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Letterby Zapier integrationAutomate Letterby with Zapier.

The Letterby Zapier integration gives you 4 triggers, 9 actions and 0 searches to wire your waitlist into the rest of your tools. It runs on the free plan, every trigger checks on a timer, and this page tells you what each step costs before you build.

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Overview

What the Letterby Zapier integration actually does for your waitlist

Letterby runs a waitlist with a game layer: people sign up, earn points and climb. The Zapier integration lets other apps feed that waitlist and lets the waitlist feed other apps, without you copying anything by hand. Every change in Letterby is picked up on a timer, at your plan's interval.

Points for real actions. Somebody fills out a form or joins an event in another tool, and Create Reward credits them on your waitlist. The action carries a name ("Filled out form") and a number of points, so the ranking moves on its own.

A waitlist that fills itself. Create Contact adds a person to a list and starts that list's journey, so a signup collected elsewhere enters Letterby the same way as one made on your page.

Signups that reach your other tools. New Contact watches a list and hands each new person to the next step: a row in a spreadsheet, a message to your team, a tag in your mailing tool.

Now the part the app page does not spell out. There is no search step here, so a Zap cannot look a contact up by email before updating it: you need the Contact ID from an earlier step. None of the four triggers is instant, so nothing lands faster than your plan's interval. And there is no action to create, rename or delete a list itself; lists stay a Letterby job. If you are weighing Zapier against other platforms for this setup, see our n8n vs Zapier comparison.

Vocabulary

Zapier vocabulary in one minute

Eight words come back on every line of this page. Here they are in plain English.

Zap
The automation you build: one trigger, then one or more actions that run each time the trigger event shows up.
Trigger
The event that starts the Zap, like a new contact on a Letterby list. Once the Zap is on, Zapier waits for it.
Action
What the Zap does once it has started: the step that writes, sends or changes something for you in an app.
Task
The unit Zapier bills. One action that completes successfully is one task, and your plan counts those.
Polling trigger
A trigger Zapier checks on a timer. It asks Letterby for recent items and keeps only the ones it has not seen yet.
Instant trigger
A trigger the app reports itself, the moment the event happens. Letterby offers none of these on Zapier.
Filter
A step that lets the Zap continue only when the incoming data meets your condition, and stops it otherwise.
Connection
Your Letterby account linked to Zapier once, then reused by every step of every Zap that touches Letterby.
Cost

What a Letterby Zap really costs

Letterby is not a premium app, so it works from the free plan. The bill is counted in tasks, and only finished actions count.

  • Premium appNo, works on the free plan
  • Free plan100 tasks a month, two-step Zaps only
  • Trigger checksFree of charge
  • Failed actionNot counted

Watching a list for new contacts costs nothing, however often Zapier checks. Each action that goes through is one task; one that fails is not counted. The free plan gives you 100 tasks a month and unlimited Zaps, but only two-step Zaps: one trigger, one action. Add a filter or a second action and the Zap becomes multi-step, which needs a paid plan.

A Zap that runs New Contact into Create Reward therefore costs one task per signup, and nothing on the days nobody joins.

Connect

Connect Letterby to Zapier in three steps

  1. 01

    Open your Apps page

    In your Zapier account, go to Apps and click + Add connection. You need a Letterby account first, with access to the lists you want the Zap to read or change.

  2. 02

    Find Letterby

    Type Letterby in the search box of the dialog, pick it from the results, then click Add connection. A new browser tab opens on Letterby's side to ask for your login.

  3. 03

    Sign in and allow access

    Log in to Letterby in that tab and grant Zapier access to the account. The connection now shows on your Apps page, and every Letterby step can reuse it.

First Zap

Your first Zap: welcome points for every new signup

GoalEvery person who joins your Letterby list gets starting points, and your team hears about it.

  1. 01

    Create the Zap

    Create a new Zap, pick Letterby as the starting app and New Contact as the event. Paste the List ID of the waitlist you want to watch.

  2. 02

    Test the trigger

    Run the test: Zapier brings back the three most recent contacts of the connected account. Pick one with a real email, so the mapping uses real data.

  3. 03

    Add Create Reward

    Add Letterby again as the action and choose Create Reward. Map the Contact ID and the email from the trigger, name the action "Joined" and set the points.

  4. 04

    Add the team message

    The third card posts a note to your team chat. It makes the Zap multi-step, so it needs a paid plan; drop it and the Zap stays on the free one.

  5. 05

    Test and publish

    Test each step, check the points in Letterby, then click Publish. The Zap only reacts to signups that arrive after that moment, never to older ones.

Triggers

The 4 Letterby triggers

4 events start a Zap when something happens in Letterby. Zapier checks for them at the interval your plan allows.

1

New Audience

Polling trigger

In Zapier“Triggers when a new audience is created.”

Starts your Zap each time an audience appears inside one of your Letterby lists. You get the new segment's details to pass on, so the rest of your stack learns about it without anyone announcing it.

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
you want your team told, or a sheet updated, whenever somebody carves out a new audience for a launch.
Watch out
the trigger is tied to one list through its List ID, so audiences created in your other lists go unseen.
2

New List

Polling trigger

In Zapier“Triggers when a new list is created.”

Kicks off when a whole new list is created in your Letterby account. It needs no list picked in advance, which makes it the widest of the four triggers.

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
each new waitlist should get its own tracking row, or its own heads-up to the people running launches.
Watch out
there is no matching action to create or delete a list from Zapier, so this trigger only reports; any follow-up on the list itself happens in Letterby.
3

New Reward

Polling trigger

In Zapier“Triggers when a new reward is created.”

Fires when a reward is recorded, meaning a person has just been credited points for an action. The Zap receives what was earned and by whom, ready to reuse in a thank-you or a log.

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
you keep a running record of who earned what, outside Letterby, to spot your most active people.
Watch out
the trigger asks for a Contact ID, so as set up it follows one person's rewards, not the whole waitlist.
4

New Contact

Polling trigger

In Zapier“Triggers when a new contact is created.”

Runs each time someone joins one of your lists. This is the one most Letterby Zaps start from: every signup becomes a record you can copy, announce or tag somewhere else.

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
new signups should land in your spreadsheet or mailing tool without anyone exporting a file.
Watch out
you pick the list by its List ID, and one Zap watches one list; a second waitlist needs its own Zap.
Actions

The 9 Letterby actions

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

1

Create Audience

Action

In Zapier“Creates a new audience”

Opens a new audience inside an existing list, with the name you give it. Handy for spinning up segments from the outside instead of clicking through Letterby.

When to use it
a campaign you are preparing in another tool should get its matching audience in Letterby.
Watch out
it needs both a name and the List ID of the parent list.
2

Create Reward

Action

In Zapier“Rewards a user with a certain number of points for a given action.”

Credits a person with points for something they did, which is the engine of the game layer. You name the action, such as "Joined event", and set how many points it is worth.

When to use it
you want to reward behavior that happens outside Letterby.
Watch out
four fields are required: Contact ID, email, action name and points.
3

Create Contact

Action

In Zapier“Creates a new contact with the provided data and triggers your list’s journey.”

Adds a person to a Letterby list from any other app, and starts the journey you set up for that list, exactly as if they had signed up on your page.

When to use it
signups collected at an event or through another form should join the same waitlist.
Watch out
the email and the List ID are both required; the List ID sits under the Integration tab.
4

Delete Reward

Action

In Zapier“Deletes an reward by ID”

Cancels a reward, taking those points back off the ranking. You point at it with its Reward ID.

When to use it
an action turns out to be fake or duplicated and the points should not count.
Watch out
the Reward ID has to come from an earlier step, since no search can find a reward for you.
5

Delete Audience

Action

In Zapier“Deletes an audience by ID”

Drops an audience by its Audience ID once the segment has served its purpose, keeping your lists tidy without a manual pass.

When to use it
a campaign ends and its audience should disappear with it.
Watch out
make sure the ID comes from the right step; a wrong mapping deletes the wrong segment.
6

Delete Contact

Action

In Zapier“Deletes a contact by ID”

Removes a person from Letterby for good, by their Contact ID. Useful to honor a removal request made in another tool.

When to use it
a deletion request arrives through your support inbox or form.
Watch out
a deletion is not undone by Zapier; test it on a throwaway contact first.
7

Update Reward

Action

In Zapier“Updates reward by ID”

Corrects a reward after the fact: a new action name and new points to add, applied to the reward you point at.

When to use it
a bonus was set too low and the people who earned it deserve the difference.
Watch out
the Reward ID, the action name and the increase are all required, and the Reward ID must reach the step from an earlier one.
8

Update Audience

Action

In Zapier“Updates an audience by ID”

Edits an audience you already have, identified by its Audience ID, so a segment stays in line with the plan it was made for.

When to use it
a campaign gets renamed elsewhere and its Letterby audience should follow.
Watch out
without the Audience ID, carried from an earlier step, the action has nothing to point at.
9

Update Contact

Action

In Zapier“Updates a contact by ID”

Changes an existing contact, for example their unsubscribed, verified or GDPR status, so the waitlist mirrors what another tool knows.

When to use it
someone opts out in your mailing tool and Letterby should know it too.
Watch out
the contact is targeted by its ID only, and there is no search step to find that ID from an email.
When it breaks

When a Letterby Zap breaks

Zapier links no help article to Letterby, so what follows comes from the general rules every Zap obeys.

Most surprises come from timing and from Zaps that feed themselves. When a run fails and the cause is not obvious, start from our Zapier troubleshooting guide.

  • Old signups are not picked up

    A Zap only reacts to what happens after you publish it. Contacts already on the list stay where they are; moving them is a separate job.

  • A Zap that feeds itself

    New Contact watching a list, plus Create Contact writing into that same list, starts the Zap again and again and burns through your tasks fast.

  • A bulk import goes quiet

    When a trigger suddenly returns a huge batch, after an import or a migration, Zapier's flood protection can hold it back.

  • No duplicates on the trigger side

    Zapier remembers what it has already seen on a polling trigger, so the same contact never starts the Zap twice.
Need help

Need help automating Letterby with Zapier?

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FAQ

Letterby Zapier integration: your questions

01Is the Letterby Zapier integration free?
Yes, Letterby is not a premium app, so it runs on the free Zapier plan. That plan gives you 100 tasks a month and as many Zaps as you like, with one hard limit: each Zap is two steps, one trigger and one action. A Zap with a filter, a second action or a search becomes multi-step and needs a paid plan. For a reward-on-signup Zap, the free plan is enough to start; you pay only when the Zap grows a third step.
02How many tasks does a Letterby Zap use?
One task per action that succeeds, and nothing else. The trigger never costs a task, and the regular checks Zapier makes on your Letterby list are free however often they run. A Zap with Create Reward alone uses one task per run; add an Update Contact behind it and every run costs two. An action that fails is not counted against your plan, so a broken step does not drain your allowance.
03Does Letterby send events to Zapier in real time?
No. All four Letterby triggers are polling triggers: Zapier goes and checks your account on a timer rather than being told the moment something happens. On the free plan the check runs every 15 minutes; Professional brings it to 2 minutes, Team and Enterprise to 1 minute. The type is set by the app and cannot be switched in the editor. On a paid plan you can also run a check by hand from the editor when testing.
04What does it take to connect a Letterby account?
A Letterby account, plus access to the lists you want the Zap to read or change. In Zapier you open the Apps page, click + Add connection, pick Letterby, sign in in the tab that opens and grant access. Then keep your List ID at hand: it is required by Create Contact, Create Audience, New Contact and New Audience, and Letterby shows it under the Integration tab of each list. Without it, those steps cannot be set.
05Can a Zap update a Letterby contact from just an email address?
Not directly. Update Contact, Delete Contact and Create Reward all point at a person through their Contact ID, and the integration has no search step to turn an email into that ID. The ID therefore has to come from an earlier step, typically the New Contact trigger, which carries it. Zaps that start in another tool with only an email will need that ID stored somewhere they can reach. Otherwise the step fails.
06What if the Letterby action you need is not in Zapier?
Then the integration simply does not cover it today: the 4 triggers and 9 actions on this page are the full list Zapier shows in the editor. Lists themselves, for example, cannot be created or deleted from a Zap. The usual way around is to keep that part in Letterby by hand, or to check whether another automation platform reaches more of the app before building around a missing step.
07Zapier, Make or n8n for Letterby?
It depends on your criteria rather than on a winner. Zapier gives you a ready Letterby integration that runs on the free plan, with the limits above: polling only, no search step, two-step Zaps unless you pay. Make and n8n differ on how they bill runs, how many steps you get for free and how much setup they ask of you. Compare those three criteria against the Zaps you plan to build, not against a ranking.
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