How Zapier Integration Works

Kolvera connects to Zapier through webhooks and API tokens, enabling you to automate workflows between Kolvera and 5,000+ apps. Push enriched contacts to spreadsheets, trigger Slack notifications on campaign replies, sync meetings to project management tools, and build custom automation that fits your agency's BD workflow.

Every recruitment agency has unique workflows. Some push new contacts to a Google Sheet for manual review before CRM import. Others want a Slack notification the instant a prospect replies to a campaign email. Some need meeting bookings to appear in Asana or Monday.com for team coordination. Zapier integration lets you build these custom workflows without writing code.

Common Zap Recipes for Recruitment Agencies

Here are the most popular Zapier workflows used by Kolvera agencies:

  • Campaign reply to Slack: When a prospect replies to your email campaign, a Slack message is posted in your BD channel with the prospect's name, company, and reply text. Your team sees hot leads instantly without checking Kolvera.
  • New contact to Google Sheets: Every enriched contact is automatically added to a Google Sheet with name, email, phone, title, and company. Useful for agencies that maintain shared spreadsheets for team visibility.
  • Meeting booked to Asana: When a meeting is booked in Kolvera, a task is created in Asana with meeting details, due date, and the consultant's name. Ensures pre-meeting preparation is tracked.
  • New company to HubSpot: When a company is added to Kolvera (from SEEK scraping or manual entry), the company record is pushed to HubSpot with all available data.
  • Daily summary email: A scheduled Zap pulls the day's BD activity from Kolvera (calls made, emails sent, replies received) and sends a summary email to the agency owner.

Setting Up Webhooks

Webhooks are the most common way to connect Kolvera with Zapier. A webhook is a URL that Kolvera calls when an event happens — like a new contact being enriched or a campaign email being replied to. Zapier's "Webhooks by Zapier" trigger listens on that URL and fires the configured action whenever data arrives.

To set up a webhook: generate an API token in Kolvera Settings, create a new Zap with "Webhooks by Zapier" as the trigger, and configure the Kolvera webhook URL to point to Zapier's catch hook URL. Test with a sample event, map the data fields to your action app, and activate. The entire setup takes under 10 minutes.

API Token Security

API tokens are generated in Kolvera Settings and scoped to your user account. Each token has read access to contacts, companies, and pipeline data within your tenant. Tokens can be revoked at any time. For security, API tokens should not be shared or committed to version control. Zapier stores tokens securely in its credential vault.

All API requests require the token in the Authorization header. Requests are logged and rate-limited to 300/minute. The API returns JSON responses compatible with Zapier's data mapping interface.