Menaia Zapier integrationAutomate Menaia with Zapier.
Menaia Zapier integration, the guide to read before you build. Zapier offers 4 triggers, 3 actions and 2 searches for Menaia: react to new leads, clients and team replies, create records, and push messages from lead platforms into the inbox.
Beta app Zapier still marks this integration as beta.
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What the Menaia Zapier integration does for you
The Menaia Zapier integration connects Menaia, a CRM for home service businesses that keeps leads, clients, scheduling and follow-ups together, to the rest of your tools. It works both ways: Menaia events can start a Zap, and other apps can create leads, clients and inbox messages in Menaia.
Three typical results. Replies that go back where the customer wrote: New Outbound Message fires when a teammate answers an inbox thread that came from an outside platform such as Yelp or Angi, so a Zap can relay that reply back. One inbox for every platform: Create Inbox Message pushes a message received elsewhere into the Menaia inbox, and messages that share an External Thread ID end up in the same thread. Leads that never sit unseen: New Lead and Updated Lead start a Zap when a lead appears or changes, and the Zap tells whoever has to act.
All four Menaia triggers are instant, so the polling interval of your plan does not slow any of them, even on the free plan. What Zapier does not do here: there is no find-or-create variant, nothing created before the Zap is switched on gets replayed, and the Source Platform field only takes the values listed by Menaia. If you would rather have the setup done for you, see our Zapier agency page.
Zapier vocabulary in one minute
Eight words come back all over this page. Here they are in plain English.
- Zap
- The automation you build on Zapier: one trigger, then one or more actions that run every time the trigger event happens.
- Trigger
- The event that starts the Zap, like a new lead in Menaia. Once the Zap is on, Zapier waits for that event.
- Action
- What the Zap does once it has started: the step that writes, sends or moves something for you, such as creating a client.
- Task
- The unit Zapier bills: one action your Zap completes successfully. The count on your plan is a count of those.
- Instant trigger
- A trigger the app reports itself: Menaia calls Zapier when the event happens, so nothing waits for a scheduled check.
- Polling trigger
- The other kind: Zapier checks an app on a timer set by your plan. None of the Menaia triggers work this way.
- Filter
- A step that lets the Zap go on only when what arrived meets the condition you set, and stops it otherwise.
- Search step
- A step that looks up a record that already exists, a client or a lead here, so later steps can use what it found.
What a Menaia Zap really costs
The short rule: Menaia events are free to watch, each action that succeeds is billed.
- Free plan100 tasks a month, unlimited Zaps, two steps each
- Premium appNo, Menaia runs on the free plan (beta)
- Trigger costNone, only completed actions count
A trigger never costs a task, so a new lead or a new client starting your Zap is free. Every action that goes through costs one, whether it creates a lead in Menaia or posts a message in another app, and a failed action is not counted. Menaia is not a premium app, so the free plan runs it, but only as two-step Zaps. A filter, a second action or a search such as Find Client makes the Zap multi-step, which needs a paid plan. The interval grid below is Zapier's grid for polling triggers; it does not apply to Menaia's triggers, which are all instant.
Connect Menaia to Zapier in three steps
- 01
Start from the Apps page
In your Zapier account, open the Apps page and click + Add connection. In the dialog, search for Menaia and pick it. Every Menaia trigger, action and search will reuse this connection afterwards.
- 02
Sign in to Menaia
Click Add connection. Menaia opens in a new tab: sign in with the account that holds the leads, clients and inbox your Zaps will read or write. No account, nothing to link.
- 03
Grant access
Grant Zapier access to the account. The prerequisite as Zapier puts it: an account on the app, plus read or write access on anything you do not own yourself and want the Zap to touch.
Your first Zap: relay team replies to the lead platform
GoalWhen a teammate answers a thread that came from an outside platform, send that reply back to the platform where the customer wrote.
- 01
Create the Zap and pick the trigger
Create a new Zap, choose Menaia and New Outbound Message, then select your connection. The lightning bolt in the editor marks an instant trigger.
- 02
Test with a real reply
Run the test. Zapier brings back the three most recent items of the account. Pick a reply from a thread that came from an outside platform.
- 03
Add a filter per platform
Click the plus icon and add Filter: the field to look at, the rule, the value. One Zap per platform keeps things clear. The filter makes the Zap multi-step, so it needs a paid plan.
- 04
Add the platform action
Pick the platform's app and an action that sends a reply, if Zapier offers one for it, then map the text of the reply and the thread reference from the trigger (check at the test what comes through). Test the step.
- 05
Publish
Click Publish. From then on each reply your team writes starts the Zap straight away; replies written before this point are not sent.
Menaia triggers
4 events start a Zap when something happens in Menaia, and 4 of them are instant: the app calls Zapier straight away, whatever your plan.
New Client
Instant triggerIn Zapier“Triggers when a new client is created.”
Starts a Zap whenever a client record is created in Menaia. That is the moment a contact becomes a customer, and the right moment to let your other tools know.
New Lead
Instant triggerIn Zapier“Triggers when a new lead is created.”
Fires on every lead created in Menaia, the first trace of a potential job. Pair it with a message to the person who calls back, and the lead gets a human answer while it is still warm.
New Outbound Message
Instant triggerIn Zapier“Triggers when a teammate replies in an inbox thread that came from an external platform (Yelp, Angi, etc.), so the reply can be relayed back.”
Reacts when a teammate replies in an inbox thread that came from an outside platform, Yelp or Angi for instance. Its whole point is to let a Zap carry that reply back to the platform the customer used.
Updated Lead
Instant triggerIn Zapier“Triggers when a lead is updated.”
Goes off each time an existing lead is changed in Menaia, which makes it the one to watch when progress on a lead matters more than its arrival.
Menaia actions
Menaia gives you 3 actions. For each one: what it does for you, when to reach for it, and what to watch out for.
Create Client
ActionIn Zapier“Creates a client, or returns the existing client matching the contact email or phone.”
Adds a client to Menaia, or hands back the client already on file when the contact email or phone matches one, so you do not end up with two records.
Create Inbox Message
ActionIn Zapier“Pushes an inbound message from an external platform (Yelp, Angi, etc.) into the inbox, creating the thread if needed.”
Pushes a message received on an outside platform into the Menaia inbox, and opens the thread if it does not exist yet. Messages with the same External Thread ID land together.
Create Lead
ActionIn Zapier“Creates a new lead.”
Opens a new lead in Menaia from data an earlier step brought in, such as a web form or an ad response.
Menaia searches
2 search steps look for data that already exists in Menaia, so a later step can use it.
A search step reads without writing. Menaia offers two, one for clients and one for leads. In the editor they sit at the bottom of the Action event list, under the SEARCH heading.
Find Client
SearchIn Zapier“Finds a client by contact email or phone.”
Looks up a client in Menaia from a contact email or a phone number, and passes the record on to the next steps.
Find Lead
SearchIn Zapier“Finds a lead by contact name, email, or phone.”
Finds a lead from a contact name, an email or a phone, whichever your earlier step carries.
The three settings every search exposes
- Successful if no search results are found?Left on its default, a search that finds nothing stops the Zap there and the steps that depend on it are skipped. Switch it on and the Zap carries on empty-handed.
- Create X if it doesn't exist yet?Ticking this box turns a search into a find-or-create. Menaia offers no find-or-create variant for either search, so this box plays no part here.
- 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 a Menaia Zap breaks
Zapier attaches no help article to Menaia and lists no limit of its own for it. Beyond the general cases, the field rules of the actions are what to watch.
Four cases are worth checking before you publish. If a Zap still misbehaves, see our Zapier troubleshooting guide.
Old leads and clients are not replayed
A Zap only reacts to what happens after it is switched on. Records created before are never picked up; moving that backlog is a separate job.A Zap that sets itself off
A Zap that writes where its own trigger watches can start itself again and burn tasks. Before publishing, compare where each action writes with where the trigger watches.Source Platform rejected
Create Inbox Message only accepts yelp, google_business_profile, google_lsa, thumbtack, angi, facebook or other. Any other value is rejected, so map a fixed value.Flood protection after an import
A trigger that suddenly returns a huge batch, after a bulk import or a migration, can be held back by Zapier's flood protection instead of running every item.
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