Integrate with Zapier

Zapier is a no-code workflow automation platform. This guide wires it up to RocketLead in both directions:

• RocketLead → Zapier — fire a Zap whenever a lead lands or a booking is made, by adding an HTTP Request action to a RocketLead automation.
• Zapier → RocketLead — push leads from Zapier into RocketLead via an Ingress webhook.

Both are covered below.

Direction 1: RocketLead → Zapier

Trigger a Zap from any RocketLead automation event (Neuer Lead hinzugefügt, Termin gebucht, Leadstatus geändert, etc.) using RocketLead’s HTTP Request automation node and Zapier’s Webhooks by Zapier trigger.

Step 1 — Create a webhook trigger in Zapier

1. In Zapier, create a new Zap.
2. For the trigger, search Webhooks by Zapier → pick Catch Hook.
3. Continue through the setup. Zapier shows a unique URL like https://hooks.zapier.com/hooks/catch/12345/abcdef/.
4. Copy the URL. Leave Zapier on the “Test trigger” step — Zapier needs to receive a sample request to learn the payload shape.

Note

“Webhooks by Zapier” is a paid Zapier feature — available on Starter plans and above. The free plan doesn’t include it.

Step 2 — Create an automation in RocketLead

1. In the RocketLead console, go to Automations → New automation.
2. Add the trigger that should fire the Zap (under Auslöser in the editor):
   • Neuer Lead hinzugefügt — every new lead in a Lead Pool.
   • Neuer Termin gebucht — every new booking.
   • Leadstatus geändert — every lead-state transition.
3. Configure the trigger’s filters (which Lead Pool, which appointment types, etc.).
4. From the Aktionen sidebar, drag in HTTP Request and connect it to the trigger.

Step 3 — Configure the HTTP Request node

Field	Value
Method	POST
URL	the Zapier webhook URL from Step 1
Headers	{"Content-Type": "application/json"} (optional — auto-added when a body is set)
Body	a JSON payload using {{...}} placeholders (see below)
Raw dates	Enable for Zapier integrations

Caution

Always enable “Raw dates” for Zapier integrations. RocketLead’s default is to format dates into German human-readable strings (12. Januar 2026 um 14:00). Zapier’s “Catch Hook” handles ISO-8601 cleanly — turning on raw dates keeps timestamps as 2026-01-12T14:00:00Z.

Step 4 — Build the body with placeholders

The body is a JSON template. Anything inside {{...}} is substituted with live data from the trigger.

Example for Neuer Lead hinzugefügt:

{
    "leadId": "{{<triggerNodeId>.tableEntry.id}}",
    "createdAt": "{{<triggerNodeId>.tableEntry.createdAt}}",
    "firstName": "{{<triggerNodeId>.tableEntry.data.firstName}}",
    "lastName": "{{<triggerNodeId>.tableEntry.data.lastName}}",
    "email": "{{<triggerNodeId>.tableEntry.data.email}}",
    "phone": "{{<triggerNodeId>.tableEntry.data.phone}}",
    "studio": "{{$studio.name}}"
}

Replace <triggerNodeId> with your trigger node’s ID — the editor’s right-hand variable picker generates these paths automatically when you drag a variable into the body.

Step 5 — Test and activate

1. Save and activate the RocketLead automation.
2. Trigger it once (e.g., create a test lead) so Zapier receives a sample payload.
3. Back in Zapier, click Test trigger — Zapier picks up the captured request. Confirm the payload looks right.
4. Build the rest of the Zap from there — typical second steps include “Create row in Google Sheets”, “Send Slack message”, “Add contact to HubSpot”, etc.
5. Activate the Zap in Zapier.

Available variables by trigger

Neuer Lead hinzugefügt / Leadstatus geändert:

{{<id>.tableEntry.id}}
{{<id>.tableEntry.createdAt}}
{{<id>.tableEntry.leadStateId}}
{{<id>.tableEntry.data.<columnName>}}              // any data column
{{<id>.tableEntry.customFieldData.<customFieldId>}} // any custom field
{{<id>.previousLeadState.name}}                    // leadState changes only
{{<id>.newLeadState.name}}                         // leadState changes only

Neuer Termin gebucht / Termin beginnt / Termin endet / Termin gelöscht:

{{<id>.calendarBooking.id}}
{{<id>.calendarBooking.startDateTime}}
{{<id>.calendarBooking.endDateTime}}
{{<id>.calendar.name}}
{{<id>.appointmentType.name}}
{{<id>.resource.name}}
{{<id>.tableEntry.data.email}}                     // when the booking is linked to a lead

Cross-trigger globals:

{{$studio.name}}
{{$studio.email}}
{{$studio.phone}}
{{$global.<varName>}}                              // set via the "Variable setzen" helper node

A typo in a placeholder path silently resolves to an empty string. Verify each field arrives in Zapier’s “Test trigger” step before relying on it downstream.

Direction 2: Zapier → RocketLead

Pushing data from Zapier into RocketLead uses an Ingress webhook — no automation engine needed.

1. In RocketLead → Settings → Ingress Webhooks → Create, pick the destination Lead Pool. Copy the URL and the token (shown once).
2. In Zapier, add a Webhooks by Zapier action → POST:
   • URL: https://api.rocketlead.io/public/ingress_webhooks/<webhook-id>
   • Payload type: JSON
   • Headers:
     • x-rocketlead-ingress-token: <token>
     • Content-Type: application/json
   • Data: map your Zap’s input fields to a RocketLead-shaped payload:

     {
         "data": {
             "firstName": "...",
             "lastName": "...",
             "email": "...",
             "phone": "...",
             "source": "zapier"
         }
     }

The default lead state is applied automatically. The submission fires table.entry.added in RocketLead — your other automations run as if the lead came from any other channel.

For richer integrations (read leads, create bookings, update lead states), use the Connect API instead — Zapier’s HTTP action supports the Authorization: Bearer rocketlead_live_* header pattern.

Common gotchas

Symptom	Cause
Zap test trigger keeps timing out	The RocketLead automation hasn’t fired yet. Trigger it manually (create a test lead) so Zapier receives a sample.
Catch Hook receives an empty payload	Placeholder path has a typo — resolves to empty silently. Check the captured payload in Zapier field-by-field.
Dates arrive as 12. Januar 2026 um 14:00	”Raw dates” toggle is off on the HTTP Request node. Enable it.
4xx from Zapier’s webhook URL	Zap isn’t active, or the URL is wrong. Re-copy from the Zap’s webhook setup.
Run history shows repeated retries	Zapier webhook returning errors. Check Zap history in the Zapier dashboard.

Caveats

• No HMAC signature. Zapier has no way to cryptographically verify the call came from RocketLead. Treat the Catch Hook URL as a shared secret. If it leaks, the only mitigation is to delete and recreate the Zap (Zapier doesn’t support URL rotation).
• Webhooks by Zapier is a paid feature. Free Zapier accounts can’t catch webhooks. The “premium app” requirement applies to both Catch Hook and POST.
• Max automation chain depth: 5. Zaps that call back into RocketLead, which fires another flow, which calls Zapier again — beyond depth 5, RocketLead blocks further chained runs. Keep cycles simple.
• Headers must be valid JSON. Invalid JSON returns 400 Invalid headers JSON format and the run records success: false.

Related

• Make.com integration — same pattern with a different platform.
• Ingress webhooks — for inbound pushes from any source.
• Connect API — when you need read/write access, not just events.
• Automation triggers — full event catalog.