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Common Room Zapier integrationAutomate Common Room with Zapier.

The Common Room Zapier integration gives you 2 triggers and 9 actions to push contacts, organizations, activities, tags and notes into your room from other tools. The two triggers are polling ones, and the app works on the free plan.

See the 11 operations

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Overview

What the Common Room Zapier integration is really for

Common Room gathers the people around your product, your community members, users and prospects, in one place it calls a room. On Zapier, the strong side of the integration is writing: nine actions feed contacts, organizations, activities and notes into that room from tools it does not reach on its own.

Contacts from a tool Common Room does not watch. A developer relations lead runs a meetup sign-up form somewhere else. Add Contact From Third Party Source brings each attendee into the room, keyed on that tool's own user ID.

Activity that counts toward the contact's story. Add Activity From Third Party Source logs what someone did elsewhere, a talk given or a course finished, on their Common Room contact.

Segments that stay current. Add Common Room Contact to Segment and Add Tags to Common Room Contact sort people by email or another identifier the moment the other tool knows something new.

What Zapier does not do well here: the two triggers only watch the list of custom fields and the statuses of a segment. None of the eleven operations starts a Zap from something a contact does. If you need Common Room as a starting point, read the n8n vs Zapier comparison, or ask our Zapier agency to scope it.

Vocabulary

Zapier words you will meet on this page

Eight terms in plain English. Each one comes back further down without a second explanation.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier waits for it to happen.
Action
What the Zap does once started: the step that writes, sends or changes something for you in an app.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and your plan counts those.
Polling vs instant
Zapier checks a polling trigger on a timer, keeping only what it has not seen. An instant trigger is reported by the app itself.
Filter
A step that lets the Zap go on only when what arrived meets your condition, and stops it otherwise.
Multi-step Zap
Any Zap beyond one trigger and one action. A filter or a second action makes one, and it needs a paid plan.
Connection
Your Common Room account linked to Zapier once, then reused by every Common Room step in every Zap.
Cost

What a Common Room Zap costs you in tasks

Zapier bills completed actions, not the checking. Common Room is not a premium app, so it runs on the free plan (operations read on 1 October 2026, integration version CommonRoomCLIAPI@3.1.0).

  • Trigger and checksFree, never counted
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps only
  • Premium appNo, Common Room works on the free plan

The trigger never costs a task, and neither does Zapier checking for new items, however often it looks. Each action that succeeds counts once, so a three-action Zap uses three times what a one-action Zap uses. A failed action is not counted. The free plan gives you 100 tasks a month and unlimited Zaps, but each Zap stops at two steps: one trigger, one action. A filter or a second action makes it a multi-step Zap, which needs a paid plan. Because both triggers are polling ones, your plan also sets how fast a Zap reacts, as the grid below shows.

Connect

Connect Common Room to Zapier in three steps

  1. 01

    Open the Apps page

    In your Zapier account, open Apps and click + Add connection. Type Common Room in the search box of the dialog, then select it from the list of results.

  2. 02

    Sign in to Common Room

    Click Add connection. A tab opens on Common Room: sign in with the account your Zaps should act as. It needs write access to the contacts, organizations and segments you plan to touch.

  3. 03

    Grant access

    Allow Zapier to use the account. Every Common Room step in every Zap reuses this connection from then on, so you set it up once and pick it while you build.

First Zap

Your first Zap: a new segment status, written down and announced

GoalWhen a new status appears on the segment you watch, that same segment gets a note naming it, and your team chat hears about it.

  1. 01

    Build: pick the trigger

    Start a new Zap, choose Common Room and the Segment Status List event, then your connection, and set it on the segment you want to follow. There is no lightning bolt here: this trigger is a polling one.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent items the trigger can see, so you write the next steps on a real status rather than on a blank sample.

  3. 03

    Add the note

    Click the plus icon and choose Add Note to Segment. Point it at the same segment and write the note, mapping the status from the trigger. The note is the one required field.

  4. 04

    Tell the team

    Add a step from your team chat that posts a short message with the same status, so nobody has to open Common Room to notice the change.

  5. 05

    Test, then publish

    Test each step and check the segment in Common Room. Click Publish. With two actions, this is a multi-step Zap, so it needs a paid plan.

Triggers

Common Room triggers: two polling ones

2 events start a Zap when something happens in Common Room. Zapier checks for them at the interval your plan allows.

1

Custom Fields List

Polling trigger

In Zapier“List of Custom Fields”

Watches the list of custom fields defined in your room. Since Zapier keeps only what it has not seen before, the Zap starts when a field appears in that list after you switch it on.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
an operations lead wants the team told each time someone adds a custom field, before data starts landing in it.
Watch out
it reacts to new fields, not to a contact's field value changing.
2

Segment Status List

Polling trigger

In Zapier“List of Status for a Segment”

Reads the list of statuses available for a segment. A status Zapier has not seen yet is enough to start the Zap, so it follows how your segment workflows evolve over time.

How it fires
Zapier goes and looks at regular intervals, and how often depends on your plan: every 15 minutes on the free one
When to use it
a community manager keeps a note on each segment whenever a new stage is added to its process.
Watch out
it does not fire when a contact moves to a status, only when the status list itself grows.
Actions

Common Room actions: what your Zap can write

Common Room gives you 9 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Activity From Third Party Source

Action

In Zapier“Adds an activity to a contact in your room.”

Logs something a person did in another tool on their Common Room contact.

When to use it
a completed course in your learning platform shows up in the contact's activity.
Watch out
each activity needs its own unique ID; reusing one updates the old activity rather than adding a new one.
2

Add Contact From Third Party Source

Action

In Zapier“Adds a contact to your room.”

Brings a person into your room from another tool, identified by that tool's own user ID.

When to use it
attendees of a meetup run on a separate events tool become Common Room contacts.
Watch out
each person needs a unique user ID. Reuse one and the existing contact gets updated instead.
3

Add Note to Common Room Contact

Action

In Zapier“Adds a note to a contact in your room.”

Attaches a note to a contact found by an identifier.

When to use it
a sales call summary written elsewhere ends up on the contact, so the community team sees the context.
Watch out
identifier type, identifier and note are all required.
4

Add Note to Segment

Action

In Zapier“Adds a note to a segment in your room.”

Adds a note to a segment rather than to a person.

When to use it
leave context that concerns a whole segment, not one person, where the team will see it.
Watch out
the note text is the only required field, so keep it short and specific.
5

Add Organization From Third Party Source

Action

In Zapier“Adds an organization to your room.”

Creates an organization in your room, identified by its domain.

When to use it
a company that signs up for a trial elsewhere appears in Common Room as an organization.
Watch out
the domain is the unique key, so two spellings of one domain make two organizations.
6

Add Tags to Common Room Contact

Action

In Zapier“Add new or existing tags to a contact in your room.”

Adds new or existing tags to a contact found by an identifier such as an email.

When to use it
a beta tester flagged in your product tool gets a beta tag in Common Room.
Watch out
several tags go in one field, separated by commas.
7

Add Common Room Contact to Segment

Action

In Zapier“Adds one or more contacts in your room to a segment.”

Places one or more existing contacts in a segment of your room.

When to use it
people who answer a partner survey join the segment your partnerships lead reviews.
Watch out
the identifier must match its type: if you pick email, send an email address.
8

Get a Common Room Contact

Action

In Zapier“Gets information on a contact in your room.”

Fetches the information of a contact from an identifier and hands it to the steps that follow.

When to use it
before you tag someone, pull their contact to check what Common Room already holds.
Watch out
it is an action, not a search step, so any Zap using it after another action is multi-step.
9

Add or Update a Contact Custom Field

Action

In Zapier“Add or update a contact custom field.”

Writes a value into a custom field of a contact, adding it or replacing what was there.

When to use it
the plan a user picked in your billing tool lands in a custom field you can segment on.
Watch out
it needs the Destination ID, the user ID and the field, and an unknown user ID creates a new contact.
When it breaks

When a Common Room Zap breaks

Zapier attaches no help article to Common Room. The cases below come from how Zaps behave in general and from what the Common Room fields require.

Most trouble on this integration comes from identifiers: the ID you send decides whether Common Room creates something or overwrites it. If a run fails and you cannot see why, the Zapier troubleshooting guide is the next stop.

  • A reused user ID overwrites a contact

    If two people reach Common Room with the same user ID, the second updates the first person's contact instead of creating a new one.

  • A reused activity ID replaces an activity

    Each activity needs its own unique ID. Send the same ID twice and Common Room updates the earlier activity rather than adding another.

  • A missing Destination ID

    Four actions need the Destination ID from Settings, Signals, API in Common Room. Without it the step cannot run.

  • A wait before the Zap reacts

    Both triggers are polling ones. On the free plan Zapier checks every 15 minutes, so a new status can sit there until the next check.

  • Nothing from before is picked up

    A Zap only reacts to what appears after you switch it on. Fields and statuses that already existed are not picked up.

  • A bulk change that gets held back

    If a large batch of new items appears at once, Zapier's flood protection can hold the runs back instead of firing them all.
Need help

Need help automating Common Room with Zapier?

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FAQ

Common Room Zapier integration: frequent questions

01Is the Common Room Zapier integration free?
Yes, as long as each Zap stays at two steps. Common Room is not a premium app, so it runs on the free plan, which gives you 100 tasks a month and unlimited Zaps. The limit is the shape of the Zap: one trigger and one action, nothing more. Add a filter or a second action and it becomes a multi-step Zap, which needs a paid plan. A Zap that only adds a note to a segment when it gains a new status fits within the two-step limit.
02How many tasks does a Common Room Zap use?
One task per action that completes. The trigger is free, and so is every check Zapier makes for new items, however often it looks. A Zap that runs Get a Common Room Contact and then Add Tags to Common Room Contact uses two tasks per successful run. An action that fails is not counted. Since most of this integration is about writing, the task count grows with the number of people and activities you send into your room.
03Is Common Room on Zapier real time?
No. Both triggers, Custom Fields List and Segment Status List, are polling triggers: Zapier asks Common Room for new items at a fixed interval. That interval depends on your plan: 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise. On paid plans you can change how often it checks and run a check by hand from the editor. The type is set by the app and cannot be switched to instant.
04What does it take to connect Common Room to Zapier?
A Common Room account and a Zapier account. Sign in with a Common Room user that can write to the contacts, organizations and segments you plan to touch. Then get the Common Room Destination ID, found in Common Room under Settings, Signals, API, then Add another account: four actions ask for it. For the contact actions, decide which identifier you will send, such as an email address, and keep it consistent across Zaps.
05Why did a Common Room contact get overwritten?
Because two different people were sent with the same user ID. Common Room uses that ID, which comes from the other tool, as the key for a contact. Reuse it and the existing contact gets updated instead of a new one being created. The same goes for activity IDs. Map the other tool's own unique ID for each person and each activity, never a shared value like a team name.
06What if the Common Room operation you need is not listed?
Then Zapier cannot do it with Common Room directly. The visible list is two triggers and nine actions, read on 1 October 2026, with no search step. There is no trigger for a new contact or a new post, so Common Room works best as a destination on Zapier. Get a Common Room Contact can stand in for a lookup before another action. If you need Common Room to start Zaps on contact events, look at other ways to connect it before building a workaround.
07Zapier, Make or n8n for Common Room?
It depends on where your other tools live and on who will maintain the workflows. On Zapier, Common Room is strong as a destination: nine actions to add contacts, organizations, activities, tags and notes. As a starting point it is weak, with two polling triggers on lists. If your project starts from Common Room events, compare what each tool offers for this app before choosing. Price your volume too, since Zapier bills every completed action.
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