which data flows where
Router module with three paths

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Using Built-in Tools for Data Transformation

Make.com has built-in functions that let you transform data before sending it:
  • Format phone numbers consistently (add country code)
  • Split userName into first name and last name using text functions
  • Convert interestScore from decimal (0.85) to percentage (85%) using math functions
  • Change date formats to match your CRM using date functions
To use these, click into any field and then click the function icon (ƒ) to access Make.com’s built-in functions.
Function picker panel

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Real-World Use Case Examples

Trigger: Lead QualifiedModules:
  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.
Trigger: Lead DisqualifiedModules:
  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.
Trigger: Question Lacking AnswerModules:
  1. Send Slack notification to content team so they can reply manually through Irelia dashboard
  2. Log in “Knowledge Base Gaps” spreadsheet
Impact: Continuously improve your AI’s knowledge.
Trigger: Goal AchievedModules:
  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.
Trigger: Data GatheredModules:
  1. Update CRM with custom variables (budget, timeline, company size)
  2. Router to 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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Make.com-Specific Tips

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Instant vs. Scheduled Scenarios

For webhook-triggered Scenarios, Make.com runs them instantly when data is received. However, you can also set up scheduled checks if needed. To verify your Scenario runs instantly:
  1. Click the three dots menu → Scheduling
  2. Ensure it’s set to run when triggered by webhooks

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Operations and Limits

Make.com charges based on operations (each module execution = 1 operation). Plan accordingly:
  • A 3-module Scenario uses 3 operations per run
  • Free tier: ~1,000 operations/month
  • Monitor your usage in your dashboard

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Error Handling

Make.com has powerful error handling options:
1

Add an error handler

Right-click on any module → Select “Add error handler”
2

Choose handling behavior

Choose how to handle failures (ignore, retry, alert, etc.)This prevents one failure from stopping your entire Scenario
Error handling options menu

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Final Tips

🎯 Start simple — One event, one action. Master that before expanding. 🧪 Test thoroughly — Always use “Run once” to verify with real data before activating. 📊 Monitor regularly — Check Scenario History weekly, especially at first. 🔄 Iterate — Your first automation doesn’t have to be perfect. Refine over time. 💾 Save often — Click the save icon after every change to avoid losing work. 🤝 Ask for help — Both Irelia and Make.com have great support teams and communities.
Remember: Every automation expert started with one simple Scenario. You just built yours. The possibilities from here are endless. Happy automating! 🚀