Resources · Zapier integration

Agency Elephant Zapier integrationAutomate Agency Elephant with Zapier.

The Agency Elephant Zapier integration gives you 5 triggers, 4 actions and 1 search. All five triggers are instant, so a tag or pipeline change on a lead reaches Zapier at once, even on the free plan. Below: what each step does, what it costs, where it breaks.

See the 10 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the Agency Elephant Zapier integration does for a sales team

Agency Elephant is a CRM built for outbound prospecting and lead follow-up. Plugged into Zapier, it can start a Zap (an automation that waits for one event, then runs the steps you lined up) whenever a lead changes group, tag or pipeline status. In return, a Zap can create, update, tag, move or look up leads without anyone opening the CRM.

Three results a B2B software sales team usually wants from it. First, a clean handoff: when a rep sets a demo-booked status on a prospect, Pipeline Status Added or Removed From Lead fires and Copy/Move Lead copies the lead into the group the solutions engineer works from. Second, leads that file themselves: a trial sign-up captured in another app goes through Create or Update Lead and lands in the right group, updated rather than duplicated when it already exists. Third, tags nobody forgets: Find Lead checks a prospect by email before Add/Remove Tag From Lead marks it, so a churned customer coming back is tagged on the record already in the CRM.

What Zapier does not do here: there is no operation to delete a lead, none to edit a group, and no trigger for a lead whose details change without a tag, status or group moving. Everything also starts from the moment the Zap is switched on, never before.

To weigh Zapier against the other tools on your own criteria, read n8n vs Zapier and Make vs Zapier.

Vocabulary

Zapier vocabulary in one minute

Eight words carry the whole page. Each one in plain terms, once.

Zap
Your automation on Zapier: one trigger, then one or more actions that run every single time that trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier sits and waits for that event to show up.
Action
What the Zap does after it starts: the step that writes, sends or moves something in an app on your behalf.
Task
What Zapier bills: one action your Zap completes successfully. The number on your plan counts exactly those.
Polling vs instant
Polling: Zapier checks the app on a timer. Instant: the app calls Zapier itself the moment the event happens. Agency Elephant is all instant.
Filter
A step that lets the Zap carry on only when the incoming item meets your condition, and stops it quietly otherwise.
Search step
A step that looks up something already stored in an app, so later steps can reuse what it found, like an existing lead.
Connection
Your Agency Elephant account linked to Zapier once, then reused by every step of every Zap that touches the app.
Cost

What Agency Elephant on Zapier really costs

Agency Elephant is not a premium app, so it works from the free plan. The bill is counted in tasks, and only finished actions count.

  • Free plan100 tasks a month, unlimited Zaps
  • Zap size on the free plan2 steps: one trigger, one action
  • Premium appNo, available from the free plan
  • Cost of a triggerZero tasks

The trigger never costs a task, and neither does Zapier waiting for events. Each action that succeeds counts once, so a Zap with three actions uses three times more than a one-action Zap. A failed action is not counted. The catch on the free plan: Zaps stop at two steps, one trigger and one action. Add a filter, a search or a second action and the Zap becomes multi-step, which needs a paid plan. The polling grid below does not touch this app: its five triggers are instant on every plan.

Connect

Connect Agency Elephant to Zapier in three steps

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. A connection is made once, then every Zap that uses Agency Elephant picks it from a list instead of asking you to sign in again.

  2. 02

    Pick Agency Elephant

    Type Agency Elephant in the search box of the dialog, select it, then click Add connection. A new browser tab then opens on the Agency Elephant side, where the sign-in happens.

  3. 03

    Sign in and grant access

    Log in to Agency Elephant in that tab and allow Zapier into the account. You need an Agency Elephant account of your own, plus read or write rights on any group or lead you do not own but want a Zap to touch.

First Zap

Your first Agency Elephant Zap: tag prospects that reach a status

GoalWhen a SaaS prospect gets the demo-booked status, tag it so the marketing tool stops sending it cold sequences.

  1. 01

    Create the Zap and pick the trigger

    Start a new Zap, choose Agency Elephant as the app and Pipeline Status Added or Removed From Lead as the event, then select your connection.

  2. 02

    Set the event and the status

    Both fields are required: choose the Event that adds the status and the exact Pipeline Status your reps use for booked demos, so the Zap ignores every other stage.

  3. 03

    Test the trigger

    Run the test. Zapier brings back the three most recent matching items from your account, so pick a real prospect to map the following steps on.

  4. 04

    Add the tag action

    Add Add/Remove Tag From Lead, map the lead from the trigger into Lead ID, set Action to add, and type the tag your marketing tool already watches.

  5. 05

    Test, then publish

    Test the action once, open the lead in Agency Elephant to see the tag, then click Publish. The Zap is live from that moment on.

Triggers

Agency Elephant triggers on Zapier

5 events start a Zap when something happens in Agency Elephant, and 5 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Pipeline Status Added or Removed From Lead

Instant trigger

In Zapier“Triggers when a Pipeline Status is added or removed from a Lead.”

Starts a Zap the moment a lead in Agency Elephant gains or loses a pipeline status. A stage change in the CRM can then ripple out to the tools around it, from a project board to a message for the account owner.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a rep marks a software prospect as negotiating and finance should prepare a quote draft before the next call.
Watch out
Event and Pipeline Status are both required, so decide whether you track additions or removals and name the status before testing.
2

Tag Added or Removed From Lead

Instant trigger

In Zapier“Triggers when a Tag is added or removed from a Lead.”

Tags are the quickest signal a rep can leave on a lead, and this trigger turns each one into a starting point. Put a tag on, or take one off, and the Zap runs with that lead.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
a rep tags a prospect who asked for a free trial, and the onboarding team wants that person in its welcome sequence elsewhere.
Watch out
Event and Tag are required. Pair it with Add/Remove Tag From Lead on the same tag and the Zap sets itself off in a loop.
3

Lead Copied or Moved

Instant trigger

In Zapier“Triggers when a Lead is copied or moved to Group.”

Reacts when a lead is copied or moved into a group. Moving a lead between groups usually means a new owner or a new campaign, which is exactly the kind of change other tools should hear about.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
leads moved into an enterprise accounts group should appear in the shared sheet the senior closers work from.
Watch out
Event and Group are both required, so a single trigger listens to copies or moves into the group you named, not to every group.
4

New Group

Instant trigger

In Zapier“Triggers when a new Group is created.”

Runs as soon as someone creates a group in the Agency Elephant account. It is the only trigger here that is about the container rather than the lead, which makes it handy for keeping other tools organised the same way.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
each new outbound campaign gets its own group, and the team wants a matching chat channel opened for it.
Watch out
it fires on the group's creation only; leads joining that group later need New Lead Added to Group.
5

New Lead Added to Group

Instant trigger

In Zapier“Triggers when a new Lead is added to a Group.”

Sends every lead that enters a chosen group into the Zap. This is the natural entry point for anything that should happen to a fresh prospect, from a welcome email to a row in a reporting sheet.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
leads from a webinar land in their own group and sales development wants each one announced in the team channel.
Watch out
Group is required, so each Zap listens to the one group picked there; several groups mean several Zaps.
Actions

Agency Elephant actions on Zapier

Agency Elephant gives you 4 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add/Remove Pipeline Status From Lead

Action

In Zapier“Add or remove a pipeline status from Lead”

Changes where a lead sits in the pipeline from outside the CRM, by adding or removing one status.

When to use it
a paid invoice in your billing tool should push the matching lead to a won status without a rep updating it by hand.
Watch out
Lead ID, Action and Pipeline Status are required; the status name has to exist in your pipeline already.
2

Add/Remove Tag From Lead

Action

In Zapier“Add or remove a tag from Lead”

Sticks a tag on a lead, or peels it off, from any event elsewhere. Your reps keep segmenting with tags; Zapier just handles the ones that follow a rule.

When to use it
a lead who unsubscribes from your mailing tool gets a do-not-contact tag in the CRM.
Watch out
Lead ID, Action and Tags are required, and adding a tag can wake up a Zap built on Tag Added or Removed From Lead.
3

Copy/Move Lead

Action

In Zapier“Copy or move a Lead to group”

Puts an existing lead into another group, either as a copy that stays in both places or as a move that leaves the old one behind.

When to use it
once a prospect signs, move it from the prospecting group to the customer onboarding group.
Watch out
Lead ID, Action and Group are all required, so the Zap must carry the lead's ID from an earlier step.
4

Create or Update Lead

Action

In Zapier“Create a new lead, or updates an existing lead.”

Adds a lead to Agency Elephant, or refreshes it when it is already there, which keeps one record per prospect instead of three copies.

When to use it
a demo request form on your site should feed the CRM directly, without a rep retyping anything.
Watch out
Select a group is required, so the group must exist before the Zap runs.
Searches

The Agency Elephant search step

1 search step looks for data that already exists in Agency Elephant, so a later step can use it.

A search step finds a lead that already exists, so the next steps can work on it. In the editor, it sits at the bottom of the Action event list, under SEARCH. Three settings decide what happens when the search does not go as planned.

1

Find Lead

Search

In Zapier“Finds a lead by keywords like- name, email, phone, city, etc”

Looks up a lead from one keyword, such as a name, an email, a phone number or a city, and hands it to the steps that follow. That is how a Zap gets a Lead ID the trigger never carried.

When to use it
before tagging a prospect who replied from another tool, find its record by email.
Watch out
a city or a first name can match many leads, so set the multiple-results option on purpose.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, an empty search stops the Zap and skips every step that depended on it. Switch it on and the Zap carries on with nothing in hand.
  2. Create X if it doesn't exist yet?
    Ticking it turns a search into find-or-create. The Agency Elephant extract lists no find-or-create variant, so plan for Create or Update Lead as a separate step.
  3. If multiple search results are found?
    Several leads match: keep the first one (the default), stop the Zap, or hand all of them to the next steps at once.
When it breaks

When an Agency Elephant Zap breaks

Zapier attaches no help article to Agency Elephant and no app-specific limit is documented. What breaks is what breaks on any Zap.

Four situations can trip up any Zap, and here is how they look with this app. The tag and status operations are the ones to watch, because they work in both directions. For deeper fixes, the Zapier troubleshooting page is the next stop.

  • Old leads are never picked up

    A Zap only reacts to what happens after you switch it on. Leads already tagged or grouped stay where they are; moving that backlog is a separate job.

  • A tag Zap that triggers itself

    Watch Tag Added or Removed From Lead and add the same tag with Add/Remove Tag From Lead, and the Zap fires again and again, eating tasks fast.

  • Bulk imports get held back

    Import a large lead list straight into a watched group and the sudden batch can be held back by the flood protection Zapier applies to triggers.

  • An empty search stops the run

    When Find Lead finds nothing, the default setting halts the Zap and the steps after it are skipped. No task is billed for a step that did not succeed.
Need help

Need help automating Agency Elephant with Zapier?

A person reads every message.

FAQ

Agency Elephant Zapier integration: questions people ask

01Is the Agency Elephant Zapier integration free?
Yes, as long as each Zap stays at one trigger and one action. Agency Elephant is not a premium app, so the free plan gives you access with 100 tasks a month and as many Zaps as you like. The limit shows up when you want more: a filter, a search step like Find Lead, or a second action turns the Zap into a multi-step Zap, and that needs a paid plan. A typical free setup is New Lead Added to Group feeding a single action in another app. Price tiers change often, so check the plan table on Zapier before you commit.
02How many tasks does an Agency Elephant Zap use?
One task per action that succeeds, and nothing for the trigger. If a lead moved into your enterprise group starts a Zap that tags it and then posts a message in a chat tool, each run costs two tasks. A run where the tag action fails is not billed. Waiting for events costs nothing either, so an instant trigger that fires rarely is cheap. The free plan includes 100 tasks a month, but two actions in one Zap already require a paid plan.
03Does Agency Elephant send data to Zapier instantly?
Yes. All five Agency Elephant triggers are instant: the app calls Zapier itself when a tag, pipeline status or group changes, and the Zap starts straight away. The polling intervals you see in the plan table, 15 minutes on Free and less on paid plans, do not apply to this app. In the editor, a Zap built on one of these triggers shows a lightning bolt. The app decides how its triggers work, not the editor, so there is no polling version to configure.
04What does connecting Agency Elephant to Zapier require?
An Agency Elephant account, plus read or write rights on any group or lead you do not own but want a Zap to touch. The connection itself goes through the Apps page, the + Add connection button, a search for the app, then a sign-in in a new tab where you allow Zapier into the account. Before building anything, create at least one group: several operations, including Create or Update Lead and New Lead Added to Group, cannot run without one.
05Why does an Agency Elephant tag Zap keep running?
Because it is probably feeding itself. If the trigger is Tag Added or Removed From Lead and an action adds a tag to that same lead, every action produces a new trigger event, and the Zap loops while burning through tasks. The fix is to watch one tag and write another, or to put a filter between the two steps so only the case you want goes through. Note that the filter makes the Zap multi-step, so it needs a paid plan.
06What if the Agency Elephant operation you need is not on Zapier?
Then the Zapier integration cannot do it for now. The visible list is fixed at 5 triggers, 4 actions and 1 search; there is no delete, no group editing and no trigger on a plain edit of a lead's details. Two paths remain. You can sometimes rebuild the need from existing pieces, for example Find Lead followed by Create or Update Lead to refresh a record. Otherwise, ask Agency Elephant whether the operation is planned, or bring in a developer to connect the app another way.
07Zapier, Make or n8n for Agency Elephant?
It depends on what matters most to you. Zapier has a ready-made Agency Elephant integration with instant triggers, which is the shortest route for a sales team without a developer. This page does not cover an Agency Elephant integration on Make or n8n, so check inside each tool whether the app is listed before you choose. Weigh three criteria: who maintains the Zaps, how many runs you expect per month, and whether you need operations missing from the Zapier list.
Same platform

Other docs you might need on this stack.

Browse all integrations