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Aircall Zapier integrationAutomate Aircall with Zapier.

The Aircall Zapier integration gives you 51 triggers, 38 actions and 10 searches. Every trigger is instant, Aircall works on the free plan, and this page shows what each step does, what it costs and where a Zap tends to break.

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Overview

What the Aircall Zapier integration actually does

It links your Aircall account to Zapier, a tool that runs small automations between apps. Something happens on the phone side (a call ends, a text arrives, an agent goes offline) and Zapier carries out a job elsewhere, or inside Aircall itself, with nobody copying anything by hand.

Three results come up again and again on a phone team. First, a call log that writes itself: Call Ended starts the automation, Get a Call Summary fetches the AI summary, and Add Comment to Call pins it to the call, so the next agent sees it. Second, no voicemail left unanswered: Call Voicemail Left fires, and Send Message in Conversation texts the caller to say someone will call back. Third, a user directory that stays in step: User Created and User Deleted tell your other tools when someone joins or leaves the team.

Now the limits. Zapier never picks up the calls that happened before your automation went live; it only sees what comes after. Transfer Call does cold transfers only, to exactly one user, team or phone number. Update Contact cannot change a contact's phone numbers or emails. Two deletions (recordings and voicemails) cannot be undone, and a contact deletion cannot either. And Add Comment to Call stops at 5 comments per call.

If you are weighing tools, the same app has an Aircall Make integration page, and the Make vs Zapier comparison sets the two side by side.

Vocabulary

Zapier vocabulary in one minute

Seven words cover everything on this page. Each one is explained once, then used as is.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time that event happens.
Trigger
The event in Aircall that starts the Zap, such as a call ending. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that writes, sends or changes something for you, here or in another app.
Task
What Zapier bills: one action your Zap completes successfully. The count on your plan is a count of those.
Instant vs polling
An instant trigger is reported by the app the moment it happens. A polling one is checked by Zapier on a timer. All of Aircall's are instant.
Filter
A step that lets the Zap continue only when what arrived meets your condition, and stops it quietly otherwise.
Search step
A step that looks up something already in Aircall (a call, a user, a team) so the next steps can use what it found.
Cost

What it really costs

Aircall is not a premium app, so it runs from the free plan. What you pay for is tasks.

  • Premium appNo, works on the free plan
  • Free plan100 tasks a month, 2-step Zaps
  • TriggerNever costs a task
  • Aircall triggers51 instant, 0 polling

The trigger never costs a task, and neither does Zapier waiting for events. Each action that succeeds counts one task, and one that fails counts nothing. A three-action Zap therefore uses three times what a one-action Zap uses. The free plan gives 100 tasks a month and unlimited Zaps, but only two steps per Zap: one trigger and one action. Add a second action, a filter or a search and the Zap becomes multi-step, which needs a paid plan. The polling grid below never applies here, since every Aircall trigger is instant.

Connect

Connect Aircall 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 your Aircall account linked once to Zapier, then reused by every Zap that touches Aircall.

  2. 02

    Pick Aircall

    Type Aircall in the search box of the dialog, select it, then click Add connection. Aircall's sign-in opens in a new tab, where the actual link between the two accounts is made.

  3. 03

    Sign in and grant access

    Log in to Aircall and allow Zapier to reach the account. You need an Aircall account, plus read or write access on anything you do not own yourself but want the Zap to touch.

First Zap

Your first Zap: an AI summary pinned to every call

GoalWhen a call ends, fetch its AI summary and save it as a comment on the call.

  1. 01

    Build: choose the trigger

    Start a new Zap with Build, pick Aircall as the app and Call Ended as the event, then choose the Aircall connection you just added.

  2. 02

    Test the trigger

    Run Test. Zapier brings back the three most recent items from your account, so you map the next steps on a real call rather than a guess.

  3. 03

    Add Get a Call Summary

    Add Aircall again, choose Get a Call Summary and map the Call ID from the trigger. This second action makes the Zap multi-step, so it needs a paid plan. Empty test? Start on AI Insights Created instead.

  4. 04

    Add Add Comment to Call

    Add the last step, map the same Call ID and drop the summary into Comment. Keep in mind emojis get removed and a call holds 5 comments at most.

  5. 05

    Test, then publish

    Test each step and read what came back. When the comment shows up on the call, click Publish to switch the Zap on. Each run then costs two tasks.

Triggers

The 51 Aircall triggers

51 events start a Zap when something happens in Aircall, and 51 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Call Action Item Created

Instant trigger

In Zapier“Triggers when a call action item is created.”

Aircall can attach action items to a call, the things left to do after the conversation. Each time one of them is created, this event goes to Zapier.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Push every callback a rep promised into your team's task manager without anyone retyping it.
Watch out
It fires per action item, not per call, so a call that carries several means several runs and several tasks.
2

AI Insights Created

Instant trigger

In Zapier“Triggers when AI Insights of a call including call summary and key topics of the converstation are created.”

After a call is analysed, Aircall produces insights: a summary plus the key topics of the conversation. This trigger hands that package to the Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Send a sales manager what prospects really talked about, so nobody replays recordings to find out.
Watch out
If your account produces no AI insights for a call, there is nothing for this event to send.
3

AI Voice Agent Ended

Instant trigger

In Zapier“Triggers when an AI virtual agent ends a call.”

The AI virtual agent hangs up on a call it was handling, and the Zap kicks off from that moment.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Log each conversation the bot closed alone, so a human can review a sample of them.
Watch out
Ended only marks the end of the bot's part. If it handed the caller over first, AI Voice Agent Escalated is the event that tells you.
4

AI Voice Agent Escalated

Instant trigger

In Zapier“Triggers when a call handled by AI Voice Agent has been escalated or transferred to a human agent.”

Fires when a caller the AI Voice Agent was handling gets passed to a human agent, by escalation or transfer.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Warn the shift lead in your chat tool that the bot gave up on a caller, so the human starts with context.
Watch out
If a later step needs details about the call, Retrieve Call Details can look them up from the Call ID.
5

AI Voice Agent Started

Instant trigger

In Zapier“Triggers when an AI virtual agent starts handling a call.”

As soon as the AI virtual agent picks up a call, this event leaves Aircall.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Count the calls the bot takes on in a spreadsheet, to see how much traffic it absorbs.
Watch out
Started says nothing about the outcome. Wait for AI Voice Agent Ended or AI Voice Agent Summary before acting on a result.
6

AI Voice Agent Summary

Instant trigger

In Zapier“Triggers when a call handled by AI Voice Agent is completed and the agent successfully collected answers to intake questions configured on the agent (e.g., 'What is your full name?', 'What is your email address?').”

When an AI Voice Agent call is over and the bot got answers to the intake questions set on it (a full name, an email address), you receive those answers here.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Turn what the bot collected into a new lead in your CRM, with no typing.
Watch out
It only fires when the agent did collect its answers. To cover every bot call, watch AI Voice Agent Ended as well.
7

Call Declined by Agent

Instant trigger

In Zapier“Triggers when a call declined by agent.”

An agent sees a call ringing and refuses it. Aircall reports that refusal to Zapier.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Spot patterns in declined calls per agent, for coaching rather than blame.
Watch out
It tells you an agent declined, not what happened to the call next. Call Answered and Call Ended cover the rest.
8

Call Answered

Instant trigger

In Zapier“Triggers when a call answered.”

Somebody picks up, and this event fires right then.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Open a ticket in your helpdesk as the conversation starts, so the agent's notes have a home. It also gives you a clean count of answered calls per line.
Watch out
Missed calls never fire it. Call Created or Call Ended see every call.
9

Call Commented

Instant trigger

In Zapier“Triggers when a call is commented, either by Agents from their Aircall Phone, or via the Public API.”

A comment gets added to a call, by an agent from the Aircall Phone or through the Public API, and the Zap starts.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Copy agents' call notes into the matching customer record in your CRM.
Watch out
Add Comment to Call writes comments too. Chain the two and the Zap restarts itself on its own output.
10

Call Assets Generated

Instant trigger

In Zapier“Triggers when call recording or voicemail link is available.”

This one waits for the files: it fires when the recording link or the voicemail link of a call becomes available.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Attach the recording link to the deal in your CRM so a manager can listen without logging into Aircall.
Watch out
It waits for the link to be ready, not for the call to end, so build anything that must happen mid-call on another event.
11

Call Created

Instant trigger

In Zapier“Triggers when a call started.”

Fires as a call starts, before anyone knows whether it will be 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
Prepare a record in your helpdesk the moment a line starts ringing. It also works for counting incoming volume per line in a spreadsheet.
Watch out
It fires on every call. A filter keeps only the ones you care about, but makes the Zap multi-step.
12

Call Ended

Instant trigger

In Zapier“Triggers when a call is ended.”

Once a call is over, Aircall reports it and the Zap takes over.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Log every finished call as an activity in your CRM, or fetch its summary as in the Zap above.
Watch out
Recordings and AI outputs have their own events (Call Assets Generated, AI Insights Created). Build on those when you need them.
13

Call Evaluation Created

Instant trigger

In Zapier“Call evaluation created for a call”

Someone creates an evaluation for a call, and Zapier gets the new evaluation straight away.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Feed new evaluations into the QA sheet your support lead uses for coaching. It saves the lead from exporting scores by hand.
Watch out
Edits arrive through Call Evaluation Updated instead. Watch both if scores change after review.
14

Call Evaluation Updated

Instant trigger

In Zapier“Call evaluation updated for a call”

Not new evaluations but edited ones: an existing call evaluation changes, and the Zap starts.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Keep the QA sheet in step when a reviewer revises a score. Useful when scores are argued and corrected after a calibration session.
Watch out
Every update fires again, so if an evaluation is revised several times, overwrite the row rather than adding one.
15

Call Transferred Externally

Instant trigger

In Zapier“Triggers when a call is transferred externally.”

An agent sends a call outside the company, to an external number, and this event follows.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Track how many calls go out to a partner or an outsourced team. A rising count is a sign the first line lacks an answer it should have.
Watch out
Transfers between colleagues use Call Transferred Internally, a separate event.
16

Call on Hold

Instant trigger

In Zapier“Triggers when a call is on hold.”

An agent puts the caller on hold, and Zapier hears about it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Measure how often holds happen on your support line. Log each hold with the agent's name in a spreadsheet to see where they cluster.
Watch out
Its pair is Call Unhold. You need both if hold time is what you want to track.
17

Call IVR Option Selected

Instant trigger

In Zapier“Triggers when call IVR option is selected.”

The caller presses a key in your phone menu (the IVR, the recorded menu that routes calls), and this trigger reports the choice.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Route callers who pick billing into the finance queue of your helpdesk.
Watch out
Only lines that have an IVR menu ever fire it.
18

Call Ringing on Agent

Instant trigger

In Zapier“Triggers when a call ringed to a specific agent.”

A call starts ringing on one specific agent's phone, and the event goes out.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Send that agent a heads-up in your chat tool before they pick up.
Watch out
It targets one agent. To know whether the call was picked up in the end, listen to Call Answered.
19

Call Sentiment Created

Instant trigger

In Zapier“Triggers when sentiment analysis is generated for a call and indicates customer’s sentiment/mood on the call.”

Aircall's sentiment analysis reads the customer's mood on a call. This fires when that reading is generated.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Flag unhappy customers to an account manager while the call is still fresh. Pair it with Add Tags to Call so the call is easy to find later.
Watch out
Keeping only negative calls takes a filter, which makes the Zap multi-step.
20

Call Tagged

Instant trigger

In Zapier“Triggers when a call is tagged.”

Agents tag calls to classify them. Each new tag on a call starts the Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Turn a demo-request tag into a new deal in your CRM.
Watch out
Add Tags to Call fires it as well, so never tag calls from a Zap built on this trigger.
21

Call Transferred Internally

Instant trigger

In Zapier“Triggers when a call is transferred internally.”

A call moves from one colleague or team to another inside your Aircall account, and Zapier is told.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
See which teams receive the most handoffs. A team that receives many handoffs may need its own number, or a better IVR menu. Log each transfer in a sheet and the pattern shows quickly.
Watch out
Transfers to outside numbers come through Call Transferred Externally.
22

Call Unhold

Instant trigger

In Zapier“Triggers when a call was unhold.”

The caller comes back from hold, and this event marks it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Close the hold measurement that Call on Hold opened. Combined, the two timestamps give you the length of each hold, which you can store in a spreadsheet next to the agent's name.
Watch out
On its own it says little; it earns its place paired with Call on Hold.
23

Call Voicemail Left

Instant trigger

In Zapier“Triggers when ~30sec after calls end if a voicemail is present.”

A caller left a voicemail. Aircall checks shortly after the call ends and, if a message is there, fires this event.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Text the caller back to confirm the message was received, as in the Zap at the top of the page.
Watch out
It does not fire at hang-up time but a little after, once the voicemail check is done.
24

Contact Created

Instant trigger

In Zapier“Triggers when a contact is created.”

A new contact appears in Aircall and the Zap starts with it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Copy new Aircall contacts into your CRM or your newsletter list. That way a sales rep who saves a caller in Aircall does not have to save them a second time anywhere else.
Watch out
A bulk import can arrive as one huge batch, which Zapier's flood protection may hold back.
25

Contact Deleted

Instant trigger

In Zapier“Triggers when a contact is deleted.”

Someone removes a contact from Aircall, and the deletion reaches Zapier at once.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Mirror the deletion in your CRM, or keep a log for your data protection records. A plain spreadsheet is enough for that.
Watch out
Delete Contact cannot be undone, so be careful with Zaps that chain deletions across tools.
26

Contact Updated

Instant trigger

In Zapier“Triggers when a contact is updated.”

Someone edits an existing contact, and Zapier gets the change.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Keep the CRM record in step when an agent fixes a name or a company. Map the Contact ID from the trigger so the right record changes.
Watch out
Update Contact in the same Zap would set this trigger off again, in a loop.
27

Custom Summary Result Created

Instant trigger

In Zapier“Triggers when custom summary result is created.”

Aircall can produce custom summaries of a call. When a new custom summary result is ready, the Zap starts.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Paste the result into the account notes your customer success team reads.
Watch out
Get Custom Call Summary fetches the same content on demand, for Zaps that start elsewhere.
28

Custom Summary Result Updated

Instant trigger

In Zapier“Triggers when custom summary result is updated.”

A custom summary result that already exists gets updated, and this event follows.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Overwrite the stored version in another tool so nobody works from a stale summary. Worth it when summaries get edited by a manager after the call.
Watch out
Decide whether updates replace or append, otherwise you end up with duplicates.
29

Message Received

Instant trigger

In Zapier“Triggers when a new message is received to Aircall accounts.”

A new message reaches your Aircall accounts, and the Zap starts.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Create a support ticket from every message a customer sends. Map the sender's number into the ticket so the agent knows who to answer.
Watch out
A reply sent from the same Zap fires Message Sent, a different event, so it does not loop back here.
30

Message Sent

Instant trigger

In Zapier“Triggers when a new message is sent from Aircall accounts.”

Every new message sent from your Aircall accounts fires this event, whoever sent it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Archive outgoing messages in the customer's record. Useful when compliance asks for a copy of every customer text.
Watch out
Messages your own Zaps send count too, so a Zap that sends a text from this trigger feeds itself.
31

Message Status Updated

Instant trigger

In Zapier“Triggers when the message from Aircall accounts has an updated status.”

When the status of a message from your Aircall accounts changes, Zapier receives the update.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Follow how important outgoing texts progress after sending. For appointment reminders, knowing whether a text went through tells you if a call is needed instead.
Watch out
One message can change status more than once, so one text can start several runs.
32

Number Created

Instant trigger

In Zapier“Triggers when a number is created.”

A new phone number is added to the Aircall account, and the Zap runs.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Let IT or finance know a line has just been opened. It also gives you a trace of every new line for the monthly bill review.
Watch out
Testing needs at least one number created on the account, or there is no real example to map.
33

Number Deleted

Instant trigger

In Zapier“Triggers when a number is deleted.”

A phone number disappears from the account, and this trigger reports it.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Update the internal directory that lists your lines. Shared lists of lines get out of date fast when numbers come and go. This keeps them honest, and finance sees closures without asking.
Watch out
Number Created is its counterpart; keep both if you maintain a list.
34

Playbook Result Generated

Instant trigger

In Zapier“Triggers when a playbook result is generated.”

Aircall generates playbook results for calls. A new result fires this event.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Send a coach the playbook results of reps in their first weeks. It turns coaching into something that happens after each call, not once a quarter.
Watch out
Get Playbook Results reads the same data for a call you already know by ID.
35

Playbook Result Updated

Instant trigger

In Zapier“Triggers when a playbook result is updated.”

A playbook result that was already generated changes, and the Zap starts on the new version.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Refresh a coaching sheet when a result is revised. Coaches then always look at the latest version.
Watch out
If you store results, match on the call so an update does not create a second line.
36

Realtime Transcription Utterances Received

Instant trigger

In Zapier“Triggers when a realtime transcription utterances is received.”

With live transcription, Aircall sends the pieces of speech (utterances) as they are transcribed, and each batch fires the Zap.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Watch for a competitor's name while the call is still running.
Watch out
One call produces many utterances. With an action behind each run, this trigger can drain a plan's tasks quickly.
37

Call Transcription Created

Instant trigger

In Zapier“Triggers when a call transcription is created.”

When the transcription of a call is created, this trigger passes it 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
Store the text of each call next to the customer record, so it can be searched later. Searching text beats replaying audio.
Watch out
For text during the call itself, look at Realtime Transcription Utterances Received.
38

User Closed

Instant trigger

In Zapier“Triggers when a user becomes unavailable according to their working hours.”

An agent's working hours end and Aircall marks them unavailable. That switch fires this event.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Hand the shared inbox over to the next shift. It also lets you switch an autoresponder on in your helpdesk when the last agent closes.
Watch out
It follows the working-hours schedule. An agent simply going offline is User Disconnected.
39

User Closed V2

Instant trigger

In Zapier“Triggers when a user becomes unavailable according to their working hours.”

Here is the second version of the closing-hours event: Zapier gives it the same description as User Closed, under a newer key.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Pick it for a new Zap if your editor offers both, once a test shows it returns what you need.
Watch out
Zapier does not document how the two versions differ. Never run the same Zap on both, or every closing fires twice.
40

User Connected

Instant trigger

In Zapier“Triggers when a user becomes online.”

An agent goes online in Aircall, and the Zap starts.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Post an available status in your team chat. Small teams use it to know who can take a transferred call without asking around. It can also feed a simple presence log in a spreadsheet.
Watch out
Online is not the same as open by working hours; that one is User Opened.
41

User Connected V2

Instant trigger

In Zapier“Triggers when a user becomes online.”

A newer version of the online event, listed next to User Connected with an identical description.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Use it for new builds and keep a single version per Zap. New Zaps are the natural place to adopt it.
Watch out
Test both before choosing: nothing in Zapier's listing tells them apart.
42

User Created

Instant trigger

In Zapier“Triggers when a user is created.”

A new user is added to the Aircall account, and Zapier learns about it immediately.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Kick off onboarding: accounts in other tools, a welcome checklist. Add User to a Team can follow if the new user needs a queue.
Watch out
Create User fires it too, so a Zap that creates users from this trigger runs in circles.
43

User Created V2

Instant trigger

In Zapier“Triggers when a user is created.”

Zapier keeps a second key for user creation. Same description, same moment, a different version.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Choose it for fresh onboarding Zaps after a test on your account. Older Zaps on the first version can stay as they are.
Watch out
Building on both versions doubles every onboarding run and its tasks.
44

User Deleted

Instant trigger

In Zapier“Triggers when a user is deleted.”

Removing a user from the Aircall account sends this event to Zapier.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Close that person's access in your other tools the same day. Leftover accounts in other tools are a common security gap, and this closes it the moment Aircall does.
Watch out
Delete User fires it as well, which matters if another Zap deletes users.
45

User Deleted V2

Instant trigger

In Zapier“Triggers when a user is deleted”

A newer variant of the deletion event, fired by the same removal of a user.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Use it for offboarding Zaps you build today, after a test. Existing Zaps built on the first version keep working.
Watch out
Keep only one of the two versions per offboarding flow, or accounts get closed twice.
46

User Disconnected

Instant trigger

In Zapier“Triggers when a user goes offline.”

The moment an agent switches offline, this trigger leaves Aircall.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Show who is reachable in a staffing sheet. Team leads see at a glance who has gone offline during a busy period. It pairs well with User Connected, which records the return.
Watch out
Going offline is not the end of working hours; that one is User Closed.
47

User Disconnected V2

Instant trigger

In Zapier“Triggers when a user goes offline.”

Zapier lists this second offline event with the same wording as User Disconnected.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Pick it for new availability Zaps once tested. Keep one version, though, and leave older Zaps on the original key unless a test says otherwise. Mixing them is how logs end up with duplicates.
Watch out
Two Zaps on the two versions log every disconnection twice.
48

User Opened

Instant trigger

In Zapier“Triggers when a user becomes available according to their working hours.”

When an agent becomes available because their working hours start, this trigger fires.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Assign the first open tickets in your helpdesk to agents who just started. Nobody waits for a manager to dispatch work.
Watch out
It follows the schedule, not the agent logging in; that one is User Connected.
49

User Opened V2

Instant trigger

In Zapier“Triggers when a user becomes available according to their working hours”

The second version of the opening-hours event carries the same description as User Opened.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Use it for a new shift-start Zap, after checking a test result. Start with a test to see the data it returns.
Watch out
Mixing the two versions across Zaps makes a shift start fire twice.
50

User Wrap Up Time Ended

Instant trigger

In Zapier“Triggers when wrap up time for a user is ended”

Wrap-up time is the pause after a call to finish notes. When it ends for a user, Zapier is told.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Measure how long agents spend on wrap-up, together with the start event.
Watch out
It needs User Wrap Up Time Started to mean anything as a duration.
51

User Wrap Up Time Started

Instant trigger

In Zapier“Triggers when wrap up time for a user is started”

An agent enters wrap-up time after a call, and this event fires.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
Remind the agent in your chat tool to log the call outcome in the CRM. The note is fresh, so it is the right moment.
Watch out
Wrap-up can be short, so a reminder may arrive after the agent has already moved on.
Actions

The 38 Aircall actions

Aircall gives you 38 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Comment to Call

Action

In Zapier“Adds a comment (note) to a specific call. A call can have a maximum of 5 comments.”

Writes a note on a specific call, the same place agents leave their own notes.

When to use it
To store an AI summary or a CRM link on the call itself.
Watch out
A call holds 5 comments at most, and emojis are stripped from the text.
2

Add Tags to Call

Action

In Zapier“Adds one or more tags to a specific call.”

Applies one or more existing tags to a call, using their tag IDs.

When to use it
To mark calls that a form or a CRM stage says are hot leads.
Watch out
Only Admins create tags, in the Aircall Dashboard, and this action fires Call Tagged.
3

Add User to a Team

Action

In Zapier“Add User to a Team in Aircall account.”

Puts an existing user into a team. You give the team ID and the user ID.

When to use it
Right after Create User, so the new agent lands in the right queue on day one.
Watch out
Both IDs are required; Fetch All Teams and Get User Details help you find them.
4

Archive Call

Action

In Zapier“Archives a missed call, marking it as done and removing it from the To-do view.”

Marks a missed call as done and takes it out of the To-do view.

When to use it
Clear missed calls that a text-back Zap has already handled.
Watch out
It applies to missed calls; Unarchive Call puts one back.
5

Click to Dial

Action

In Zapier“Dial a phone number in the Phone”

Puts a phone number into an agent's Aircall Phone, ready to call.

When to use it
When a hot lead lands in your CRM, so the rep is one click from calling.
Watch out
It needs the User Id of the agent and the number in E.164 format.
6

Create Contact

Action

In Zapier“Creates a new shared contact in Aircall. At least one phone number is required.”

Adds a new shared contact to Aircall, visible to the whole team. It needs at least one phone number with its label.

When to use it
When a lead fills in a form, so agents see a name instead of a bare number when they call.
Watch out
Write the number in E.164 format (a plus sign, the country code, then the number).
7

Create Team

Action

In Zapier“Creates a new team in the system.”

Builds a new team in your Aircall account from a team name and nothing else.

When to use it
Mirror a new department created in your HR tool.
Watch out
A team name is all it takes, so check for an existing one first with Fetch All Teams to avoid twins.
8

Create User

Action

In Zapier“Create a user in the system”

Opens a new Aircall user from an email, a first name and a last name.

When to use it
Onboard a new hire as soon as they appear in your HR tool.
Watch out
It fires User Created, so keep it out of Zaps that start on that trigger.
9

Delete Call Recording

Action

In Zapier“Deletes the recording of a specific call. It takes 10-15 minutes to complete. This action cannot be undone.”

Erases the recording of a call. It takes 10 to 15 minutes to complete.

When to use it
When a customer asks you to remove a recording under your data policy.
Watch out
It cannot be undone. Test on a throwaway call first.
10

Delete Call Voicemail

Action

In Zapier“Deletes the voicemail of a specific call. It can take up to 1 minute to complete. This action cannot be undone.”

Removes the voicemail attached to a call, which can take up to 1 minute.

When to use it
Clean up voicemails once their content is stored elsewhere.
Watch out
There is no undo, so make sure the copy really exists first.
11

Delete Contact

Action

In Zapier“Deletes a shared contact from the company. This action cannot be undone.”

Removes a shared contact from the company directory in Aircall.

When to use it
Delete a contact that was erased from your CRM on request. Keep a log of what the Zap removed.
Watch out
It cannot be undone, and it fires Contact Deleted.
12

Delete Team

Action

In Zapier“Delete a team by specifying team id.”

Deletes a team, given its team ID.

When to use it
Close a team when the department it served is dissolved.
Watch out
Check with Fetch a Team by Id that the ID is the right one before letting a Zap delete anything.
13

Delete User

Action

In Zapier“Delete a user in the system”

Deletes an Aircall user from the account.

When to use it
Offboard someone the day they leave, from your HR tool. It closes the Aircall seat with no manual step.
Watch out
It fires User Deleted, so mind the Zaps that listen to it.
14

Fetch a Call Evaluation by Call Id

Action

In Zapier“Fetch a call evaluation by call id.”

Reads the evaluation of a call when you give the call's ID.

When to use it
After Call Ended, to copy the evaluation into a QA sheet.
Watch out
It is an action, not a search, so each success counts a task.
15

Get a Call Action Items

Action

In Zapier“Fetches a call action items.”

Pulls the action items Aircall extracted from a given call.

When to use it
Create tasks in your project tool from what was promised on a call. Nothing promised gets lost between the call and the follow-up.
Watch out
Only the Call ID is required.
16

Get a Call Sentiment

Action

In Zapier“Fetches a call sentiment.”

Reads the customer sentiment Aircall found on a call.

When to use it
Add the mood of a call to the customer record before a renewal talk.
Watch out
For a push as soon as the reading exists, Call Sentiment Created is the trigger to use.
17

Get a Call Summary

Action

In Zapier“Fetches a call summary.”

Fetches the AI summary of a call, given its ID.

When to use it
The middle step of the Zap above, before Add Comment to Call.
Watch out
If the summary is not ready yet, there is nothing to fetch; AI Insights Created tells you when it is.
18

Get a Call Topics

Action

In Zapier“Fetches a call topics.”

Returns the topics Aircall detected in a call.

When to use it
Tag a deal in your CRM with the subjects the prospect raised. It helps marketing hear the real words.
Watch out
Call ID is the only input, so map it from the trigger.
19

Get a Call Transcription

Action

In Zapier“Fetches a call transcription.”

Gets the transcription of a call as text.

When to use it
Archive the full text of key calls in a shared drive.
Watch out
Long calls make long texts; check the field limits of the app that receives it.
20

Get Custom Call Summary

Action

In Zapier“Fetches a custom call summary.”

Retrieves the custom summary of a call.

When to use it
Pull a custom summary into a CRM note when a deal moves stage. Managers read it without opening Aircall.
Watch out
Custom Summary Result Created delivers it without asking, when that suits better.
21

Get Playbook Results

Action

In Zapier“Fetches playbook results.”

Reads the playbook results of a call.

When to use it
Feed a coaching sheet after each sales call. Pair it with Call Ended so every finished sales call is scored the same way, and coaches get material without asking reps for it.
Watch out
Call ID is required, nothing else.
22

Get a Realtime Call Summary

Action

In Zapier“Fetches a real time call summary.”

Fetches a real-time summary of a call.

When to use it
Give a supervisor a summary while the call is still going. Useful on long escalations.
Watch out
Pair it with Show Insights Card to put the summary in front of the agent.
23

Pause Call Recording

Action

In Zapier“Pauses the recording on an active call.”

Pauses recording on a call that is in progress.

When to use it
When a card payment step starts and you do not want it recorded.
Watch out
It only works on an active call, so it must run during the conversation.
24

Remove User From a Team

Action

In Zapier“Remove User from a Team in Aircall Account.”

Takes a user out of a team, using both IDs.

When to use it
When someone changes department in your HR tool. Then add them to the new team.
Watch out
Removing a user from a team does not delete the user; Delete User does that.
25

Resume Call Recording

Action

In Zapier“Resumes the recording on an active call.”

Starts recording again on an active call after a pause.

When to use it
Right after the payment step that Pause Call Recording covered. Without it, the rest of the call stays unrecorded.
Watch out
A call that has already ended cannot be resumed.
26

Send Group Message in Agent Conversation

Action

In Zapier“Send a group message in agent conversation”

Sends one message to a group conversation, with the participant numbers you list, from an Aircall number.

When to use it
Tell a customer and their colleague at the same time that an order is ready.
Watch out
Number Id, Body and at least one Participant are required.
27

Send Group Message Skipping Aircall Inbox

Action

In Zapier“Send a group message skipping aircall inbox”

The group version of the inbox-skipping send: several participants, one message, outside the Aircall inbox.

When to use it
For broadcast-style notices to a small group. Agents do not need to follow those threads.
Watch out
Number Id and Participant are the required fields here.
28

Send Message in Conversation

Action

In Zapier“Send a message in conversation”

Sends a text from one of your Aircall numbers to a recipient, inside the conversation thread.

When to use it
Confirm an appointment booked in another tool by text. The reply shows up in the thread like any other.
Watch out
Number Id, To and Body are all required.
29

Send Message Skipping Aircall Inbox

Action

In Zapier“Send Message Skipping Aircall Inbox”

This variant also texts from an Aircall number but, as its name says, skips the Aircall inbox on the way.

When to use it
For automated notices nobody needs to see in the agents' inbox.
Watch out
Test it on your own number first to see how it shows up for your team.
30

Send WhatsApp Message in Agent Conversation

Action

In Zapier“Send a WhatsApp Message in Agent Conversation”

Sends a WhatsApp message from a WhatsApp-capable Aircall line, inside the agent conversation.

When to use it
Reply on WhatsApp to customers who prefer it over SMS.
Watch out
The line must be WhatsApp-capable, and the recipient number written in E.164 format.
31

Send WhatsApp Message Skipping Aircall Inbox

Action

In Zapier“Send a WhatsApp Message Skipping Aircall Inbox”

WhatsApp again, this time without passing through the Aircall inbox.

When to use it
For automatic WhatsApp confirmations agents do not need to follow. Order and delivery notices are the typical case.
Watch out
Line Id and an E.164 recipient number are required.
32

Show Insights Card

Action

In Zapier“Displays a custom Insights Card to an agent during an ongoing call.”

Shows a custom card to the agent during an ongoing call, with a title you choose.

When to use it
Display the caller's open orders or plan from another tool while the agent talks.
Watch out
The call has to be ongoing; a Zap that runs after hang-up shows nothing.
33

Start Outbound Call

Action

In Zapier“Start an outbound call”

Starts an outgoing call for a user, from one of your numbers.

When to use it
Call back a web lead straight away through the agent on duty.
Watch out
User Id, Number Id and the number in E.164 format are all required.
34

Transfer Call

Action

In Zapier“Transfers a call to another user, team, or external phone number. Only cold transfers are supported. Provide exactly one of User ID, Team ID, or Phone Number.”

Moves a call to another user, a team or an external phone number.

When to use it
Send VIP callers straight to their account manager. It needs the Call ID too.
Watch out
Only cold transfers are supported, and you give exactly one destination.
35

Unarchive Call

Action

In Zapier“Unarchives a call, placing it back in the To-do view of the Phone app.”

Brings an archived call back into the To-do view of the Phone app.

When to use it
Reopen a missed call when the customer writes in again.
Watch out
The Call ID is the only required field, so the hard part is getting it from an earlier step.
36

Update Contact

Action

In Zapier“Updates a shared contact. To update phone numbers or emails, use the dedicated endpoints.”

Edits an existing shared contact, found by its Contact ID.

When to use it
Correct a contact's company when your CRM changes it. Typical when a deal changes owner.
Watch out
Phone numbers and emails cannot be changed with it, and it fires Contact Updated.
37

Update Number

Action

In Zapier“Updates a specific phone number, including its name, recording settings, priority, and music/message URLs.”

Changes the settings of one phone number: its name, recording settings, priority, music and message URLs.

When to use it
Switch call recording on for a line when it moves to a regulated team.
Watch out
Live Recording Activated covers both inbound and outbound calls on that number.
38

Update User

Action

In Zapier“Update a user in the system”

Changes an existing Aircall user, picked by User Id.

When to use it
Keep a user's details in step with your HR tool.
Watch out
The User Id is required, so look it up with Get User Details if you only have a name.
Searches

The 10 Aircall searches

10 search steps look for data that already exists in Aircall, so a later step can use it.

Searches sit at the bottom of the action list in the editor, under SEARCH. They find what already exists so later steps can use it. Aircall has no find-or-create variant: none of them can create the missing item. A Zap with a search is multi-step.

1

Fetch All Teams

Search

In Zapier“Fetches all teams associated with your Aircall account.”

Lists every team in your Aircall account, sorted by creation date.

When to use it
Find a team's ID before Add User to a Team. It returns them all, not one.
Watch out
Order is required: asc or desc, with asc as the default.
2

Fetch a Team by Id

Search

In Zapier“Retrieve details of a specific Team by Id.”

Gets the details of one team when you already have its ID.

When to use it
Confirm the team before a Zap deletes or edits it.
Watch out
Without the ID it cannot work; Fetch All Teams gets you there.
3

Get Contact Details

Search

In Zapier“Retrieves details of a specific shared contact by ID.”

Looks up one shared contact by its Contact ID.

When to use it
Read a contact's details before you update it in your CRM.
Watch out
Only shared contacts can be found; a contact that is not shared never comes back, even if you can see it in Aircall.
4

Get Numbers

Search

In Zapier“Fetches all phone numbers associated with your Aircall account.”

Returns all the phone numbers on your Aircall account.

When to use it
Pick the right Number Id before sending a text. Useful when your company has several lines.
Watch out
It takes no required input, so it returns the full list.
5

Get User Availability

Search

In Zapier“Get the availability details by id”

Reads the availability of one user, by ID.

When to use it
Check an agent is free before Start Outbound Call. If the agent is busy, a filter can stop the call before it starts, which avoids ringing someone who is already on the phone with a customer.
Watch out
User Id is required.
6

Get User Details

Search

In Zapier“Get the user details by id”

Retrieves a user's details from their ID.

When to use it
Get a name and email to put on a CRM activity. It saves a lookup by hand.
Watch out
User id is required; you get it from a trigger or another search.
7

List All User Number

Search

In Zapier“List all numbers for a user”

Lists the numbers assigned to a given user.

When to use it
Find which line an agent should text from. Agents with several lines need it most, since the Number Id you pick decides which line the customer sees calling or texting them.
Watch out
It needs the User Id.
8

Retrieve Call Details

Search

In Zapier“Retrieve call details using Call ID.”

Fetches the details of a call from its Call ID.

When to use it
Enrich a Zap started by a message or a tag with the call behind it. Map it from the trigger, never type it.
Watch out
The Call ID is mandatory.
9

Search Call

Search

In Zapier“Search for specific Calls depending on several Query Params like user_id, phone_number or tags. Given a call transferred between A and B phone numbers, the call will not appear when filtering by A but it will for B.”

Finds calls by criteria such as user, phone number or tags, with optional contact details, short URLs and the call timeline.

When to use it
Retrieve the last call with a customer before a renewal meeting.
Watch out
On a call transferred from A to B, searching by A misses it; search by B.
10

User Availabilities

Search

In Zapier“Get availabilities of users”

Gets the availabilities of your users in one go.

When to use it
Build a staffing view of who is available. Then sort or filter downstream.
Watch out
It returns every user, so a filter may be needed to keep one.

The three settings every search exposes

  1. Successful if no search results are found?
    Left as is, a search that finds nothing stops the Zap and skips the dependent steps. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    This box turns a search into find-or-create. No Aircall search offers it, so a missing item stays missing.
  3. If multiple search results are found?
    Three ways out: keep the first match (the default), stop the Zap, or pass all of them on.
When it breaks

When an Aircall Zap breaks

Zapier attaches no help article to Aircall, and no rate limit is documented for it. What breaks comes from how Zapier works in general, plus a few Aircall actions you cannot take back.

Most of these problems show up in the first days, not on the first test. If one of them catches you, the Zapier troubleshooting page is the next stop.

  • Old calls are never picked up

    A Zap only reacts to what happens after it is published. Calls, texts and contacts from before stay where they are; moving that backlog is a separate job.

  • The Zap feeds itself

    Contact Updated plus Update Contact, or Call Tagged plus Add Tags to Call: a Zap that writes where its trigger watches restarts again and again and burns tasks.

  • A bulk import gets held back

    Importing many contacts at once can send a huge batch to Contact Created. Zapier's flood protection may hold it back instead of running every item.

  • Deletions are final

    Delete Call Recording, Delete Call Voicemail and Delete Contact cannot be undone. Test them on dummy data before switching the Zap on.
Need help

Need help automating Aircall with Zapier?

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FAQ

Aircall and Zapier: frequent questions

01Is the Aircall Zapier integration free?
Yes, on the free plan, because Aircall is not a premium app. That plan gives 100 tasks a month and unlimited Zaps, but each Zap is limited to two steps: one trigger and one action. Anything longer, such as fetching a summary and then writing a comment, or adding a filter or a search, makes it a multi-step Zap that needs a paid plan. Aircall's own subscription is not covered here: you need an account on the app to connect it at all.
02How many tasks does an Aircall Zap use?
One task per action that succeeds, and nothing for the trigger. A Zap that sends a text after each voicemail costs one task per voicemail. A Zap that fetches a call summary then comments on the call costs two per call. Actions that fail are not counted. Watch the noisy triggers: Realtime Transcription Utterances Received can fire many times on a single call, and every run with an action behind it draws on the 100 tasks of the free plan.
03Are Aircall triggers real time?
Yes. All 51 Aircall triggers are instant: Aircall tells Zapier as soon as the event happens, and the Zap starts right away whatever your plan. The polling grid (15 minutes on Free, 2 on Professional, 1 on Team and Enterprise) only applies to apps that Zapier has to check on a timer, so it never slows an Aircall Zap. In the editor, a Zap built on an instant trigger shows a lightning bolt.
04What does connecting an Aircall account to Zapier require?
An Aircall account, plus read or write access on anything you do not own but want the Zap to touch. In Zapier, open Apps, click + Add connection, search for Aircall, then Add connection, sign in on the tab that opens and grant access. Some actions need more: Add Tags to Call uses tags that only Admins create in the Aircall Dashboard, so ask an Admin to prepare them before you build, or the action has nothing to apply.
05Why does an Aircall Zap keep running on its own?
Because it most likely writes where its own trigger listens. Call Tagged followed by Add Tags to Call, Contact Updated followed by Update Contact, or Message Sent followed by a send action all set the trigger off again, and every loop costs tasks. Break the circle by pairing a trigger with an action that touches something else, or by adding a filter that lets through only events your Zap did not create, which makes the Zap multi-step.
06What if the Aircall action you need does not exist?
Check the 10 searches first, since they read data the actions do not: teams, numbers, user availability, call details. If nothing fits, the event may exist only as a trigger, such as Number Created, with no matching action. Then the job has to be done in Aircall directly, or with another tool. Whatever you do, do not count on a hidden option: the editor shows exactly 99 Aircall operations, and this page covers all of them.
07Zapier, Make or n8n for Aircall?
It depends on your criteria rather than on a winner. On Zapier, Aircall brings 99 operations, all its triggers are instant, it works on the free plan, and every successful action counts as a task, so volume drives the cost. Weigh how many calls and texts you handle, whether your Zaps need several steps, and who will maintain them. Then compare the same criteria on the other platforms before choosing.
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