Resources · Zapier integration

Officely Zapier integrationAutomate Officely with Zapier.

The Officely Zapier integration gives you 0 triggers, 1 action and 0 searches. It does one thing: when something happens in another app, it opens a WhatsApp conversation with your customer at the exact point of your Officely chatbot you choose.

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Overview

What the Officely Zapier integration actually does

Officely lets a business run conversations with its customers on WhatsApp through a chatbot it builds itself. The Zapier integration plugs other apps into that bot: an event elsewhere pushes a customer straight into a chosen step of your chatbot, without anyone typing the first message.

Three outcomes you can build on Send Message. A welcome that starts by itself: someone fills in your website form, and the bot greets them on WhatsApp from the welcome step. A booking reminder: a new appointment in your calendar tool sends the customer into the reminder branch of the bot. A follow-up after a purchase: a paid order drops the buyer into the after-sale flow, where the bot asks how it went.

Now what Zapier does not do for Officely. There is no trigger, so nothing that happens inside Officely can start a Zap: a customer reply, a finished conversation or a new contact stays there. There is no search either, so a Zap cannot look up a past chat. Every Zap you build starts in another app and ends in Officely. And the bot step has to exist before Zapier can send anyone to it.

If you would rather run the same flow elsewhere, there is also an Officely Make integration, and the n8n vs Zapier comparison lays out the criteria side by side.

Vocabulary

Zapier vocabulary in one minute

Eight words you will meet in the editor. Each one is explained here once, then used as is on the rest of the page.

Zap
The automation you build: one trigger, then one or more actions that run every time that event happens.
Trigger
The event that starts the Zap. Officely has none, so with this app it always comes from another tool.
Action
What the Zap does once started. Here, it is Officely opening a WhatsApp chat with your customer.
Task
The unit Zapier bills: one action the Zap completes successfully. Your plan allowance counts those, nothing else.
Polling vs instant
A polling trigger is checked on a timer. An instant trigger is reported by the app itself as soon as the event happens.
Filter
A step that lets the Zap go on only when what arrived meets your condition, and stops it quietly otherwise.
Search step
A step that looks up something already stored in an app for later steps. Officely does not offer one.
Connection
Your Officely account linked to Zapier once, then reused by every Zap and every step that needs it.
Cost

What it really costs you

Officely is not a premium app, so it works from the free plan. Each Send Message that goes through counts as one task; one that fails is not counted.

  • Trigger cost0 tasks, whatever the volume
  • Each message sent1 task (a failed send is not counted)
  • Free plan100 tasks a month, two-step Zaps only
  • Premium appNo, available from the free plan

The free plan gives you 100 tasks a month and Zaps of two steps: one trigger in another app, then Send Message. That is exactly the simplest Officely Zap. Add a filter, say to message only some customers, and it becomes multi-step (more than one trigger and one action), which needs a paid plan. How fast the Zap reacts depends on the other app's trigger: instant ones fire at once, polling ones follow the grid below.

Connect

Connect Officely to Zapier in three steps

  1. 01

    Open your connections

    In Zapier, open the Apps page of your account and click + Add connection. You need an Officely account first, with access to the chatbot you want the Zap to use.

  2. 02

    Pick Officely

    Type Officely in the search box of the dialog, select it, then click Add connection. A new browser tab opens on the Officely side, where you finish the job.

  3. 03

    Sign in and allow access

    Log in to Officely in that tab and grant Zapier access to the account. The connection then appears in your list, ready for every Zap that ends with a WhatsApp message.

First Zap

Your first Zap: greet every new lead on WhatsApp

GoalWhen someone fills in your form, open a WhatsApp chat with them at the welcome step of your Officely bot.

  1. 01

    Build the trigger

    Create a Zap and pick your form tool as the trigger app, with the event that fires on a new entry. Connect the account and select the form your leads fill in.

  2. 02

    Test with real data

    Run the test. Zapier brings back the three most recent entries, so you map the next steps on a real lead and see exactly which field holds the phone number.

  3. 03

    Add the filter

    Click the plus icon, choose Filter and set it to go on only when the phone field is not empty. With this step the Zap has three steps and needs a paid plan.

  4. 04

    Add Send Message

    Pick Officely and Send Message. Map the phone field into the WhatsApp number, type the node name of your welcome step and choose the channel that matches your environment.

  5. 05

    Test, then publish

    Test the step with your own number first and check the chat on your phone. When it looks right, click Publish: each new lead now gets the welcome on WhatsApp.

Actions

Officely actions

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

1

Send Message

Action

In Zapier“Start a conversation from a specific point from your chat builder on Officely.ai”

Opens a WhatsApp conversation with a customer and drops them at the step of your Officely chatbot you name, so the bot takes over from there.

When to use it
an event in another app, like a new booking or a paid order, should start a chat flow without anyone writing first.
Watch out
the Channels field picks the environment, Officely for testing and mayTapi for the live bot, and the wrong one sends nothing to your real customers.
When it breaks

When it breaks

Zapier links no help article to Officely, so the cases below combine the general limits of Zapier with what the fields of Send Message require.

Most of them fail quietly: the Zap runs, but the customer never gets the message you expected. When you cannot see why, our Zapier troubleshooting page goes through the checks in order.

  • The node name points at nothing

    Send Message needs a Node API step already set up in your bot. A name typed from memory, or a step deleted since, leaves the Zap nowhere to send the customer.

  • Messages go to the test bot

    The Channels field separates the working environment from the published one. Left on the wrong side, customers never see the chat.

  • Old leads are never contacted

    A Zap only reacts to what happens after it is switched on. Form entries from last month stay where they are; contacting them is a separate job.

  • A bulk import floods the Zap

    If the trigger app suddenly returns a huge batch, after an import for instance, Zapier's flood protection can hold it back instead of messaging everyone.
Need help

Need help automating Officely with Zapier?

A person reads every message.

FAQ

Officely Zapier integration: questions

01Is the Officely Zapier integration free?
Yes, it works on the free plan, because Zapier does not class Officely as a premium app. The free plan gives you 100 tasks a month and Zaps of two steps, which is exactly what the simplest Officely Zap needs: one trigger in another app, then Send Message. You only need a paid plan once you add a third step, for example a filter that keeps out leads without a phone number, or a second action after the message.
02How many tasks does an Officely Zap use?
One task for each message Officely sends successfully. The trigger in the other app costs nothing, and a send that fails is not counted either. So a Zap that greets every new form lead costs one task per lead. If you add a second action after Send Message, say a row in a spreadsheet, each lead then costs two tasks. The useful sum is your monthly number of leads, bookings or orders times the actions in the Zap.
03Does the Officely integration work in real time?
It depends on the trigger you start from, since Officely has no trigger of its own. If the other app's trigger is instant, the app tells Zapier as soon as the event happens and the WhatsApp message leaves right away, whatever your plan. If it is a polling trigger, Zapier checks on a timer that depends on your plan: every 15 minutes on Free, every 2 on Professional, every minute on Team and Enterprise. The editor marks instant triggers with a lightning bolt.
04What do you need to connect an Officely account?
An Officely account with access to the chatbot you want to use, plus a Zapier account. The connection takes three moves: open the Apps page in Zapier and click + Add connection, search for Officely and click Add connection, then sign in to Officely in the tab that opens and allow access. Before building the Zap itself, set up the Node API step in your bot, because Send Message asks for its name.
05Why does Send Message run but the customer gets nothing?
Usually because of one of its required fields. The node name must match a Node API step that already exists in your Officely bot; these names usually start with @api followed by a number. The Channels field must point at the right environment: Officely is the working one, mayTapi the published one. And the WhatsApp number has to be the customer's own number. Test with your own phone first to see the chat arrive.
06What if the Officely operation you need does not exist in Zapier?
Then Zapier cannot do it for now: the integration offers a single action, Send Message, and no trigger or search. A customer reply, a closed conversation or a new contact in Officely cannot start a Zap, and no Zap can look up an old chat. What remains possible is starting a bot flow from any event elsewhere. For the rest, compare with what the Make integration of the same app offers.
07Zapier, Make or n8n for Officely?
It depends on your criteria, not on a winner. Zapier gives you a ready-made Send Message action from the free plan, with no technical setup, which suits a small team that wants every lead greeted on WhatsApp. Officely also has a Make integration, worth a look if you plan branching scenarios or a large volume of messages. n8n suits teams who want to host the automation themselves. Compare what each one offers for Officely and how each bills your volume.
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