Zapier Integration

Zapier connects Flow Forms to over 8,000 other apps (Google Sheets, Slack, your CRM, your project management tool) without writing any code. When something happens in a Flow Forms workflow, Zapier picks it up and does whatever you tell it to do next.

#Before You Start

You will need:

• Admin access to your Flow Forms account. Creating the API token requires it.
• A Zapier account. The free plan is enough to get started.
• A form that already has its workflow set up. You will attach the Zapier connection to a point in that workflow.

One thing to know up front: Flow Forms is a trigger app. It starts Zaps; there is no Zapier action that creates or approves a Flow Forms submission. The optional error callback below is the exception: a Zap can POST a later-step failure back into the Integration error log.

If the system you are connecting to is one you or your developer control, a webhook is often simpler; it posts straight to your endpoint without going through Zapier at all.

#Setting Up a Connection

Setting up a Zapier connection takes two parts. You build the Zap in Zapier, then you go back into Flow Forms and tell it when to fire. Skipping the second part is the most common reason a new Zap never runs.

#Step 1: Create an API Token

1. In Flow Forms, go to Admin → Account in the sidebar.
2. Open the API Tokens section.
3. Type a name you will recognise later. "Zapier" works well.
4. Click Generate New Token.
5. Copy the token immediately and keep it somewhere safe. It is shown only once, and you cannot look it up again later. If you lose it, delete it and generate a new one.

An API token gives access to every form in your account, including private and group-restricted forms, not just the one you are connecting. Treat it like a password.

#Step 2: Note Your Flow Forms Domain

Zapier needs to know where your account lives. This is the address you use to sign in, without the https://: for example mysite.flowforms.app, or your own domain if your account uses one. If you do paste the full URL out of habit, Zapier tidies it up rather than failing.

#Step 3: Create the Zap in Zapier

1. In Zapier, create a new Zap and search for Flow Forms as the trigger app.
2. Choose the Submission Event trigger. It is the only one, and it covers every point in a workflow; you choose which one in Step 4.
3. When Zapier asks you to sign in to Flow Forms, paste your API Token and enter your Flow Forms Domain. Zapier will confirm the connection and label it with your domain.
4. Choose the Form you want this Zap to watch.
5. Choose one or more Form Elements. These are the fields Zapier will offer you when mapping data into later steps, so pick everything you plan to use.
6. Enter a Trigger Label. This is required, and it is the name you will see on the card in Flow Forms, so make it something you will recognise, like "Weekly sync to Slack". If you ever connect two Zaps to the same form, this label is what tells them apart.
7. Click Test trigger. Zapier shows sample data made up from your chosen fields: a random name, a placeholder email, today's date. That is expected; it is not a real submission. It exists so you can map fields into the next step of your Zap.
8. Finish building the rest of your Zap and turn it on.

At this point Flow Forms has created a trigger on your form, but it is not yet firing.

#Step 4: Tell Flow Forms When to Fire

This is the step people miss. A new Zapier connection is created as an on-demand trigger, which means it only runs when something explicitly calls it. Until you change that, submissions will come and go without your Zap ever running.

1. In Flow Forms, go to Admin → Forms and open the form you connected.
2. Scroll to Flow Steps. Your new connection appears at the bottom under Upon Demand, shown as a card carrying the Trigger Label you entered and a blue Zapier badge.
3. Click the ⋯ menu on the card and choose Edit.
4. Under When should this trigger run, pick the moment you want:

5. Click Save. The card moves to the matching place in the workflow: the top for submission, alongside a step for a specific approval, the bottom for final approval, or a When Denied section.

Leave it on Upon Demand only if you want a conditional step or an automation to decide when it runs. An administrator can also re-run a Zapier trigger from a submission's Run automation menu at any execute timing, the same as a webhook. See Conditional Flow Steps and Reminders & Automations for how to call it from those.

#What Gets Sent to Zapier

Each time the trigger fires, Flow Forms sends the submission to your Zap as a set of named fields.

{
  "Employee Name": "Jane Doe",
  "Department": "Facilities",
  "Start Date": "03/15/2026",
  "Shift Start": "08:30 EST",
  "Signed Agreement": "https://...",
  "submission_id": "sub_abc123",
  "webhook_id": 42
}

A few details worth knowing:

• The whole submission is sent, not just the fields you picked in Zapier. Choosing fields in Step 3 shapes what Zapier offers you when mapping; it does not limit what leaves Flow Forms. If a form holds sensitive answers, keep that in mind before connecting it.
• Field names are the keys. If you rename a field in the form builder, the key changes and any Zap step mapped to the old name will stop finding it.
• Dates arrive formatted the way that field is set to display. Times include your account's timezone. File uploads arrive as links, separated by commas when there is more than one file.
• Repeating group rows are combined into a single value with the answers separated by commas.
• submission_id is the submission's ID in Flow Forms, useful for building a link back, or for matching records in the destination app.

#Managing Connections

Zapier connections live on the form's workflow, not in a separate area. Open the form from Admin → Forms and look under Flow Steps. Each connection is a card named with the Trigger Label from its Zap, carrying a blue Zapier badge and a short code identifying the underlying connection.

The ⋯ menu on each card gives you:

• Edit - change when the trigger runs.
• Disable / Enable - pause a connection without deleting it. Flow Forms stops sending, and the Zap stays in Zapier untouched.
• Reset Errors - clear the error count after you have fixed the problem at the Zapier end. This also re-enables the connection, so don't use it on a connection you have deliberately disabled unless you want deliveries to resume. Only appears when there are errors to clear.
• Disconnect - remove the connection entirely. The Zap will stop receiving data from this form.

Open in Zapier takes you to your Zapier dashboard, where you can find and edit the Zap itself.

#Connection Health

Flow Forms watches each connection and shows a badge on the card when something is wrong. A healthy connection shows no badge at all, so no badge is good news.

A single successful delivery resets the count to zero, so a connection recovers on its own once the other end starts responding.

Failed deliveries are not retried automatically. If Zapier does not accept a delivery, that attempt does not go out again on its own; the count goes up and Flow Forms moves on. You can resend it from the submission's Run automation menu. The one exception is when Zapier reports it is too busy, in which case Flow Forms waits and tries that delivery again.

A connection that reaches ten consecutive failures is removed automatically during the daily cleanup. If a Zap has been off for a while, do not assume the connection is still waiting for it; check the form and reconnect if the card has gone.

Delivery failures are also recorded under Admin → Error Log, with the form and submission attached, which is usually the fastest way to see what went wrong and when.

A Catch Hook 200 only means Zapier received the payload. Later Zap steps (QuickBooks, a spreadsheet, a CRM) can still fail after that, and Flow Forms will not see it unless you send the failure back. In the connection's Edit modal, copy the Zapier error callback URL and point a Zapier error handler or Zapier Manager "New Error" at it. Map submission_id and webhook_id from the original trigger payload, plus the error message. That writes the same Integration error log as a failed delivery.

#Troubleshooting

My Zap never runs

Almost always Step 4. Open the form, look under Flow Steps, and check whether the card is still sitting under Upon Demand. If it is, edit it and choose when it should run.

If it is in the right place, confirm the Zap is turned on in Zapier, then submit a test entry and take it through to the point where the trigger should fire.

The card shows Degraded or Failing

Something at the Zapier end rejected the deliveries. Check that the Zap is on and not in an error state, look at Admin → Error Log for the exact failure, fix it, then use Reset Errors on the card.

Zapier shows the wrong fields, or a field is missing

The field list is captured when you set the Zap up. If you have added or renamed fields on the form since then, go back into the Zap in Zapier, re-select the form elements, and test the trigger again.

I picked three fields but Zapier is showing me everything

That is expected: the full submission is sent every time. Map only the fields you need in your Zap's later steps.

I disconnected in Zapier but Flow Forms still shows the connection

Remove it from the Flow Forms side too, using Disconnect on the card. That is the reliable way to stop deliveries.

Data is arriving in Zapier but I cannot find a card on the form

Zaps built on much older versions of the Flow Forms Zapier app used separate trigger events that never created a card on the workflow. Rebuild the Zap on the current Submission Event trigger to get a connection you can see and manage.

#Getting Help

If you are still stuck, contact support with the name of the form and roughly when you last saw the Zap work. The entries in Admin → Error Log are the most useful thing to include.