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Aidbase Zapier integrationAutomate Aidbase with Zapier.

The Aidbase Zapier integration gives you 9 triggers, 6 actions and 0 searches. All nine triggers are instant, so they fire right away even on the free plan. Here is what each step does for a support team, what it costs, and what breaks.

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Overview

What the Aidbase Zapier integration does for your support team

Plugging Aidbase into Zapier lets an automation react to what happens in your AI support desk, a new ticket, a status change, an email coming in, and feed the chatbot's knowledge in return. Aidbase keeps answering customers. Zapier handles the chores around it, without anyone copying text from one screen to another.

The good news first, because it is rare: every one of the nine Aidbase triggers is instant. Aidbase tells Zapier the moment something happens, so the plan's checking interval never applies, and a free account reacts as fast as an Enterprise one.

Three results come out of that.

A knowledge base that keeps growing. Add FAQ Item puts a question and its answer into an existing FAQ, and Start Training makes the chatbot take it in. Feed it from a trigger that fires once per item: a status trigger can fire again for the same ticket.

A first draft for every new ticket. Create Chatbot Reply generates an AI answer to whatever message you hand it, such as the text of a fresh ticket or a new comment.

Content that follows your product. Add Website and Add Video push a page or a public YouTube video into Aidbase as knowledge, as soon as another step hands you the link.

Now the limits. There are no searches, so a Zap cannot look up an existing ticket or email. No action changes a ticket's status or priority, posts a comment or sends an email: the reply from Create Chatbot Reply stays inside the Zap until a later step does something with it. And the triggers only see what happens after the Zap is on.

The same app also has an Aidbase Make integration page, and the Make vs Zapier comparison helps you pick by criteria.

Vocabulary

Zapier words in one minute

Eight terms carry this page. Here they are in plain English, once.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time that trigger event happens.
Trigger
The event in an app that starts the Zap, such as a ticket being created. Once the Zap is on, Zapier waits for it.
Action
What the Zap does once it has started: the step that adds, creates or generates something in an app for you.
Task
The unit Zapier bills. One task is one action your Zap completed successfully, and your plan counts those.
Instant trigger
A trigger the app reports itself: it calls Zapier the moment the event happens, so nothing waits for a scheduled check.
Polling trigger
A trigger Zapier checks on a timer, asking the app for new items and keeping only those it has not seen before.
Filter
A step that lets the Zap carry on only when what arrived matches a condition you set, and stops it otherwise.
Connection
Your Aidbase account linked to Zapier once, then reused by every step that talks to Aidbase in any of your Zaps.
Cost

What an Aidbase Zap really costs

Zapier bills completed actions, never triggers. A ticket that starts the Zap costs nothing. Each action that goes through counts as one task, and an action that fails is not counted against your plan.

  • TriggerFree, whatever the plan
  • Each successful action1 task
  • Free plan100 tasks a month, unlimited two-step Zaps
  • Filter or second actionMulti-step Zap, paid plan
  • Aidbase on ZapierNot a premium app, 9 instant triggers

Aidbase is not a premium app, so it works on the free plan, with 100 tasks a month. The catch: the free plan builds two-step Zaps only, one trigger and one action. Ticket Created followed by Create Chatbot Reply fits. Add a filter, or chain Create Chatbot Reply with a message to your team, and it becomes a multi-step Zap that needs a paid plan. The interval grid below concerns polling triggers only: none of the Aidbase triggers waits for it.

Connect

Connect your Aidbase account to Zapier

  1. 01

    Open the Apps page

    In your Zapier account, go to the Apps page and click + Add connection. You do this once: every later Zap that uses Aidbase reuses that same connection instead of asking again.

  2. 02

    Find Aidbase

    Type Aidbase in the search box of the dialog, select it and click Add connection. A new tab opens on the Aidbase side so you can sign in to your account.

  3. 03

    Sign in and grant access

    Log in with the Aidbase account your Zaps should act as, then let Zapier reach it. You need an Aidbase account, plus read or write access to anything you do not own and want a Zap to change.

First Zap

Your first Aidbase Zap: a draft reply for every new ticket, posted to the team

GoalEach time a ticket is created, the chatbot drafts an answer and the draft lands in your team chat for an agent to check.

  1. 01

    Build: pick the trigger

    In the editor, under Build, choose Aidbase as the trigger app and Ticket Created as the event, then select your Aidbase connection.

  2. 02

    Test with a real ticket

    Under Test, Zapier brings back the three most recent items of the account. Pick a real ticket, so the next steps are mapped on true values.

  3. 03

    Draft the reply

    Add Aidbase and Create Chatbot Reply, then map into Message a value of the ticket that the test brought back. It is the only mandatory field.

  4. 04

    Send the draft to the team

    Add your team chat tool and map the reply generated by the previous step into the message. Aidbase has no action that sends it, so this step is what makes it visible.

  5. 05

    Test, then publish

    Test each step, read the generated reply, then click Publish. With two actions, this Zap is multi-step: it needs a paid plan and spends two tasks per new ticket. Ticket Created fires once per ticket, so no ticket gets two drafts.

Triggers

Aidbase triggers on Zapier

9 events start a Zap when something happens in Aidbase, and 9 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Chatbot Userdata Collected

Instant trigger

In Zapier“Triggers when userdata is submitted through a chatbot.”

When a visitor fills in their details through your Aidbase chatbot, this trigger hands that submission to the next step. It is how a chat conversation turns into a lead or a contact elsewhere.

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 SaaS company asks for an email in the chat before a demo, and sales wants every one of them.
Watch out
it can only pass on what your chatbot asks visitors for, so decide that in Aidbase before mapping anything.
2

Email Priority Changed

Instant trigger

In Zapier“Triggers when an email's priority is changed.”

Someone raises or lowers the priority of an email in Aidbase, and the Zap starts with that email in hand. Useful when priority is the signal your team really acts on.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an agent flags a billing email as urgent, and the finance lead should hear about it without watching the inbox.
Watch out
it fires on any change, down as well as up, so add a filter if only one level matters to you.
3

Email Received

Instant trigger

In Zapier“Triggers when a new email is received in Aidbase.”

Every new email that lands in Aidbase starts the Zap. It is the widest net of the integration, and the natural start for a reply draft or for logging incoming requests.

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 small online shop wants a chatbot draft ready for each customer email before an agent opens it.
Watch out
on a busy inbox each email means one Zap run, and each action after it costs a task, so watch the count.
4

Email Sent

Instant trigger

In Zapier“Triggers when a new email is sent from Aidbase.”

The mirror of the previous one: it reacts to each new email that goes out from Aidbase. Think of it as the record of what your support actually answered.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
the team lead wants a copy of outgoing answers to build training material for new agents.
Watch out
if a later step of the same Zap could make Aidbase send an email, the Zap can set itself off again and loop.
5

Email Status Changed

Instant trigger

In Zapier“Triggers when an email's status is changed.”

This trigger follows the life of an email thread: each time its status moves in Aidbase, the Zap starts with the new state.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
once an email conversation about a refund is closed, the billing lead gets a note in the team chat.
Watch out
every status move counts, including reopening, so pair it with a filter on the one status you care about, and keep it away from Add FAQ Item: a reopened thread closed again would add the same entry twice.
6

Ticket Created

Instant trigger

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

A new ticket opens in Aidbase and the Zap is off. It is the simplest start for anything that should happen to every request, from a reply draft to a note for the team.

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 B2B software vendor wants a first AI answer drafted the second a customer opens a ticket.
Watch out
tickets opened before you published the Zap are never picked up; the trigger only sees new ones.
7

Ticket New Comment

Instant trigger

In Zapier“Triggers when a new comment is added to a ticket.”

Each comment added to a ticket starts the Zap, which makes it the trigger for conversations that go back and forth rather than for the first contact.

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 customer replies on an open ticket and the chatbot should prepare a follow-up answer for the agent.
Watch out
every new comment starts it, so a filter keeps the Zap to the ones you actually want handled.
8

Ticket Priority Changed

Instant trigger

In Zapier“Triggers when a ticket's priority is changed.”

Whenever a ticket's priority is changed in Aidbase, the Zap starts with that ticket. It suits teams that escalate by priority rather than by status.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
an e-commerce brand bumps delivery complaints to high priority. It wants a reply drafted on the spot, before anyone has even opened the ticket.
Watch out
a downgrade fires it as well; without a filter, a ticket going back to low priority runs the same steps.
9

Ticket Status Changed

Instant trigger

In Zapier“Triggers when a ticket's status is changed.”

Here the status is the signal: each time a ticket moves from one state to another, the Zap starts with it. It is the trigger for anything tied to a stage of the ticket.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
once a ticket is solved, the account manager hears about it in the team chat.
Watch out
it starts on every status move, so filter on the status you want. A ticket reopened then solved again passes that filter twice, and with no search on Aidbase nothing can check first: never hang Add FAQ Item on it, or the entry is added twice.
Actions

Aidbase actions on Zapier

Aidbase gives you 6 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add FAQ Item

Action

In Zapier“Adds a new FAQ Item to an existing FAQ.”

Adds one question and its answer to an FAQ that already exists. Question and Answer are both required.

When to use it
a question and answer your team approves in another tool become an entry the chatbot can reuse, once.
Watch out
map the answer, not the customer's message, into Answer, or the FAQ fills with questions answering questions. Nothing checks whether the entry is already there, so start it from a trigger that fires once per item.
2

Add Video

Action

In Zapier“Adds a YouTube Video as knowledge to your Aidbase account.”

Adds a YouTube video to your Aidbase account as knowledge. You hand it the video link and nothing else.

When to use it
the product team publishes tutorial videos and the chatbot should answer from them too.
Watch out
the link must point to a public or unlisted YouTube video; a private one will not be accepted.
3

Add Website

Action

In Zapier“Add a new Website as knowledge to your Aidbase account.”

Adds a website to Aidbase as knowledge for the chatbot. The address is mandatory and must be a valid URL with its protocol.

When to use it
each new help-center article should reach the chatbot without someone pasting it in.
Watch out
an address without https:// at the front is rejected, so check what the earlier step really passes.
4

Create FAQ

Action

In Zapier“Creates a new FAQ in your Aidbase account.”

Creates a new FAQ in your Aidbase account. The title is the only thing it asks for.

When to use it
a new product line launches and its questions deserve their own FAQ rather than a corner of the main one.
Watch out
it creates an empty container; questions still go in through Add FAQ Item.
5

Create Chatbot Reply

Action

In Zapier“Generates an AI Chatbot reply.”

Generates an AI chatbot answer to the message you give it, the only required field.

When to use it
every new ticket gets a draft answer an agent can read, correct and send.
Watch out
Aidbase has no action on Zapier to send that reply or post it on the ticket, so the answer stays in the Zap until a later step uses it.
6

Start Training

Action

In Zapier“Starts a training job for a given knowledge.”

Starts a training job on a given piece of knowledge, so what you just added is taken into account by the chatbot.

When to use it
as the last step after Add FAQ Item, Add Website or Add Video, so new content does not sit untrained.
Watch out
placed after another action, it makes the Zap multi-step, which needs a paid plan and costs one more task per run.
When it breaks

When an Aidbase Zap breaks

Zapier attaches no help article to Aidbase and lists no limit of its own for it. What goes wrong comes from Zapier's general rules and from the fields Aidbase checks.

  • Old tickets never show up

    A Zap only reacts to what happens after you publish it. Tickets and emails that already existed are not picked up; moving that backlog is a separate job.

  • The Zap keeps setting itself off

    A Zap that writes into the very place its trigger watches starts itself again, run after run, and eats your task count fast. Check the loop before publishing.

  • A big batch is held back

    When a trigger suddenly sends a huge batch, after a migration or a bulk import of tickets, Zapier's flood protection can hold the Zap back.

  • Add FAQ Item has nowhere to go

    The step adds to an existing FAQ. On an account without one, there is nothing to pick; run Create FAQ or build the FAQ in Aidbase first.

  • The website is refused

    Add Website wants a valid URL including its protocol. A bare domain mapped from an earlier step fails that check and the step does not complete.

  • The video is refused

    Add Video only accepts a link to a public or unlisted YouTube video. A private video, or a link from another platform, will not go through.
Need help

Need help automating Aidbase with Zapier?

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FAQ

Aidbase Zapier integration: your questions

01Is the Aidbase Zapier integration free?
Yes, for simple Zaps. Aidbase is not a premium app on Zapier, so the free plan can use it, with 100 tasks a month and unlimited Zaps. The real limit is the shape of the Zap: the free plan builds two steps only, one trigger and one action. Ticket Created followed by Create Chatbot Reply fits. A filter, or a second action after the reply, makes it a multi-step Zap, and that needs a paid plan. The good part is that the instant triggers react just as fast on the free plan.
02How many tasks does an Aidbase Zap use?
One task per action that succeeds, nothing more. The trigger never costs a task, so a ticket that starts a Zap is free in itself. A Zap that adds an FAQ item and then starts a training spends two tasks each time it runs. An action that fails is not counted against your plan. Some apps and actions take more than one task when they complete, so read your task history after the first real runs instead of guessing from the number of steps.
03Does Aidbase trigger Zaps in real time?
Yes. All nine Aidbase triggers are instant: Aidbase tells Zapier the moment the event happens, through a webhook, instead of waiting for Zapier to come and check. That is why the plan's checking interval, 15 minutes on the free plan, does not apply to them. The type is set by the app and cannot be changed in the editor. You can spot it in your Zap, which shows a lightning bolt when its trigger is instant.
04What does it take to connect Aidbase to Zapier?
An Aidbase account and a few clicks. From the Apps page of Zapier, click + Add connection, search for Aidbase, then click Add connection, sign in in the tab that opens and grant Zapier access. The connection is then reused by every Zap that uses Aidbase. If you want a Zap to change something you do not own in Aidbase, the connected account needs read or write access to it. For Add FAQ Item, an FAQ must already exist in the account.
05Can Zapier send the reply that Create Chatbot Reply generates?
Not through Aidbase itself. Create Chatbot Reply generates the answer to the message you give it, but none of the six Aidbase actions on Zapier sends an email or posts a comment on a ticket. The generated reply sits in the result of that step, and a later step of the Zap has to do something with it. Keep in mind that this later step turns the Zap into a multi-step one, which means a paid plan and one more task per run.
06What if the Aidbase operation you need is not on Zapier?
Then the integration does not offer it, and no setting will add it. Aidbase exposes 15 operations on Zapier: nine instant triggers and six actions, with no search at all. Changing a ticket's status or finding an existing email are not among them. Start by checking whether a trigger plus an existing action gets you close enough. If not, a team that builds Zaps every day can tell you quickly whether another route exists, which is exactly the job of a Zapier agency.
07Zapier, Make or n8n for Aidbase?
Choose on criteria, not on a ranking. First the operations: list the steps your support process needs and check that each tool offers them for Aidbase; on Zapier that is nine instant triggers and six actions. Then the way usage is counted, since Zapier bills one task per successful action. Last, who will maintain the automation: a support team working without code and a team of developers will not pick the same tool for the same Aidbase workflow.
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