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Mailsoftly Zapier integrationAutomate Mailsoftly with Zapier.

Mailsoftly Zapier integration: 6 triggers, 9 actions and 3 searches to keep your Mailsoftly contacts, lists and tags in step with the rest of your tools. React to a form reply or an unsubscribe, then tag, list or enrol people without manual exports.

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Overview

What the Mailsoftly Zapier integration does for you

Mailsoftly is an email marketing platform built for growing companies, nonprofits, schools and public teams. Linked to Zapier, its contacts, lists, tags, forms and campaigns become events that can start an automation, and Zapier can write back into Mailsoftly: add a contact, tag it, list it, or start one of your automations for it.

Form replies that sort themselves. New Form Response hands each submission to the Zap, and Add Tag to Contact labels the person by what they answered, so your next campaign can target them without a manual pass.

Contacts that follow you everywhere. Create or Update Contact keeps Mailsoftly in line with another tool, updating the record that already has the same email address instead of making a duplicate.

Unsubscribes that travel. New Unsubscribe tells your other tools at Zapier's next check, and Add to Suppression List or Unsubscribe Contact do the reverse when someone opts out elsewhere.

What it will not do: none of the six triggers is instant, so each one waits for Zapier's next check. Nothing here sends a campaign, deletes a contact or edits a form; Start Automation for Contact only enrols someone who already exists in an active automation. If you are still comparing tools, read n8n vs Zapier or Make vs Zapier before building.

Vocabulary

Zapier vocabulary in plain words

Eight terms carry the whole page. One line each, then they are used as is.

Zap
The automation you build on Zapier: one starting event, then one or more steps that run each time that event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is switched on, Zapier waits for it.
Action
What the Zap does after it starts: the step that creates, sends or moves something for you.
Task
The unit Zapier bills: one action your Zap completes successfully. Your plan counts these and nothing else.
Polling or instant
A polling trigger is checked by Zapier on a timer; an instant one is reported by the app the moment it happens. Mailsoftly's are all polling.
Filter
A step that lets the Zap continue only when the incoming item meets the condition you set, and stops it otherwise.
Search step
A step that looks up something already in an app, so the following steps can use what it found.
Connection
Your Mailsoftly account linked to Zapier once, then offered in every step that uses Mailsoftly.
Cost

What a Mailsoftly Zap really costs

Zapier checking Mailsoftly for new contacts or replies never costs anything. You pay in tasks, one per action that succeeds.

  • Trigger checksFree, never a task
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps
  • Premium appNo, available on the free plan

A Zap that tags a contact and then enrols it in an automation uses two tasks per run, and a failed action is not counted. Mailsoftly is not a premium app, so the free plan works, as long as the Zap stays at one trigger and one action. Add a filter, a search step such as Find Contact, or a second action, and the Zap becomes multi-step: that needs a paid plan. All six triggers are polling, so the interval grid applies to every one.

Connect

Connect Mailsoftly to Zapier in three steps

  1. 01

    Start from the Apps page

    In your Zapier account, open Apps and click + Add connection. Type Mailsoftly in the search box of the dialog that opens and pick it from the list of results.

  2. 02

    Sign in to Mailsoftly

    Click Add connection. Mailsoftly opens in a new tab: sign in with the account that holds the contacts, lists and forms your Zaps will use. That account has to exist before this step.

  3. 03

    Grant access

    Allow Zapier into the account. The connection is then offered in every Mailsoftly step. If the Zap touches lists or forms you do not own, make sure your account has read or write rights on them.

First Zap

Your first Zap: tag form replies that meet a condition

GoalWhen someone submits one of your Mailsoftly forms and their answer matches your condition, the contact gets a tag you can target later.

  1. 01

    Create the Zap and pick the form

    In the editor, choose Mailsoftly and New Form Response as the starting event, select your connection, then pick the form. The form field is mandatory.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent responses to that form; choose one, it becomes the real sample every later field is mapped from.

  3. 03

    Add the filter

    Click the plus icon, add Filter, then set its three boxes: the answer to look at, the rule, the value. Use a text rule on a text answer, or nothing ever passes.

  4. 04

    Add the tag step

    Add the action, map the email from the sample response, then choose a tag or type a new tag name. Both fields are mandatory, and a missing tag is created on the way.

  5. 05

    Test, then publish

    Run each step once and check what came back, then click Publish. With the filter, this is a multi-step Zap, so it needs a paid plan to stay switched on.

Triggers

Mailsoftly triggers: what can start a Zap

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

1

Campaign Sent

Polling trigger

In Zapier“Triggers when an email campaign has been sent.”

Once one of your email campaigns has gone out, this trigger passes it to the Zap, so the rest of your tools learn that the send happened without anyone reporting 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
your team logs every campaign in a shared sheet or channel and wants that line written for them.
Watch out
campaigns sent before the Zap was published are never picked up, so the log starts on the day you switch it on.
2

New Contact

Polling trigger

In Zapier“Triggers when a contact is added to your account.”

Starts the Zap for every person added to your Mailsoftly account, whichever way they came in, and hands their details to the next steps.

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 subscribers should also appear in another tool, or be placed in a list on Zapier's next check.
Watch out
a bulk import can return a huge batch at once, and Zapier's flood protection may hold those runs back.
3

New Contact in List

Polling trigger

In Zapier“Triggers when a contact is added to a list.”

Narrower than New Contact: it watches one list you choose and starts the Zap only when someone joins that list.

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
one list has a meaning of its own, and joining it should set off its own follow-up.
Watch out
the list is mandatory; a Zap that also runs Add Contact to List on that same list feeds itself.
4

New Form Response

Polling trigger

In Zapier“Triggers when someone submits one of your Mailsoftly forms.”

Every time someone submits one of your Mailsoftly forms, the answers reach the Zap and can be used by every step after 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
what people answer should decide a tag, a list, or a message to the colleague in charge.
Watch out
you pick one form per trigger, and that field is mandatory; several forms mean several Zaps.
5

New Unsubscribe

Polling trigger

In Zapier“Triggers when a contact unsubscribes from your emails.”

Fires when a contact opts out of your emails, so the decision can be copied to the other places that hold that address.

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
another tool also writes to these people and has to stop when they leave your Mailsoftly mailings.
Watch out
people who left before the Zap was published are not sent through it; deal with that backlog separately.
6

Updated Contact

Polling trigger

In Zapier“Triggers when a contact is created or changed.”

Broader than it sounds: this one reacts both when a contact is created and when an existing one changes.

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 change in Mailsoftly, like a new tag or a corrected name, has to be copied into another tool.
Watch out
any action of the same Zap that edits the contact, like a tag, counts as a change and can start it again.
Actions

Mailsoftly actions: what a Zap can do there

Mailsoftly 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 Contact to List

Action

In Zapier“Adds a contact to a list by email address, creating the contact if needed.”

Places a person in the list you choose, identified by email address, and creates the contact on the way if Mailsoftly does not know it yet.

When to use it
a sign-up somewhere else should land the person straight in the matching list.
Watch out
list and email are both mandatory.
2

Add Tag to Contact

Action

In Zapier“Tags a contact by email address, creating the contact and the tag if needed.”

Labels a contact found by email address. If the contact or the tag does not exist, both are created along the way.

When to use it
an answer, a purchase or a status elsewhere should become a tag you can target in Mailsoftly.
Watch out
email and tags are mandatory; you can pick existing tags or type new names.
3

Add to Suppression List

Action

In Zapier“Adds an email address to your suppression list so it never receives email from your account.”

Puts an email address on your suppression list, so your account never sends it anything again.

When to use it
an address must be blocked even if it is not a contact yet, because another tool flagged it.
Watch out
the email is mandatory, and the block covers every email from your account.
4

Create List

Action

In Zapier“Creates a new contact list.”

Opens a fresh contact list under the name you give it, ready for the steps that follow to fill.

When to use it
each new item of a given kind in another tool deserves its own Mailsoftly list.
Watch out
the name is mandatory. To avoid a second list with the same name, Find List with its create option is the safer choice.
5

Create or Update Contact

Action

In Zapier“Adds a contact, or updates the contact that already has this email address.”

Writes a person into Mailsoftly from an email address: it adds them, or updates the contact that already has that address.

When to use it
another tool is your source of truth and Mailsoftly should mirror it without duplicates.
Watch out
the email is mandatory, and it is the only key used to decide between create and update.
6

Create Tag

Action

In Zapier“Creates a contact tag (or returns the tag if it already exists).”

Makes a contact tag with the name you set, or simply returns it when a tag of that name already exists.

When to use it
you want the tag ready before other steps or Zaps apply it.
Watch out
the name is mandatory, and spelling counts: a variant creates a second tag.
7

Remove Tag From Contact

Action

In Zapier“Removes tags from a contact found by email address.”

The reverse move: it takes one or more tags off a contact located by email address.

When to use it
a status ends in another tool and the matching tag should disappear from the contact.
Watch out
email and tags are mandatory, and the contact has to be found by that email for anything to change.
8

Start Automation for Contact

Action

In Zapier“Enrols an existing contact in an active automation.”

Enrols an existing contact in one of your active Mailsoftly automations, which then runs its own sequence.

When to use it
an event in another tool should start a welcome or follow-up sequence you already built.
Watch out
automation and contact email are mandatory, and the contact must already exist in Mailsoftly; put Find Contact before it when in doubt.
9

Unsubscribe Contact

Action

In Zapier“Unsubscribes an email address from all your emails (global unsubscribe).”

Unsubscribes an email address from all of your Mailsoftly emails at once, not from a single list.

When to use it
someone opts out in another tool and you want that choice respected in Mailsoftly too.
Watch out
this is a global unsubscribe; the email is mandatory and the person leaves every mailing.
Searches

Mailsoftly searches: find before you write

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

A search step finds a contact, a list or a tag that already exists and passes it to the next steps. In the action-event list, the three searches sit at the bottom, under SEARCH. Each one also has a find-or-create version: the same search with one box ticked, not a separate operation.

1

Find Contact

SearchFind or create

In Zapier“Finds a contact by email address.”

Looks up a contact by email address, so a later step works on the right person.

When to use it
just before Start Automation for Contact, which refuses anyone who does not exist yet.
Watch out
the email is mandatory. The Find or Create Contact entry in the editor is this same search with creation ticked, which makes the missing contact on the spot.
2

Find List

SearchFind or create

In Zapier“Finds a contact list by name.”

Finds one of your contact lists by its name and hands it to the following steps.

When to use it
the list name comes from another tool, so you cannot pick it once and for all in the editor.
Watch out
the name is mandatory. Find or Create List is the same search with the create box ticked, and it opens the list when nothing matches.
3

Find Tag

SearchFind or create

In Zapier“Finds a contact tag by name.”

Locates a contact tag by name, ready for an action that applies or removes it.

When to use it
tag names arrive from a form or a sheet and have to match tags that already exist.
Watch out
the name is mandatory. Find or Create Tag, shown as its own line in the editor, is this search with creation ticked.

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 that needed it are skipped. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking this box turns the search into a find-or-create: the setting above disappears and the step asks for what it needs to create the missing item.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first, which is the default, stop the Zap, or pass all of them on at once.
When it breaks

When a Mailsoftly Zap breaks

Zapier ties no help article to Mailsoftly, so the cases below are the limits every Zap shares, seen from this app.

Most of them start on the trigger side: what it sees, what it ignores, and what happens when the Zap writes into what it watches. For a Zap that misbehaves in other ways, see Zapier troubleshooting.

  • Old contacts are never picked up

    A Zap reacts only to what happens after you switch it on. Contacts, replies and unsubscribes that already existed stay out of it; moving them is a separate job.

  • Updated Contact restarting itself

    A Zap built on Updated Contact that tags or edits that same contact sets itself off again on each run, and the task count drops fast.

  • A bulk import held back

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

  • No double run for the same contact

    Zapier remembers what it has already seen on a polling trigger, so a contact already processed by New Contact does not start the Zap a second time.
Need help

Need help automating Mailsoftly with Zapier?

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FAQ

Mailsoftly and Zapier: frequent questions

01Is the Mailsoftly Zapier integration free?
Yes, it runs on Zapier's free plan. Mailsoftly is not a premium app, so it is not reserved for paid plans. The free plan gives you 100 tasks a month and unlimited Zaps, with one limit people rarely mention: every Zap stays at two steps, one trigger and one action. Putting each new contact in a list fits. Adding a filter, a search such as Find Contact, or a second action makes the Zap multi-step, and that requires a paid plan.
02How many tasks does a Mailsoftly Zap use?
One per action that succeeds, nothing for the rest. Zapier checking Mailsoftly for new contacts, replies or unsubscribes never costs a task. A Zap that runs Add Tag to Contact and then Start Automation for Contact uses two tasks each time it completes; a three-action Zap uses three. An action that fails is not counted against your plan. A few apps bill more than one task per action, but nothing on the app page says Mailsoftly is one of them.
03Does Mailsoftly on Zapier work in real time?
No. All six Mailsoftly triggers are polling triggers. Zapier asks Mailsoftly for new items at an interval set by your plan: every 15 minutes on Free, every 2 minutes on Professional, every minute on Team and Enterprise. Paid plans let you change that frequency and run a check by hand from the editor. Whether a trigger is instant is decided by the app itself, so this cannot be switched from Zapier.
04What does it take to connect Mailsoftly to Zapier?
A Mailsoftly account that already exists, and a Zapier account. Open the Apps page, click + Add connection, search for Mailsoftly, confirm, sign in to Mailsoftly in the tab that opens and grant Zapier access. If your Zaps will touch lists or forms someone else manages, your account needs read or write rights on them. Every Mailsoftly step you add afterwards reuses that same connection, in this Zap and in the ones you build next.
05Why does Start Automation for Contact fail on new people?
Because it only enrols contacts that already exist in Mailsoftly. The step needs two mandatory fields, an active automation and the contact's email, and an address Mailsoftly has never seen is refused. The fix is to add Find Contact just before it with its create option ticked, or to run Create or Update Contact first. Either way the Zap becomes multi-step, so it needs a paid plan. A failed action is not counted, so the attempt costs no task.
06What if the Mailsoftly operation you need is missing?
Then this integration cannot do it, which is worth knowing up front. Zapier offers six triggers, nine actions and three searches for Mailsoftly, 18 operations in all. Sending a campaign, deleting a contact or editing a form are not among them. Check whether your job can be split into the operations listed on this page, for example a search followed by an action, and if not, compare what other automation tools offer for Mailsoftly.
07Zapier, Make or n8n for Mailsoftly?
Decide on criteria rather than on a winner. Coverage first: Zapier gives you 18 Mailsoftly operations, so check the other tool covers the ones your scenario needs. Then the shape: on Zapier, a search or a filter makes the Zap multi-step, and multi-step means a paid plan. Then volume: each successful action is a task, so count the runs you expect each month. Weigh those three points against your own case.
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