Chat Data Zapier integrationAutomate Chat Data with Zapier.
The Chat Data Zapier integration gives you 3 triggers, 3 actions and 2 searches. All three triggers are instant, from a visitor's message to a request for a human, and almost every step asks which chatbot it is supposed to work on.
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What the Chat Data Zapier integration does for you
Connecting Chat Data to Zapier lets a Zap (an automation you build on Zapier: one trigger, then one or more actions that run every time) listen to your AI chatbots and talk to them. Visitor messages, captured leads and requests for a human become events you can route, and the bots themselves can be created or retuned from outside.
Questions routed to the right bot. New Message fires on every visitor question, and Send a Message passes it to another chatbot, then gets its answer back for the next step. A general support bot can hand pricing questions to a dedicated one.
Leads and escalations that never sit unread. Lead Submission and Live Chat Escalation fire the moment a visitor leaves details or asks for a person. Get the Leads and Get the Conversations pull the bot's collected leads or chat history when a later step needs context.
Bots managed without opening the dashboard. Create a Chatbot spins up a new bot, and Update Base Prompt rewrites the instructions an existing one follows.
What the integration does not do: no action deletes a chatbot or a lead, and there is no trigger on the bot's own answers, only on what visitors send. Chat Data has no page on the Make side of this site; for the tool question itself, Make vs Zapier lays out the criteria.
Zapier vocabulary in one minute
Eight words keep coming back on this page. Here they are once, in plain English.
- Zap
- The automation you build on Zapier: one trigger, then one or more actions that run every time that trigger event happens.
- Trigger
- The event that starts the Zap, here a visitor message, a submitted lead or a request to talk to a human. Once the Zap is on, Zapier waits.
- Action
- What the Zap does once it has started: the step that writes or sends for you, such as messaging a chatbot.
- Task
- The unit Zapier bills. One task is one action your Zap completed successfully, and your plan's allowance counts those.
- Instant vs polling
- Instant: Chat Data reports the event to Zapier itself. Polling: Zapier checks on a timer. All three Chat Data triggers are instant.
- Filter
- A step that lets the Zap carry on only when what arrived matches the condition you set, and stops it quietly otherwise.
- Search step
- A step that fetches something that already exists in the app, here a bot's leads or conversations, so later steps can use it.
- Connection
- Your Chat Data account linked to Zapier once, then reused by every step of every Zap that touches Chat Data.
What a Chat Data Zap really costs
Short version: listening is free, every completed action is billed.
- Free plan100 tasks a month, unlimited Zaps
- Steps on the free planTwo: one trigger, one action
- Premium appNo, works on the free plan
- Instant triggers3 out of 3, whatever the plan
The trigger never costs a task, so watching every visitor message costs nothing in itself. What counts is each action that completes, one task apiece: a Send a Message that works is one task, and one that fails is not counted. Chat Data is not a premium app, so it runs on the free plan, with 100 tasks a month and unlimited Zaps. Mind the shape, though: the free plan only builds two-step Zaps, one trigger and one action. A filter, a search or a second action makes the Zap multi-step, and multi-step Zaps need a paid plan.
Connect your Chat Data account in three steps
- 01
Open the Apps page
In your Zapier account, go to Apps and click + Add connection. One connection is enough: every Zap that touches Chat Data reuses that same link from then on.
- 02
Pick Chat Data
Type Chat Data in the search box of the dialog, select it, then click Add connection. You need a Chat Data account, plus access to any chatbot you do not own and want the Zap to touch.
- 03
Sign in and grant access
A tab opens on Chat Data. Sign in with the account that owns your chatbots, then grant Zapier access to it. That is the last gesture before your first Zap.
Your first Zap: hand pricing questions to a specialist bot
GoalSend every visitor question that mentions pricing from the support chatbot to a pricing chatbot, and get its answer back.
- 01
Build the trigger
Start a new Zap, choose Chat Data as the app and New Message as the event. Select your connection and enter the ID of the support chatbot the Zap should listen to.
- 02
Test on a real message
Run the test. Zapier brings back the three most recent items of the connected account, so you map from a real visitor question rather than an invented one.
- 03
Add the filter
Add a filter step: continue only when the message contains “pricing”. Use a text rule, since a number rule on text never passes. The filter makes the Zap multi-step, so it needs a paid plan.
- 04
Add Send a Message
Add Chat Data with Send a Message. Enter the ID of the pricing chatbot, not the support one, and map the visitor's question into the message field.
- 05
Test, then Publish
Test the action and read the answer that comes back. The reply stays inside the Zap; showing it to anyone takes one more step in another tool. Then click Publish to switch the Zap on. Questions asked before that moment are not picked up.
Chat Data triggers
3 events start a Zap when something happens in Chat Data, and 3 of them are instant: the app calls Zapier straight away, whatever your plan.
Lead Submission
Instant triggerIn Zapier“Triggers when a new lead is submitted.”
Starts a Zap as soon as a visitor leaves their details in one of your chatbots. The lead no longer waits in the dashboard for someone to export it.
Live Chat Escalation
Instant triggerIn Zapier“Triggers when a live chat escalation is requested.”
Fires when a conversation asks to move from the bot to a human. From here on, the visitor is waiting for a person, not for the bot.
New Message
Instant triggerIn Zapier“Triggers when a new message is asked by the user.”
Goes off on every question a visitor types to the chatbot you pick. Each message counts on its own, so the volume adds up fast on a busy site.
Chat Data actions
Chat Data gives you 3 actions. For each one: what it does for you, when to reach for it, and what to watch out for.
Create a Chatbot
ActionIn Zapier“Creates a chatbot if the chatbot allocation is under the limit.”
Spins up a new chatbot from a name and a model, ready to be trained and tuned afterwards.
Send a Message
ActionIn Zapier“Send a message to a chatbot and receives the response string back”
Sends a message to a chatbot and brings its reply back as text, so the following steps can use what the bot said.
Update Base Prompt
ActionIn Zapier“Update the base prompt of the chatbot.”
Sets new base instructions for an existing chatbot, the prompt that shapes every answer it gives.
Chat Data searches
2 search steps look for data that already exists in Chat Data, so a later step can use it.
A search step fetches something that already exists and hands it to the steps that follow. In the action event list, searches sit at the bottom under SEARCH. Three settings decide what happens when the result is not the one you expected.
Get the Conversations
SearchIn Zapier“Get the conversations history of the given chatbot.”
Pulls the conversation history of the chatbot you name, so a later step can read what visitors and the bot said.
Get the Leads
SearchIn Zapier“Get the collected leads of the given chatbot.”
Retrieves the leads a given chatbot has collected so far and passes them to the next steps.
The three settings every search exposes
- Successful if no search results are found?Left on its default, a search that comes back empty stops the Zap there and the steps that depend on it are skipped. Switched on, the Zap carries on empty-handed.
- Create X if it doesn't exist yet?This box turns a search into find-or-create. Neither Chat Data search offers that variant, so nothing is created when a search finds nothing.
- If multiple search results are found?It matters here, since both searches return a whole list: keep the first item (the default), stop the Zap, or pass every item on at once.
When a Chat Data Zap breaks
No limit specific to Chat Data is documented on the Zapier side, apart from the chatbot allocation behind Create a Chatbot. The rest are Zapier's general risks.
Four of them catch people early on chatbot workflows. If a Zap stalls anyway, Zapier troubleshooting is where to take it, and Zapier training if you would rather handle it in-house.
Older chats are never picked up
A Zap only reacts to what happens after it is published. Messages, leads and escalations from before stay out; Get the Leads can fetch them, as a separate job.Two bots talking in a loop
A Zap that starts on New Message and sends a message back to the same chatbot sets itself off again and again, burning tasks fast. Always send to another bot.A traffic spike held back
A sudden flood of messages, after a campaign or a viral post, can trip Zapier's flood protection, which holds the trigger back instead of running every Zap at once.A filter that never lets anything pass
Filter rules are typed: a text rule works on text, a number rule on numbers. Picking the wrong type is the usual reason a filter blocks every message.
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