Connect Zapier or n8n

Zapier and n8n are automation tools. They can pass details from almost any other app into BytePhase. For example, a new row in a spreadsheet can become a lead.

Before you start

• You need a Zapier or n8n account. In Zapier, the Webhooks by Zapier step is a paid Zapier feature.
• You can connect this on every plan. To see the enquiries, you need the Standard plan or higher.
• It helps to have someone who has built a Zap or an n8n workflow before.

Steps

1. Go to Settings › Integrations. Under Website & forms, click Connect on Zapier or n8n.

2. Choose Self check-in or Lead, then click Next.

3. Copy the API key and the Endpoint URL. For Zapier, you also see an API base URL.

   The API key is shown only once. Copy it now.

   

   Desktop

4. Build the connection in your tool. How to connect on the screen lists the steps:

   • Zapier: in your Zap, add a Webhooks by Zapier › POST action. Paste the Endpoint URL and add your API key as described on screen. Or, in Zapier, search for “BytePhase” and connect with the API key and API base URL.
   • n8n: add an HTTP Request node, click Import cURL and paste the curl example from Code examples.

   The sections below show what to pick inside Zapier and n8n.

5. Run a test from your tool: Zapier’s Test step, or run the n8n node. Then click Check now in BytePhase.

   You see Test submission captured.

6. Click Next through Match fields and If customer exists, then click Activate integration.

Done!

Your Zap or n8n workflow now creates leads or self check-ins in BytePhase each time it runs.

Set up the Zap in Zapier

1. In Zapier, click Create, then Zap.

2. Pick the app your details come from as the trigger. For Google Forms, pick New Form Response, not New or Updated Form Response. Otherwise an edited answer makes a second lead.

3. Click Test trigger so Zapier finds a recent entry. If it finds nothing, fill in your form once yourself and test again.

4. Add an action: Webhooks by Zapier, then POST. Fill it in like this:

   • URL: the Endpoint URL from BytePhase.
   • Payload Type: Json. Wrap Request In Array: No. Unflatten: Yes.
   • Headers: add X-API-Key with your API key. Also add Content-Type and Accept, both set to application/json.
   • Data: copy the shape of the curl example from Code examples. Your fields go inside data. Fill each value with Zapier’s picker instead of typing it.

5. If you like, add a Filter by Zapier step before the action. Let an entry through only if it has a name and an email or mobile number. This keeps spam out.

6. After you activate the integration in BytePhase, click Publish in Zapier.

Set up the workflow in n8n

Import cURL fills the HTTP Request node for you. To fill it in by hand instead:

1. Set Method to POST and URL to the Endpoint URL from BytePhase.

2. Add two headers: X-API-Key with your API key, and Content-Type set to application/json.

3. Send the body as JSON, in the same shape as the curl example. Your fields go inside data.

4. If your field names differ from BytePhase’s, add a Set node before it. Rename them to the names in View available fields.

Save your API key in n8n’s credentials instead of typing it into the node. Then it doesn’t show up if you export the workflow.

What the BytePhase app in Zapier can do

When you connect through the BytePhase app in Zapier, one connection gives you:

• Triggers (something happens in BytePhase): a new job, customer, lead, payment, outsourced job, or a job status change.
• Actions (BytePhase does something): create a customer, create a lead or add a self check-in.
• Search: find a customer.

Good to know

• To see each submission and whether it worked, use View activity on the card.
• For the full list of fields BytePhase accepts, click View available fields on the connect step, or see developers.bytephase.com.
• If your API key gets out, use Rotate key on the activity page. Then update your Zap or workflow with the new key.
• If Zapier retries a step, BytePhase can make a second record. Your choice under If customer exists is what stops repeats. In n8n, add an Idempotency-Key header with a value unique to each entry, so a retry is ignored.