Chatbase Zapier integrationAutomate Chatbase with Zapier.
Chatbase Zapier integration: 1 trigger, 1 action, 0 searches. A form filled in on your chatbot can start a Zap the instant it is sent, and any Zap can hand your chatbot a prompt. Here is what each piece does, what it costs and where it breaks.
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Chatbase Zapier integration: what it actually does
The Chatbase Zapier integration plugs the chatbot you trained on your own PDFs and links into the rest of your tools. Zapier sits in the middle: it waits for an event in one app, then runs steps in another. With Chatbase, the whole thing comes down to two moves. A visitor's form can set work in motion elsewhere, and work elsewhere can send a prompt to the chatbot.
A lead filed before anyone forgets it. Form Submission fires as soon as a visitor completes a form inside your chatbot. The answers can go straight to the CRM or the sheet your sales team already reads.
A question passed to the bot that knows your docs. Send Prompt delivers a message to your chatbot from any other app. A support form, a new ticket, a message in a shared inbox: the text becomes the prompt.
A loop between the two. Chain them in one Zap. A submission comes in, a filter checks it, and its contents become the prompt your chatbot receives.
What Zapier does not do here matters just as much. The integration has no operation to train the chatbot, add sources or manage your bots, and no search step at all. One trigger, one action, that's the whole menu (anything else stays inside Chatbase). Because that single trigger is instant, the free plan's 15-minute wait never touches it. Weighing another platform for the same bot? See the Chatbase Make integration and n8n vs Zapier.
Zapier words, in one minute
Eight terms come back on every line of this page. Here they are in plain English, once.
- Zap
- One automation on Zapier: a trigger, such as a form sent from your chatbot, followed by one or more actions that run every time it happens.
- Trigger
- The event that sets a Zap going. For Chatbase there is exactly one: Form Submission. Once the Zap is on, Zapier simply waits for it.
- Action
- The step that does the work once the Zap has started, writing, sending or moving something. On the Chatbase side, that means Send Prompt.
- Task
- What Zapier bills you for: each action that completes. A Send Prompt that goes through is one task; the trigger firing is none.
- Polling vs instant
- Polling: Zapier asks the app on a timer. Instant: the app calls Zapier itself the moment the event happens, which is how Form Submission works.
- Filter
- A gate between two steps. The Zap goes past it only when the data from the submission meets your condition; otherwise the run stops there.
- Connection
- Your Chatbase account linked to Zapier one time. The trigger and the action both reuse it, so you never sign in again per Zap.
- Multi-step Zap
- Anything bigger than one trigger plus one action. Slip a filter or a second action into a Chatbase Zap and it becomes one, on a paid plan.
What a Chatbase Zap really costs
Chatbase is not a premium app, so it works from the free plan. Your bill follows the actions, never the trigger.
- TriggerNever billed
- Each successful action1 task
- Free plan100 tasks a month, two-step Zaps
- Premium appNo
Form Submission costs nothing when it fires. Each Send Prompt that goes through counts as one task; a failed one is not counted. The free plan gives 100 tasks a month and Zaps of two steps only. Add a filter or a second action and you need a paid plan. The interval grid below applies to polling triggers only. This trigger is instant, so it ignores the grid and fires the moment a form is sent, even on Free.
Connect your Chatbase account
- 01
Open Apps and add a connection
In your Zapier account, go to the Apps page and click + Add connection. A dialog appears with a search box. Have your Chatbase login ready, since the next screens ask for it.
- 02
Find Chatbase and confirm
Type Chatbase in the search box and pick it from the list. Then click Add connection. A new browser tab opens on the Chatbase side, and the rest happens there.
- 03
Sign in and grant access
Sign in to Chatbase in that tab, then let Zapier access the account. The connection now sits on your Apps page, ready for any Zap. If the chatbot you plan to use belongs to a colleague, get access to it first.
Your first Zap: from form to prompt
GoalEach new form submission on your chatbot becomes a prompt, but only when it passes your rule.
- 01
Create the Zap and pick the trigger
Start a new Zap. Choose Chatbase as the app that starts it and Form Submission as the event. Select your connection, then fill in the Chatbot ID of the bot whose form you want to watch.
- 02
Test the trigger
Run the test. Zapier brings back the three most recent submissions from your account, so you map fields on a real one. Nothing comes back? Send your own form once, then test again.
- 03
Add the filter
Click the plus icon and choose Filter. Set the field to look at (one you spotted in the test data), the rule and the value. Use a text rule on text. This step makes the Zap multi-step, so it needs a paid plan.
- 04
Add Send Prompt
Add an action, pick Chatbase, then Send Prompt. Enter the Chatbot ID, and build the Message from the submission's fields so the bot gets the visitor's own words.
- 05
Test, then publish
Test the action and read what Chatbase returns before mapping it any further. If it looks right, click Publish to switch the Zap on. Every new submission runs it from then on.
The Chatbase trigger
1 event starts a Zap when something happens in Chatbase, and one of them is instant: the app calls Zapier straight away, whatever your plan.
Form Submission
Instant triggerIn Zapier“Triggers when a form is submitted.”
Whenever a visitor fills in and sends a form inside one of your Chatbase chatbots, this trigger passes the submitted answers to Zapier. The Zap can work with those details straight away.
The Chatbase action
Chatbase gives you 1 action. For each one: what it does for you, when to reach for it, and what to watch out for.
Send Prompt
ActionIn Zapier“Send a prompt to your chatbot”
Hand a message to your chatbot from any other app, so the bot trained on your content gets the question without anyone typing it.
When a Chatbase Zap breaks
The help material attached to this app lists no rate limit and no error message specific to Chatbase. What breaks comes from the way Zapier itself works.
Four situations explain most surprises. If a Zap keeps failing anyway, head to Zapier troubleshooting.
Old submissions never show up
Publishing the Zap starts the clock: only forms sent from then on reach it. Earlier submissions stay where they are, and bringing them across is a job of its own.A busy form drains the free plan
Each Send Prompt that succeeds counts as one task. With 100 tasks a month on the free plan, a chatbot whose form gets steady traffic can run dry before the month is over.A sudden flood gets held back
When a trigger returns a huge batch at once, after a bulk import or a migration, Zapier's flood protection can hold it back instead of running every item.The wrong chatbot, or none at all
Both operations need a Chatbot ID. Paste the one from another bot and the Zap watches or prompts the wrong chatbot. Copy it from the settings page of the right one.
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