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HeyReach Zapier integrationAutomate HeyReach with Zapier.

HeyReach Zapier integration: 11 triggers, 8 actions and 14 searches that turn what happens in your LinkedIn outreach into moves elsewhere. Every trigger is instant, so an accepted invitation or a reply reaches your Zap straight away, free plan included.

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Overview

What the HeyReach Zapier integration actually does for you

The HeyReach Zapier integration plugs your HeyReach outreach account into Zapier, a no-code tool that chains apps together. HeyReach tells Zapier what just happened in your campaigns (a request accepted, a reply, a campaign that ended), and Zapier answers by moving the lead, halting a campaign or sending a message.

Three results show up again and again. A warm list that fills itself: Connection Request Accepted feeds Add Lead to List, so everyone who said yes to your invitation ends up in one place you can reuse. A sequence that stops talking once the lead talks back: Message Reply Received, followed by Stop Lead in Campaign, takes the person out of the campaign the moment they answer. A campaign with an outside switch: Pause Campaign and Resume Campaign let an event from another tool halt or restart sending without anyone opening HeyReach.

What the integration will not do matters just as much. No action creates a campaign: you build campaigns in HeyReach, and Zapier only feeds, pauses, resumes or stops them. Prospect Tag Updated tells you a tag changed, yet no action writes a tag. Create Empty List gives you an empty list, nothing more. And there is no find-or-create shortcut among the 14 searches.

The good news is on the timing side: all 11 triggers are instant, so the plan you pay for never slows down when your Zap starts. If you would rather build the same flows on another platform, the HeyReach Make integration page covers that route.

Vocabulary

Zapier words you need before you start

Seven terms, in plain words. The rest of the page uses them without explaining them again.

Zap
The automation you build: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event that starts the Zap, such as a reply in HeyReach. Once the Zap is on, Zapier sits and waits for it.
Action
What the Zap does after it starts: the step that adds a lead, pauses a campaign or sends a message for you.
Task
What Zapier bills: one action your Zap completes successfully. The number on your plan is a count of those.
Instant vs polling trigger
Instant: the app calls Zapier the moment the event happens. Polling: Zapier checks on a timer. All HeyReach triggers are instant.
Filter
A step that lets the Zap carry on only when what arrived meets your condition, and stops it there otherwise.
Search step
A step that looks up something that already exists, such as a lead's campaigns, so the next steps can use what it found.
Cost

What a HeyReach Zap really costs

The trigger never costs a task. Each action that succeeds counts as one, and one that fails is not billed.

  • Trigger0 tasks
  • Each action that succeeds1 task
  • Free plan100 tasks a month, two-step Zaps
  • HeyReachNot a premium app

On the free plan you get 100 tasks a month and Zaps of two steps: one trigger, one action. Add a filter, a search or a second action and the Zap becomes a multi-step Zap, which needs a paid plan. HeyReach is not a premium app, so it works from the free plan. The interval grid below applies to polling triggers only; HeyReach has none, so your Zaps start at once whatever your plan. Count your tasks on actions only.

Connect

Connect your HeyReach account to Zapier

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. A connection is your HeyReach account linked once, then reused by every step that touches HeyReach.

  2. 02

    Pick HeyReach

    Type HeyReach in the search box of the dialog, select it, then click Add connection. You need a HeyReach account, plus access to any campaign or list you do not own and want the Zap to touch.

  3. 03

    Sign in and grant access

    A new tab opens: sign in to HeyReach there, then grant Zapier access to the account. From then on, every HeyReach trigger, action and search in your Zaps can use this connection.

First Zap

Your first Zap: stop the sequence when a lead replies

GoalWhen a prospect answers a message, find a campaign they are in and stop them there, so nobody gets a follow-up after replying.

  1. 01

    Build: set the trigger

    Start a new Zap, choose HeyReach as the trigger app and Message Reply Received as the event, then pick your HeyReach connection. You will see a lightning bolt: this trigger is instant.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent items of your account, so pick a real reply to map the next steps on. No reply yet in HeyReach means nothing to pick.

  3. 03

    Add the search

    Add a step, choose HeyReach and Get Campaigns for Lead from the SEARCH section of Action event. Map the lead from the reply, then test to see which campaign comes back.

  4. 04

    Add the action

    Add Stop Lead in Campaign. Fill its required Campaign box with what the search found, map the lead, and test the step once on your real reply before going further.

  5. 05

    Publish

    Click Publish to switch the Zap on. A trigger plus a search plus an action makes a multi-step Zap, so this one needs a paid plan and bills one task per successful action.

Triggers

HeyReach triggers: the 11 events that can start a Zap

11 events start a Zap when something happens in HeyReach, and 11 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Campaign Completed

Instant trigger

In Zapier“Triggers when a campaign finishes.”

Your Zap starts as soon as a HeyReach campaign reaches its end. It is the signal that a batch of outreach is over and that the leads it touched can move to their next stage 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 growth team that wants the account owner warned when a campaign wraps, so the review of who replied and who stayed silent starts on time.
Watch out
the event is about the campaign itself; to work on its leads, add Get Leads From Campaign after it.
2

Connection Request Accepted

Instant trigger

In Zapier“Triggers when a connection request you have sent is accepted.”

This one goes off when someone accepts a connection request you sent through HeyReach. It is usually the most valuable moment of a LinkedIn sequence, because the person has just opened the door to a conversation.

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 agency running outreach for several clients that wants each newly accepted contact copied into a client-specific list, so the account manager sees the warm leads without digging through campaigns.
Watch out
only requests accepted after the Zap is published are picked up; older acceptances are never replayed.
3

Connection Request Sent

Instant trigger

In Zapier“Triggers when you send a connection request.”

Each time HeyReach sends a connection request on your behalf, this trigger starts the Zap. It tracks the top of the funnel rather than the result, which makes it a counting tool more than a reaction tool.

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 sales lead who wants every invitation logged in the team's own reporting tool, to compare how many requests went out with how many got accepted later.
Watch out
a large campaign sends a lot of requests, and each action behind this trigger costs a task, so check your monthly count first.
4

Follow Sent

Instant trigger

In Zapier“Triggers when a prospect is followed from a campaign.”

Follow Sent starts the Zap when a prospect is followed from a campaign. It marks a step of the sequence on the person, before any reply can come back.

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 founder doing account-based outreach who wants to know which people at a target company were just followed, to warm them up through another channel the same week.
Watch out
Zapier describes it for follows made from a campaign only, so do not count on it for anything else.
5

InMail Reply Received

Instant trigger

In Zapier“Triggers when a prospect replies to an InMail message.”

The Zap starts when a prospect answers one of your InMail messages. It is the reply side of InMail outreach, kept apart from regular message replies.

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 recruiter reaching senior candidates by InMail who wants every answer sent to the hiring manager, so the next step is proposed while the candidate is still interested.
Watch out
regular message replies come through Message Reply Received instead; a Zap that watches both channels needs both triggers, in two Zaps.
6

InMail Sent

Instant trigger

In Zapier“Triggers when an InMail is sent from a campaign.”

Whenever a campaign sends an InMail, this trigger hands the event to Zapier. It records the outbound side of InMail outreach, the counterpart of the reply trigger above.

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 outreach agency that wants a running log of InMails sent per client, so the monthly report to that client shows real activity rather than an estimate.
Watch out
Zapier describes it for InMails sent from a campaign; do not count on it for any other InMail.
7

Liked Post

Instant trigger

In Zapier“Triggers when a post is liked.”

Liked Post starts the Zap when a post is liked. The official description says no more than that, so the test step is where you see what the event carries.

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 marketer who keeps a list of people the team has engaged with, so a later webinar invitation goes to faces that have already seen your name.
Watch out
test it once and read what comes back before mapping anything, so you know exactly which post and which person the event refers to.
8

Message Reply Received

Instant trigger

In Zapier“Triggers when a prospect replies to a message.”

As soon as a prospect answers a regular LinkedIn message sent through HeyReach, your Zap is off. For most outreach teams, this is the event that turns a contact into a conversation worth a human's time.

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 SDR team that wants the lead taken out of the sequence and the account executive alerted in the same minute, so no automated follow-up lands on top of a real answer.
Watch out
if a lead sits in several campaigns, a single stop only covers one of them; Get Campaigns for Lead shows which.
9

Message Sent

Instant trigger

In Zapier“Triggers when a message is sent from a campaign.”

Message Sent fires each time a campaign sends a LinkedIn message. It covers the outbound messages of your sequences, which makes it useful for tracking and for keeping other tools in step with what HeyReach is doing.

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 sales manager who wants each outbound message noted on the matching record of the team's database, so anyone opening that record knows the prospect was contacted.
Watch out
Zapier describes it for messages sent from a campaign; whether a message sent by Send Message counts too is not documented, so test before chaining the two.
10

Prospect Tag Updated

Instant trigger

In Zapier“Triggers when a prospect's tag is updated.”

When the tag on a prospect changes in HeyReach, this trigger starts the Zap. Tags are how your team sorts leads by hand, so this is the one trigger driven by a human decision rather than by a campaign step.

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 team that tags a lead as qualified in the inbox and wants that lead pushed into a dedicated follow-up campaign without copying anything across.
Watch out
no action can write a tag back, so the tag itself is always set by hand in HeyReach.
11

Viewed Profile

Instant trigger

In Zapier“Triggers when a profile is viewed.”

Viewed Profile starts the Zap when a profile is viewed. Paired with the other campaign triggers, it shows that a sequence is actually moving on the people loaded into 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
a consultant who wants a simple activity counter per campaign, to check that the sequence actually started on the accounts loaded into it.
Watch out
a campaign can view many profiles in a short time, and a burst of events like that is where Zapier's flood protection may hold some back.
Actions

HeyReach actions: what a Zap can do in your account

HeyReach gives you 8 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Lead to Campaign

Action

In Zapier“Adds a lead to an existing campaign”

Drops a lead into a campaign that already exists, which then runs its sequence on that person. The Campaign box is required.

When to use it
a lead signs up for a demo elsewhere and you want them in a dedicated LinkedIn follow-up sequence.
Watch out
the campaign has to exist first; this action cannot create one.
2

Add Lead to List

Action

In Zapier“Adds a lead to an existing list”

Puts a person into an existing HeyReach list. It asks for four required values: the list, the lead's LinkedIn URL, first name and last name.

When to use it
collecting everyone who accepted an invitation into one list you can reuse for a later campaign.
Watch out
a missing LinkedIn URL or name stops the step, so check the test item carries all four.
3

Create Empty List

Action

In Zapier“Creates an empty list in HeyReach”

Creates a new, empty list in HeyReach, under the name you give in the required List Name box.

When to use it
an agency signing a new client that wants a fresh list ready the moment the deal closes in its sales tool.
Watch out
the list starts empty; filling it takes Add Lead to List in a later step.
4

Delete Lead From List

Action

In Zapier“Deletes the lead from the HeyReach list”

Removes a lead from a HeyReach list. It needs the list and a Lead Id, which is the person's LinkedIn ID, not their profile URL.

When to use it
a contact asks not to be approached again and you want them off the list that feeds your next campaigns.
Watch out
HeyReach may label that ID linkedin_id or MemberId; Get Lead Details helps you fetch it.
5

Pause Campaign

Action

In Zapier“This action pauses a currently active campaign.”

Pauses a campaign that is currently active, so it stops sending until someone resumes it. Only the Campaign box is required.

When to use it
a client puts their account on hold in your project tool and you want their outreach halted at once.
Watch out
it is meant for a campaign that is running; to restart one later, use Resume Campaign.
6

Resume Campaign

Action

In Zapier“Resumes a campaign which is in a Paused, Finished or Failed state.”

Restarts a campaign that is in a Paused, Finished or Failed state. You pick the campaign in the required box.

When to use it
the same client comes back from their hold, and the campaign paused earlier picks up again without anyone logging in.
Watch out
it also restarts finished campaigns, so make sure the one you pick is the one you mean.
7

Send Message

Action

In Zapier“Sends a message from HeyReach”

Sends a LinkedIn message from HeyReach into an existing conversation. Three boxes are required: Sender Profile, Conversation ID and the Message itself.

When to use it
a short thank-you note into a thread right after a prospect books a call through another tool.
Watch out
it needs a conversation ID, which Get Conversation or Get Conversations can find for you first.
8

Stop Lead in Campaign

Action

In Zapier“Stops the lead in the given campaign”

Stops one lead inside a given campaign, so the sequence no longer reaches that person while the rest of the campaign keeps running.

When to use it
a lead replies or books a meeting, and you want every automated follow-up to them to end there.
Watch out
it works campaign by campaign; Get Campaigns for Lead tells you which ones the person is in.
Searches

HeyReach searches: looking up what already exists

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

The 14 searches sit at the bottom of the Action event list, under SEARCH. Each one makes your Zap multi-step, so it needs a paid plan. HeyReach decides whether a search wants an exact value or a close one. Three settings decide what happens when the result is not the one you expected.

1

Get Campaigns

Search

In Zapier“Gets campaigns from HeyReach”

Pulls campaigns from your HeyReach account, so a later step can work on one without you typing its name.

When to use it
picking the campaign to pause from a value that arrived from another tool.
Watch out
with several matches, only the first campaign is passed on by default.
2

Get Campaigns for Lead

Search

In Zapier“Gets the campaigns the lead is a part of”

Lists the campaigns a given lead is part of. It is the link between a person and the sequences that are still talking to them.

When to use it
right before Stop Lead in Campaign, to stop the lead in the campaign they are actually in.
Watch out
by default only the first campaign found is kept.
3

Get Campaign

Search

In Zapier“Gets the campaign by Id”

Fetches one campaign by its ID, which the required Campaign Id box asks for.

When to use it
after Campaign Completed, to read the details of the campaign that just ended before you notify anyone.
Watch out
it wants the ID, not the name you see in HeyReach.
4

Get Companies From List

Search

In Zapier“Gets the companies from a HeyReach company list”

Reads the companies stored in a HeyReach company list; the List box is required.

When to use it
account-based outreach, when you need the target companies of a list in a later step.
Watch out
it works on company lists, not on lists of people.
5

Get Conversation

Search

In Zapier“Gets a specific conversation from HeyReach”

Finds one specific conversation. It needs two IDs: the LinkedIn sender that owns the conversation and the conversation itself.

When to use it
checking a thread before Send Message writes into it.
Watch out
both IDs are required; without the sender's, nothing comes back.
6

Get Conversations

Search

In Zapier“Gets conversations from HeyReach”

Brings back conversations from HeyReach, with an optional Message Seen box to keep only threads marked as seen, or only the unseen ones.

When to use it
finding the conversation ID that Send Message requires.
Watch out
with several matches, only the first is kept unless you change that setting.
7

Get Leads From Campaign

Search

In Zapier“Gets the leads from a given campaign”

Returns the leads of the campaign you pick in the required Campaign box.

When to use it
once a campaign is complete, to hand its leads to the next step instead of exporting them by hand.
Watch out
to pass every lead on, set the multiple-results option to return all of them.
8

Get Leads From List

Search

In Zapier“Gets leads from a HeyReach list”

Reads the people stored in a HeyReach lead list, chosen in the required List box.

When to use it
checking who already sits in a list before adding someone new to it.
Watch out
it reads lead lists only; company lists go through Get Companies From List.
9

Get Lead Details

Search

In Zapier“Gets details for the given lead”

Fetches the details HeyReach holds on one lead, from the LinkedIn URL of their profile, which is required.

When to use it
getting the LinkedIn ID that Delete Lead From List asks for when you only have the profile URL.
Watch out
paste the full profile URL, not a name.
10

Get LinkedIn Senders

Search

In Zapier“Gets the sender accounts connected to HeyReach”

Lists the LinkedIn sender accounts connected to your HeyReach workspace. No box is required.

When to use it
agencies with several senders that need the right sender profile for Send Message.
Watch out
only senders already connected in HeyReach show up.
11

Get Lists

Search

In Zapier“Gets lists from HeyReach”

Returns your HeyReach lists of one type, set in the required List Type box: lead lists hold people, company lists hold companies.

When to use it
finding a list by what another tool sends before adding a lead to it.
Watch out
pick the wrong type and the list you want never shows.
12

Get List by Id

Search

In Zapier“Gets a list from HeyReach”

Fetches a single list from its ID, typed or mapped into the required List Id box.

When to use it
right after Create Empty List, to read back the list the Zap just made.
Watch out
the box wants the ID, not the list name; Get Lists finds the list when you only know its name.
13

Get Overall Stats

Search

In Zapier“Gets the HeyReach analytics, similar to the Dashboard”

Brings back the HeyReach analytics, the same kind of figures you read on its dashboard, into your Zap.

When to use it
after Campaign Completed, to send a summary of the results to the person who owns the client account.
Watch out
test it once and read which figures come back before mapping them.
14

Get Sender by ID

Search

In Zapier“Gets a sender by the ID from HeyReach”

Reads one sender account from its ID, set in the required Sender Id box.

When to use it
showing which LinkedIn profile handled a lead in a message to the team.
Watch out
Get LinkedIn Senders gives you the IDs if you do not have them.

The three settings every search exposes

  1. Successful if no search results are found?
    Left on its default, a search that finds nothing stops the Zap there and the steps after it are skipped. Switch it on and the Zap goes on without the value.
  2. Create X if it doesn't exist yet?
    Ticking it turns a search into a find-or-create. HeyReach offers no such variant on Zapier, so you will not see this box on its searches.
  3. If multiple search results are found?
    Three ways out: keep the first match, which is the default, stop the Zap, or pass all the matches on at once.
When it breaks

When a HeyReach Zap breaks

Zapier attaches no help article of its own to HeyReach, so what follows comes from how Zaps behave in general.

Four cases are worth knowing before you publish. For deeper digging, the Zapier troubleshooting page is where to go next.

  • Old replies are not picked up

    A Zap only reacts to what happens after it is published. Replies and acceptances from last month stay where they are; moving that backlog is a separate job.

  • A Zap that feeds its own trigger

    A Zap that writes where its own trigger watches starts itself again and burns tasks fast. Before chaining Message Sent and Send Message, test whether one sets off the other.

  • A campaign launch that floods Zapier

    Starting a big campaign can send a wave of invitations, follows or profile views at once. Zapier's flood protection may hold part of such a burst back.

  • A search that finds nothing stops the Zap

    With the default setting, a Get Lead Details or Get Campaigns for Lead that finds nothing ends the run, and the action after it never happens.
Need help

Need help automating HeyReach with Zapier?

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FAQ

HeyReach Zapier integration: questions people ask

01Is the HeyReach Zapier integration free?
Yes, it works on the free plan, because HeyReach is not a premium app. The free plan gives you 100 tasks a month and Zaps of two steps, one trigger and one action. That covers simple flows such as an accepted invitation that adds the lead to a list. As soon as you add a search like Get Campaigns for Lead, a filter or a second action, the Zap becomes multi-step and needs a paid plan.
02How many tasks does a HeyReach Zap use?
One task per action that succeeds, and nothing for the trigger. A Zap that adds every accepted contact to a list uses one task per acceptance. A Zap with a search before Stop Lead in Campaign is multi-step, and each action that succeeds is counted on its own. Actions that fail are not billed. The real driver is the volume of events your campaigns produce: invitations, profile views and messages can add up quickly on a busy account, so check your count before pointing a Zap at the busiest triggers.
03Do HeyReach triggers fire in real time?
Yes. All 11 HeyReach triggers are instant: HeyReach tells Zapier the moment the event happens, so your Zap starts straight away. That holds on every plan, the free one included, because the interval grid of 15 minutes on Free, 2 on Professional and 1 on Team and Enterprise only applies to polling triggers. In the Zap editor, you will see a lightning bolt on these triggers, which is how Zapier marks an instant one. There is no setting to change, since the type is fixed by the app.
04What does it take to connect HeyReach to Zapier?
A HeyReach account and a Zapier account. In Zapier, open Apps, click + Add connection, pick HeyReach, then sign in and grant access in the tab that opens. If the Zap will touch campaigns or lists someone else owns, you need access to them in HeyReach. Prepare campaigns, lists and LinkedIn senders before building, since most actions ask you to pick one that already exists and cannot create it on the fly.
05Why does Delete Lead From List reject the profile link?
Because it asks for the lead's LinkedIn ID, not their profile URL. HeyReach also calls that ID MemberId or linkedin_id. When all you have is the profile link, add a Get Lead Details search before the action: it takes the LinkedIn URL and returns what HeyReach knows about the lead, from which you can map the ID into the Lead Id box. Test the search on a real lead first, so you can see which value to pick before publishing.
06What if the HeyReach action you need is not on Zapier?
Then it is not in the 33 operations Zapier lists for HeyReach, and no setting will make it appear. Creating a campaign or writing a tag are two examples you will not find. Check the 14 searches first: a lookup often gets you the value an action needs. If the gap remains, the work stays manual in HeyReach, or moves to another automation platform that may expose different operations for the app.
07Zapier, Make or n8n for HeyReach?
It depends on your criteria rather than on a winner. On Zapier, every HeyReach trigger is instant, the free plan allows two-step Zaps and 100 tasks a month, and anything with a search or a filter needs a paid plan. If those limits fit your volume and your flows stay simple, Zapier is quick to justify. If you need many steps per run, compare how each platform counts usage and which HeyReach operations it offers before choosing.
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