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Heyy Zapier integrationAutomate Heyy with Zapier.

The Heyy Zapier integration gives you 3 triggers, 19 actions and 5 searches to wire your Heyy team inbox into other tools. All three triggers are instant, Heyy works on the free plan, and every note below says what a step does and where it bites.

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Overview

What the Heyy Zapier integration actually does for you

Heyy is an omnichannel inbox: one place where your team answers chats, runs workflows and automates replies. Zapier plugs into it from the outside. A message arriving, leaving or changing in Heyy can start an automation, and Zapier can in turn write into Heyy: contacts, labels, chat status, messages, files.

Three outcomes are worth building first. A routed inbox: Message Received starts the Zap, then Assign Chat to User or Assign Chat to Team hands the conversation to someone, without a manager sorting chats by hand. A clean contact base: a form, a CRM or a booking tool feeds Upsert a Contact, which creates the person or updates them if the phone number or email already exists, then Add Labels to Contact tags them for later. Outbound messages on cue: an event in another tool fires Send a Template Message so the customer hears from you at the right moment.

Now the limits, because they shape what you can promise. Every trigger listens to messages. There is no trigger for a new contact, a label change or a chat being closed, so a Zap cannot start from those events. There is also no delete action in the visible list: the Zap can update, relabel, unsubscribe or close a chat, but it cannot remove a contact or a file. Read the operation notes below with that in mind.

If you are weighing tools, the same app has a Heyy Make integration page, and the Make vs Zapier comparison lays out the criteria side by side.

Vocabulary

Zapier vocabulary in one minute

Seven words come back on every line of this page. Here is what each one means, in plain terms.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier sits and waits for it.
Action
What the Zap does after it starts: the step that writes, sends or changes something in an app for you.
Task
The unit Zapier bills: one action that completes successfully. Your plan's allowance is a count of those.
Polling vs instant
A polling trigger is checked on a timer. An instant trigger is pushed by the app the moment the event happens. All Heyy triggers are instant.
Filter
A step that lets the Zap continue only when what arrived matches a condition you set, and stops it otherwise.
Search step
A step that looks up something already stored in an app, so the steps after it can reuse what it found.
Cost

What a Heyy Zap really costs

The trigger never costs a task, and neither does Zapier listening for new messages. You pay only when an action succeeds.

  • Trigger and new-message checks0 tasks
  • Free plan100 tasks a month, two-step Zaps
  • Filter or search in the ZapPaid plan required
  • Premium appNo

Each successful action counts on its own, so a Zap with three actions uses three times more than a one-action Zap, and a failed action is not counted. The free plan gives 100 tasks a month and unlimited Zaps, but only two steps per Zap: one trigger, one action. Add a second action, a filter or a search and it becomes a multi-step Zap, which needs a paid plan. Heyy is not a premium app, so it works from the free plan.

Connect

Connect your Heyy account to Zapier

  1. 01

    Open the connections page

    You need a Heyy account first, plus access to any channel, team or contact you do not own but want the Zap to touch. In Zapier, open Apps and click + Add connection. A connection is your Heyy account linked once, then reused by every step.

  2. 02

    Pick Heyy

    In the dialog, type Heyy, select it, then click Add connection. Zapier opens a new tab where Heyy asks you to sign in with the account the Zaps should act on.

  3. 03

    Grant access

    Sign in to Heyy in that tab and give Zapier permission to reach the account. From then on, any Heyy trigger, action or search you add can reuse this connection without asking again.

First Zap

Your first Zap: route urgent chats to an agent

GoalWhen a customer writes in on your support channel, keep only the messages that match your condition, give the chat to a named agent and tag the contact.

  1. 01

    Build: pick the trigger

    Create a Zap, choose Heyy as the trigger app and Message Received as the event. Pick your Heyy connection, then the required Channel: the trigger only listens there.

  2. 02

    Test the trigger

    Click Test. Zapier pulls the three most recent messages of the connected account, so you map the next steps on a real one. Send yourself a message first if the channel is quiet.

  3. 03

    Add the filter

    Click the plus icon, choose Filter, then in Configure & test set the field to check, the rule and the value. Use a text rule on text. This step makes the Zap multi-step, so a paid plan.

  4. 04

    Assign the chat

    Add Heyy's Assign Chat to User. Map Chat ID from the test data of step one and pick the agent in User. Leave Trigger Automations as it is only if you know what your Heyy automations do.

  5. 05

    Tag the contact

    Add Add Labels to Contact, map Contact ID from the trigger data and choose the labels. Each of the two actions counts as one task when it succeeds.

  6. 06

    Test and publish

    Run each step's test and read what came back. Then click Publish. The lightning bolt in the editor confirms the Zap starts as soon as Heyy reports a message.

Triggers

Heyy triggers on Zapier

3 events start a Zap when something happens in Heyy, and 3 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Message Received

Instant trigger

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

Starts your Zap each time a customer message arrives in Heyy on the channel you chose. It is the natural entry point for anything that reacts to inbound conversations: routing, tagging, logging the exchange in another 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 clinic wants every new patient question on its main line handed to the reception team before anyone opens the inbox.
Watch out
the Channel field is required, so the trigger watches one channel at a time and stays silent on the others.
2

Message Sent

Instant trigger

In Zapier“Triggers when a message is sent.”

Fires when a message is sent from Heyy. Useful when the reply itself matters: proving a follow-up happened, or moving a deal forward once the customer has been 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
a sales team logs every outbound reply against the lead so the account manager sees who talked to whom.
Watch out
never pair it with Send a Message on the same channel, or each message the Zap sends restarts the Zap.
3

Message Updated

Instant trigger

In Zapier“Triggers when a message is updated.”

Reacts when an existing message changes in Heyy, rather than when a new one appears. It is the trigger to reach for when a later change to a message, not its arrival, is what should set your workflow in motion.

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 support lead mirrors message changes into a shared log so the record in the other tool never lags behind Heyy.
Watch out
it also needs a Channel, and one message can be updated more than once, so a single message may start several runs.
Actions

Heyy actions on Zapier

Heyy gives you 19 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Labels to Contact

Action

In Zapier“Adds one or more labels to a contact.”

Puts one or more labels on a contact so your team can sort, segment or target them later in Heyy.

When to use it
tag everyone who paid in your checkout tool as a customer, so agents see it the moment they open the chat.
Watch out
Contact ID is required, so the step needs a previous one that carries it.
2

Assign Chat to Team

Action

In Zapier“Assigns a chat to a team.”

Routes a chat to a whole team instead of one person, which suits shared queues such as billing or onboarding.

When to use it
any message on the invoicing channel goes to the finance team, whoever is on shift.
Watch out
Chat ID and Team are both required, and the team has to exist in Heyy already.
3

Assign Chat to User

Action

In Zapier“Assigns a chat to a user.”

Hands a chat to one named agent, using the required Chat ID and User, so the conversation lands with a person rather than a queue.

When to use it
a key account writes in and its dedicated manager should own the thread.
Watch out
the optional Trigger Automations field sits on this step; check it against the automations you already run in Heyy.
4

Update Chat Status

Action

In Zapier“Changes the status of a chat (open, closed, or snoozed).”

Sets a chat to open, closed or snoozed from outside Heyy, so the inbox mirrors what happened in your other tools.

When to use it
close the chat automatically once your helpdesk marks the matching ticket as solved.
Watch out
Chat ID and Status are required, and this step also offers the Trigger Automations option.
5

Create a Contact

Action

In Zapier“Creates a new contact.”

Adds a brand new person to your Heyy contacts from data another tool collected, so the next conversation starts with a known name.

When to use it
a webinar sign-up should appear in Heyy before the attendee writes in.
Watch out
it always creates. If the person may already exist, Upsert a Contact avoids duplicates.
6

Get Public File URL

Action

In Zapier“Returns a stable public URL for an uploaded file.”

Returns a public link for a file already uploaded to Heyy, a link that stays the same so you can paste it anywhere.

When to use it
right after Upload a File, to drop the link into an email or a CRM note.
Watch out
File ID is required, and anyone holding a public link can open it.
7

Mark Chat as Unread

Action

In Zapier“Marks a chat as not read (unread).”

Puts a chat back to unread, the opposite move, so it climbs back into the team's field of view.

When to use it
a customer's payment fails in your billing tool and the conversation with them should get a fresh look.
Watch out
without a Chat ID from an earlier step, place Search Chats in front of it.
8

Mark Chat as Not Sensitive

Action

In Zapier“Marks a chat as not sensitive.”

Removes the sensitive flag from a chat, so a case that has been settled goes back to normal handling.

When to use it
the file is closed in your case-management tool and the chat no longer needs special care.
Watch out
like its twin, it only works with the Chat ID of the conversation.
9

Mark Chat as Read

Action

In Zapier“Marks a chat as read.”

Flags a chat as read so it stops shouting for attention in the inbox when nobody needs to look at it.

When to use it
automated delivery notices that land in a chat but need no human reply.
Watch out
it needs the Chat ID, and a real question marked read this way can slip past the team.
10

Mark Chat as Sensitive

Action

In Zapier“Marks a chat as sensitive.”

Puts the sensitive flag on a Heyy chat, driven by a rule you set in Zapier rather than an agent's memory.

When to use it
any conversation linked to a legal or medical case in another system gets the flag straight away.
Watch out
Chat ID is required; check in Heyy what the flag changes for your team before automating it.
11

Remove Labels From Contact

Action

In Zapier“Removes one or more labels from a contact.”

Takes one or more labels off a contact, the mirror of the step above, so segments stay true when a situation changes.

When to use it
a subscription is cancelled in your billing tool and the active member label has to go.
Watch out
it also needs the Contact ID of the person you are cleaning up.
12

Send a Message

Action

In Zapier“Sends a message to a chat.”

Posts a message into a Heyy chat from your Zap, with text you write or build from earlier steps.

When to use it
a parcel ships in your store and the customer gets a short note in the chat they already use with you.
Watch out
on a Zap started by Message Sent, this action restarts the Zap with every message it sends.
13

Send a Template Message

Action

In Zapier“Sends a template message to a chat.”

Sends one of your prepared Heyy templates to a chat, instead of free text, so the wording stays the one your team approved.

When to use it
appointment confirmations from your booking tool, where the same structured message goes out each time.
Watch out
prepare the template in Heyy before building the step, so there is something to pick.
14

Subscribe Contact

Action

In Zapier“Subscribes a contact.”

Switches a Heyy contact to subscribed, using the Contact ID you pass in, so they can receive what you send to subscribers.

When to use it
a customer ticks the consent box on your website form and Heyy should reflect that choice.
Watch out
only wire it to a real opt-in, never to a simple form view.
15

Start an Automation

Action

In Zapier“Triggers (starts) an automation for a specific contact.”

Launches one of your Heyy automations for a given contact, so the logic you built in Heyy runs on a cue from another tool.

When to use it
a trial ends in your product and Heyy's onboarding sequence should start for that user.
Watch out
Automation, Contact ID, Name and Value are all required, and the automation must already exist.
16

Unsubscribe Contact

Action

In Zapier“Unsubscribes a contact.”

Turns a contact back to unsubscribed in Heyy from an event elsewhere, again keyed on the required Contact ID.

When to use it
someone opts out in your email tool and should stop receiving campaigns through Heyy as well.
Watch out
this is the closest thing to removal here, since no visible action deletes a contact.
17

Update a Contact

Action

In Zapier“Updates an existing contact.”

Changes the details of a contact that is already in Heyy, identified by its required Contact ID.

When to use it
your CRM changes a customer's details and Heyy should show the same version to agents.
Watch out
without a Contact ID from an earlier step, add Get a Contact or Search Contacts before this one.
18

Upload a File

Action

In Zapier“Uploads a file.”

Sends a file into Heyy from another step of the Zap, ready to be reused in your conversations.

When to use it
an invoice generated by your accounting tool should be available in Heyy for the agent who answers the client.
Watch out
both Type and File are required, so make sure the previous step really provides a file.
19

Upsert a Contact

Action

In Zapier“Creates or updates a contact matched by phone number or email.”

Looks for the contact by phone number or email, updates it when it exists and creates it when it does not. One step instead of a search followed by a choice.

When to use it
a lead form that returning customers fill in again and again, where you want one record per person.
Watch out
the match runs on phone or email only, so feed at least one of them.
Searches

Heyy searches on Zapier

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

A search step finds a chat, contact or file that already exists, so a later action gets the ID it needs. Heyy's searches sit at the bottom of the Action event list under SEARCH, and some fields offer + Add search step to insert one for you. Whether a search wants an exact value is decided by Heyy. Like a filter, a search makes the Zap multi-step.

1

Get a Chat

Search

In Zapier“Retrieves the details of a single chat.”

Fetches the details of one chat when you already hold its Chat ID, so later steps can read them.

When to use it
your helpdesk stores the Heyy chat ID on a ticket and the Zap needs the chat's details before closing it.
Watch out
the Chat ID is required; without it, Search Chats is the right tool.
2

Get a Contact

Search

In Zapier“Retrieves the details of a single contact.”

Retrieves one contact's details from its Contact ID, handy when an earlier step carried the ID but not the rest.

When to use it
before Send a Template Message, to pull the contact data you want to reuse in the step.
Watch out
a wrong or empty ID means no result, and by default the Zap stops there.
3

Get a File

Search

In Zapier“Retrieves the details of a file.”

Reads the details of one file stored in Heyy, using its File ID, so a later step can work with it.

When to use it
check a file uploaded earlier before you share its link with Get Public File URL.
Watch out
File ID is required, so keep it from the upload step.
4

Search Chats

Search

In Zapier“Searches for chats matching the given filters.”

Looks through your Heyy chats with the filters the step offers and returns the match, which gives the following actions a Chat ID to work on.

When to use it
an event in another tool should reopen or reassign a conversation you cannot identify by ID.
Watch out
set the multiple-results setting on purpose, or the first match wins.
5

Search Contacts

Search

In Zapier“Searches for contacts matching the given filters.”

Finds contacts in Heyy that match the filters you fill in, the way to reach a person when the trigger did not hand you an ID.

When to use it
a payment arrives in your billing tool and you need the matching Heyy contact before adding a label.
Watch out
no create box here; to create when missing, use Upsert a Contact.

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 skips the steps that relied on it. Switch it on and the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    This box turns a search into find-or-create. None of Heyy's searches offers it; for contacts, Upsert a Contact plays that role as an action.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one, which is the default, stop the Zap, or pass all of them on together.
When it breaks

When a Heyy Zap breaks

Zapier attaches no help article to Heyy and the source lists no Heyy-specific rate limit. What breaks comes from how Zaps work in general. Four cases are worth checking before you publish.

Read these before you publish. For a step-by-step method when something already went wrong, see Zapier troubleshooting.

  • The Zap restarts itself

    A Zap started by Message Sent that runs Send a Message on the same channel fires again with every message it sends, and burns through your tasks fast.

  • Old messages are never picked up

    A Zap only reacts to what happens after you publish it. Chats and contacts that existed before stay untouched; moving that backlog is a separate job.

  • A burst of messages is held back

    When a trigger suddenly returns a huge batch, after a bulk import or a migration, Zapier's flood protection can hold the runs back instead of firing them all.

  • A search finds nothing and the Zap stops

    With the default setting, an empty search halts the Zap and skips the steps after it. Decide whether that is what you want before going live.
Need help

Need help automating Heyy with Zapier?

A person reads every message.

FAQ

Heyy Zapier integration: frequent questions

01Is the Heyy Zapier integration free?
Yes, Heyy is not a premium app, so you can connect it on the free plan. That plan gives 100 tasks a month and unlimited Zaps, but each Zap stays at two steps: one trigger and one action. As soon as you add a filter, a search or a second action, the Zap becomes multi-step and needs a paid plan. Keep in mind that many chat actions need a Chat ID, and when the trigger does not carry it, a search step has to provide it, which also means a paid plan.
02How many tasks does a Heyy Zap use?
One task per action that succeeds, and nothing for the trigger. A Zap that assigns a chat and then labels the contact uses two tasks each time a message arrives. A failed action is not counted. Watching for new messages is free too, however busy your inbox gets. The count to watch is the number of messages that start the Zap multiplied by the number of actions in it, so a high-traffic channel deserves a filter early in the chain.
03Does Heyy trigger Zaps in real time?
Yes. All three Heyy triggers, Message Received, Message Sent and Message Updated, are instant: Heyy tells Zapier as soon as the event happens, and the Zap starts straight away. The plan grid that makes polling triggers wait 15 minutes on the free plan does not apply here. The editor shows a lightning bolt on these Zaps to confirm it. Speed is the same on every plan, from Free to Enterprise.
04What is needed to connect a Heyy account?
A Heyy account, plus access to anything you do not own but want the Zap to touch. In Zapier, open Apps, click + Add connection, pick Heyy, click Add connection, sign in to Heyy in the tab that opens, then grant access. The connection is reused by every Heyy step afterwards. Before building, create in Heyy the teams, users and automations your actions will need to select. Without them, the matching required fields have nothing to offer.
05Why does a Heyy Zap keep firing on its own?
Because it is probably writing where its own trigger is watching. The classic case is a Zap started by Message Sent that runs Send a Message on the same channel: each message it sends counts as a new sent message and starts the Zap again. The loop can eat through your task allowance fast. Use Message Received as the trigger instead, or have the Zap write somewhere its trigger is not watching.
06What if the Heyy event or action needed is not in the list?
Then Zapier cannot do it with the Heyy app as it stands. The visible list has three triggers, all about messages, nineteen actions and five searches, with no trigger for new contacts or chat status changes and no delete action. Options are to start the Zap from another tool that sees the event, to use Heyy's own automations through Start an Automation, or to look at another automation platform that may expose different operations for Heyy.
07Zapier, Make or n8n for Heyy?
It depends on what you need Heyy to do. On Zapier you get 3 instant triggers, all about messages, 19 actions and 5 searches, billed one task per successful action. Make has a Heyy page of its own: check whether it covers the events and actions you need before choosing. On Zapier, keep in mind that the free plan caps each Zap at one trigger and one action, and that a filter or a search needs a paid plan. The tool your team already runs also weighs in: a second automation tool means one more connection and one more set of settings to keep up.
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