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Meetime Zapier integrationAutomate Meetime with Zapier.

Meetime Zapier integration: 4 triggers, 1 action and 1 search. All four triggers are instant, so a won lead, a lost lead or a finished activity starts a Zap even on the free plan, and the one action puts a lead on a cadence.

See the 6 operations

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Overview

What the Meetime Zapier integration actually does

The Meetime Zapier integration links your Meetime account to the other tools you use. Zapier listens for four Meetime events (an activity finished or ignored, a lead won or lost) and hands what it receives to another app. In the other direction, a single action lets a different tool put a lead on a Meetime cadence.

A record of every won deal. With Lead Won as the starting point, each won lead can land as a row in your spreadsheet, so the result lives outside Meetime too.

A second look at leads that slipped. Lead Lost passes each lost lead to another tool: a task list, a shared sheet, a message to whoever reviews losses.

Leads that join a cadence by themselves. Start a New Prospection takes a lead coming from a form or another app, new or already known, and starts it on the cadence you choose.

What Zapier does not do for Meetime: there is no action to edit a lead, close a prospection or log an activity. Starting a prospection is the only write. The triggers report activities and lead outcomes only; nothing on Zapier watches new leads or cadence changes. And the one search, Translate Webhook, turns custom field codes in Meetime's raw data into readable text. It does not look leads up.

Weighing another tool? Open our Meetime Make integration page, or see our Make vs Zapier comparison.

Vocabulary

Zapier words, in plain English

Eight terms come back on every line of this page. Here is each one in a sentence.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time that trigger event occurs.
Trigger
The event that starts the Zap, such as a lead marked as won in Meetime. Once the Zap is on, Zapier waits for it.
Action
What the Zap does after it starts: the step that writes, sends or moves something for you in another app.
Task
The unit Zapier bills. One task is one action that completes successfully, and your plan's allowance counts those.
Polling vs instant
Polling: Zapier checks the app on a timer. Instant: the app calls Zapier itself when the event happens. Meetime's four are instant.
Filter
A step that lets the Zap continue only when the incoming data meets a condition you set, and stops it otherwise.
Search step
A step that looks up something that already exists in an app, so the steps after it can use what it found.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action, a filter or a search makes one, and it needs a paid plan.
Cost

What a Meetime Zap really costs

The Meetime trigger never costs a task. What gets billed is each action that works: one completed action, one task.

  • Free plan100 tasks a month, unlimited two-step Zaps
  • Premium appNo, Meetime works on the free plan
  • Meetime triggers4, all instant

An action that fails is not counted, and a Zap with three actions uses three tasks per run. The free plan gives 100 tasks a month and unlimited Zaps, but each Zap stops at two steps, one trigger and one action. A filter or a search makes it multi-step, which needs a paid plan. Meetime is not a premium app, so it works from the free plan. The interval grid below is for polling triggers; it does not apply to Meetime's four instant triggers.

Connect

Connect Meetime to Zapier in three steps

  1. 01

    Open Apps and add a connection

    In your Zapier account, open the Apps page and click + Add connection. You need a Meetime account first, plus access to anything in it that you do not own yourself and want the Zap to touch.

  2. 02

    Pick Meetime in the dialog

    Type Meetime in the search box of the dialog and select it from the results. Then click Add connection: a new browser tab opens on the Meetime sign-in page.

  3. 03

    Sign in and grant access

    Sign in to Meetime in that tab, then grant Zapier access to the account. The connection is saved once, and every Meetime step of every Zap reuses it from then on.

First Zap

Your first Meetime Zap: won leads into a spreadsheet

GoalEach lead marked as won in Meetime adds a row to your spreadsheet, but only when it passes the condition you set.

  1. 01

    Create the Zap and pick the trigger

    Create a new Zap, choose Meetime as the app that starts it and Lead Won as the event. Select your Meetime connection, or add it as shown above.

  2. 02

    Test the trigger

    Run the trigger test. Zapier brings back the three most recent items of the connected account, so you map fields on a real won lead rather than on a guess.

  3. 03

    Add the filter

    Click the plus icon, add Filter, then fill the three boxes: the field to look at, the rule and the value. Pick a rule that fits the field type. The Zap is now multi-step, so it needs a paid plan.

  4. 04

    Add the spreadsheet step

    Add your spreadsheet as the action and map the won lead's details into the columns. Which details the trigger returns is something to check at the test, not to assume.

  5. 05

    Test, then publish

    Run each step once and read what came back. When the row looks right, click Publish to switch the Zap on. Only leads won after that moment are picked up.

Triggers

Meetime triggers on Zapier

4 events start a Zap when something happens in Meetime, and 4 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Activity Finished

Instant trigger

In Zapier“Triggers when an activity is finished by the user.”

Starts a Zap each time a user marks an activity as finished in Meetime. The finished activity becomes the input of every step that follows.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
you want a trace of completed work outside Meetime, for instance one row per finished activity in a sheet the whole team can open.
Watch out
every finished activity starts the Zap, and each completed action costs a task, so put a filter in front if only some activities matter.
2

Activity Ignored

Instant trigger

In Zapier“Triggers when as activity is ignored.”

When an activity is skipped rather than done, Meetime reports it here: this trigger runs on every ignored activity, one Zap run each.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
someone on the team reviews skipped work; a Zap can post each ignored activity where that person decides what happens next.
Watch out
the official description is a single line, so check at the test which details about the activity and its lead actually come through before you map them.
3

Lead Lost

Instant trigger

In Zapier“Trigger when a lead is lost”

Fires on the losing side of the pipeline: a lead marked as lost in Meetime. Whatever you connect next receives that lost lead to work with.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
you keep lost leads in another tool so they can be reviewed later or routed to a different follow-up.
Watch out
the Zap only reacts to leads lost after it is published. Leads already lost stay where they are, and moving them is a separate job.
4

Lead Won

Instant trigger

In Zapier“Triggers when a lead is won”

This one watches the good outcome. Each lead marked as won in Meetime starts the Zap, which can then copy the result wherever it needs to be.

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 won deal has to reach another tool, a spreadsheet, a team message or a handover list, without anyone retyping it.
Watch out
Lead Won and Lead Lost are two separate triggers. A Zap has a single trigger, so covering both outcomes takes two Zaps.
Actions

The Meetime action on Zapier

Meetime gives you 1 action. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Start a New Prospection

Action

In Zapier“Starts a new prospection with an existing/new lead”

Puts a lead on a Meetime cadence, whether the lead already exists or is new. The cadence field is required, and a separate option starts the prospection immediately.

When to use it
a form or another app produces a lead that should enter prospection without anyone adding it by hand.
Watch out
if that lead already has an active prospection, the step errors, unless you switch on the option that ignores this error. Then the task reports success, yet no prospection is created.
Searches

The Meetime search step

1 search step looks for data that already exists in Meetime, so a later step can use it.

A search step looks something up instead of creating it. Meetime has one, and it works on data rather than on leads. Searches sit at the bottom of the Action event list, under SEARCH.

1

Translate Webhook

Search

In Zapier“Translate Meetime Webhook Object”

Takes the raw object Meetime sends for a finalized lead, caught earlier with Catch Raw Hook, and swaps its custom field codes for their text values. Its one required field holds that object.

When to use it
your Meetime data shows codes where custom field names should be, and the next step needs words a person can read.
Watch out
it only makes sense after a step that caught that raw object. On its own, it has nothing to translate.

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 relied on it are skipped. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking this box turns a search into a find-or-create. Meetime exposes no find-or-create variant on Zapier, so its search stays a plain lookup.
  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 hand all of them on at once.
When it breaks

When a Meetime Zap breaks

Zapier attaches no help article to Meetime and the source lists no limit specific to it. What breaks is mostly how Zapier works in general, plus one Meetime behavior written into its action.

Read these four cases before the first publish. If a Zap misbehaves later, see our Zapier troubleshooting guide.

  • The past is not picked up

    A Zap only reacts to what happens after you switch it on. Leads won or lost before that stay out of reach, and moving that backlog is a separate job.

  • A prospection is already active

    Start a New Prospection errors when the lead already has an active prospection, and the task runs again if Zapier's autoreplay is on. With the ignore option, it succeeds but creates nothing.

  • A Zap that sets itself off

    A Zap that writes into the place its own trigger watches can start itself again and again and burn through tasks. Keep that in mind whenever Meetime is both start and end.

  • A sudden flood

    When a trigger suddenly returns a huge batch, after a bulk import or a migration, Zapier's flood protection can hold that batch back.
Need help

Need help automating Meetime with Zapier?

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FAQ

Meetime and Zapier: common questions

01Is the Meetime Zapier integration free?
Yes, it runs on the free plan. Meetime is not a premium app, so no paid plan is needed to connect it. The free plan gives 100 tasks a month and unlimited Zaps, each limited to two steps: one trigger and one action. That is enough for Lead Won followed by a spreadsheet row. Add a filter, a second action or the Translate Webhook search and the Zap becomes multi-step, which needs a paid plan. No prices are given here, because plan grids change too often to be worth printing.
02How many tasks does a Meetime Zap use?
One per successful action, on each run. The trigger costs nothing, whichever of the four you pick, and Zapier does not bill for listening to Meetime. A Zap that starts a prospection and then adds a spreadsheet row spends two tasks per lead. An action that fails is not counted. Since Activity Finished runs once per finished activity, it is the trigger where a filter does the most to keep the count down: it stops the activities you do not care about before any action runs.
03Do Meetime triggers fire in real time?
Yes. All four Meetime triggers are instant: Meetime tells Zapier when an activity is finished or ignored, or when a lead is won or lost, and the Zap starts without waiting for a scheduled check. That holds on every plan, the free one included, which matters because polling triggers on the free plan are checked every 15 minutes. The type is set by the app itself and cannot be changed from the editor. A Zap built on an instant trigger shows a lightning bolt in the editor.
04What does connecting Meetime to Zapier require?
A Meetime account, plus read or write access to anything in it you do not own yourself and want the Zap to touch. On Zapier, open the Apps page, click + Add connection, search for Meetime, click Add connection, sign in to Meetime in the new tab and grant access. The connection is then reused by every Meetime step. If you plan to use Start a New Prospection, know which cadence the leads should join, because the cadence field of that action is required.
05Why does Start a New Prospection fail on some leads?
The one cause the action documents: the lead already has an active prospection in Meetime. In that case the action returns an error, and if Zapier's autoreplay is switched on, the task runs again. The action offers an option to ignore that error: with it on, the task reports success, but Meetime does not create a second prospection. So a green run does not prove a new prospection exists. When in doubt, check the lead in Meetime after the test.
06What if the Meetime operation you need is not on Zapier?
Then this integration cannot do it directly. Zapier offers six Meetime operations: four triggers, one action and one search. Nothing edits a lead, ends a prospection or logs an activity. Two ways forward: rebuild the flow around what exists, for example starting a prospection rather than updating a lead, or let the other app in the Zap do the work, if it has the operation. Starting from an instant trigger keeps either option responsive, even on the free plan.
07Zapier, Make or n8n for Meetime?
Decide by criterion, not by brand. Coverage first: on Zapier, Meetime means four instant triggers, one action and one search; Make and n8n each publish their own list, and that list decides for them. Cost model second: Zapier bills each successful action as a task, and the trigger is free. Plan limits third: the free plan stops at two-step Zaps, so a filter or a second action means paying. Compare those three points against the flow you actually want to run.
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