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OneCloud Zapier integrationAutomate OneCloud with Zapier.

The OneCloud Zapier integration gives you 7 triggers, 4 actions and 2 searches around calls, voicemail, text messages and users. Five triggers are instant, two are polling, and the app is not premium, so it runs on the free plan.

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Overview

What the OneCloud Zapier integration does for your phone system

OneCloud is a unified communications platform: calls, voicemail and text messages for a whole team in one system. The integration links your OneCloud account to Zapier, so a missed call, a new voicemail or an incoming text can start work in your other tools, and those tools can send texts or manage OneCloud users in return.

Three results people build. No missed caller left hanging: Missed Call (CDR) hands over the call and Send an SMS Message texts the person back from your business number. Every conversation on file: New Call With Recording and Transcript brings the call with its transcript, recording link and sentiment analysis, ready to log in a CRM or a sheet. Staff changes without the admin panel: Create Subscriber, Update User and Delete User keep OneCloud users in step with your HR or onboarding tool.

What it will not do. There is no action to place a call or leave a voicemail, and no search for a text message. Monitoring other people's calls, voicemails and texts is reserved to Office Managers, Resellers and Super Users, who can watch one user or everyone in their domain. Check the role of the account you connect before you build anything that watches the whole team.

Comparing tools for the same job? See Make vs Zapier and n8n vs Zapier.

Vocabulary

Zapier words in one minute

Eight words carry the page. Here they are in plain English, applied to OneCloud.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time that event happens.
Trigger
The OneCloud event that starts the Zap, like a missed call or an incoming text. Once the Zap is on, Zapier waits for it.
Action
What the Zap does once started: the step that writes or sends something, like a text message or a new OneCloud user.
Task
The unit Zapier bills: one action that completes successfully. Your plan caps how many tasks you get a month.
Polling vs instant
Polling: Zapier asks the app for news on a timer. Instant: the app reports the event itself. OneCloud has 5 instant triggers and 2 polling.
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 something already in OneCloud, like a call recording, so the steps after it can use what it found.
Connection
Your OneCloud account linked to Zapier once, then reused by every OneCloud step in every Zap you build.
Cost

What it really costs

Zapier counts tasks, and only completed actions are tasks. Watching calls, voicemails and texts costs nothing.

  • Trigger0 tasks
  • Each action that succeeds1 task
  • Action that fails0 tasks
  • Free plan100 tasks a month, 2 steps per Zap

Each text sent and each user created, updated or deleted is one task when it succeeds; a failed action is not counted. The free plan gives 100 tasks a month and unlimited Zaps, and OneCloud is not a premium app. The limit: a free Zap has two steps, one trigger and one action. A filter, a search such as Find Call Recording, or a second action makes it multi-step, which needs a paid plan. The grid below only applies to the two polling triggers.

Connect

Connect your OneCloud account

  1. 01

    Open Apps and add a connection

    In your Zapier account, open the Apps page and click + Add connection. In the dialog that appears, type OneCloud in the search box and pick the app from the results.

  2. 02

    Sign in to OneCloud

    Click Add connection, then sign in to OneCloud in the tab that opens. You need an existing OneCloud account: Zapier links an account, it does not create one.

  3. 03

    Grant access

    Grant Zapier access to the account. The connection is saved and every OneCloud step reuses it. To act on users, calls or texts that are not yours, your account needs read or write access to them.

First Zap

Your first Zap: text back every missed caller

GoalEach missed call on OneCloud gets a text message from your business number, but only for the calls you decide deserve a text.

  1. 01

    Pick the trigger

    Start a new Zap, choose OneCloud as the app that starts it and Missed Call (CDR) as the event, then select the connection you just made.

  2. 02

    Test on real calls

    Run the trigger test. Zapier brings back the three most recent items from your account, so you map the next steps on a real missed call, not an invented one.

  3. 03

    Add the filter

    Click the plus icon, add a Filter and fill its three boxes: the call value to look at, the rule, and what to compare it with. Text rules work on text, number rules on numbers.

  4. 04

    Add the text message

    Add OneCloud with Send an SMS Message. Fill User, From Number, To Number and Message, taking the number to reply to from the call data the test returned.

  5. 05

    Test, then publish

    Test each step once, check that the text arrives, then click Publish. The filter makes this a multi-step Zap, so it needs a paid plan.

Triggers

OneCloud triggers

7 events start a Zap when something happens in OneCloud, and 5 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Call With Recording and Transcript

Polling trigger

In Zapier“Polls for calls every 5 minutes with transcripts and recordings. Includes a 10-15 minute delay to ensure transcript and recording processing is complete. Returns enriched call data with sentiment analysis, transcripts, and recording URLs.”

The richest of the seven: it brings each call with its transcript, a link to the recording and a sentiment analysis, waiting 10 to 15 minutes so that processing is finished first.

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 sales manager logs every customer call with its transcript in the CRM, to review tone and promises without listening back.
Watch out
between the processing wait and the polling interval, this one is never immediate. For speed, use Call Completed (CDR).
2

Call Completed (CDR)

Instant trigger

In Zapier“Triggers when a call ends using OneCloud v2 CDR subscriptions. Office Managers, Resellers, and Super Users can monitor calls for specific users or all users in their domain.”

Every call that ends starts the Zap, with its call record. Office Managers, Resellers and Super Users can follow calls for chosen users or for the whole domain.

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 support desk adds each finished call to the matching ticket so the history stays complete.
Watch out
the record it carries holds the CDR ID that Find Call Recording needs, so this is the trigger to pair with that search.
3

Missed Call (CDR)

Instant trigger

In Zapier“Triggers when a call is missed using OneCloud v2 CDR subscriptions. Filters for calls where the terminating URI is "SpeakAccount" or "VMail", or where the call was not answered. Office Managers, Resellers, and Super Users can monitor calls for specific users or all users in their domain.”

Catches the calls nobody picked up: unanswered calls, and calls that ended up in voicemail. The Zap receives the call record straight away.

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 dental practice texts each missed caller a link to book online, so the patient does not call a competitor next.
Watch out
calls sent to voicemail count as missed here, so a Zap on this trigger and one on New Voicemail can both run for the same call.
4

List Sites

Polling trigger

In Zapier“List all available sites”

Reads the list of sites available in your OneCloud account. Zapier keeps track of the ones it has already seen, so the Zap starts when a site appears that it had not met before.

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 reseller managing several client sites records each new site in a tracking sheet.
Watch out
sites that existed before you published the Zap are never sent; only new ones count.
5

New Voicemail

Instant trigger

In Zapier“Triggers when a new voicemail is received using OneCloud v2 voicemail subscriptions. Office Managers, Resellers, and Super Users can monitor voicemails for specific users or all users in their domain.”

A voicemail lands and the Zap starts with it. Managers with the right role can follow one person's voicemail box or every box in the domain.

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 property management office posts each new voicemail in its team chat so whoever is free calls back the tenant.
Watch out
to get the recording itself in a later step, add Find Voicemail Recording, which makes the Zap multi-step and needs a paid plan.
6

SMS Received

Instant trigger

In Zapier“Triggers when a new SMS is received using OneCloud v2 message subscriptions. Filters for inbound messages (direction: "orig"). Office Managers, Resellers, and Super Users can monitor messages for specific users or all users in their domain.”

Fires on incoming text messages only. Each message a OneCloud user receives starts the Zap, and authorised roles can watch one user or the whole domain.

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 delivery company forwards customer texts about drop-off times to the dispatcher's chat channel.
Watch out
answering here with Send an SMS Message does not loop, because your reply is an outgoing text that only SMS Sent sees. Keep those two triggers apart.
7

SMS Sent

Instant trigger

In Zapier“Triggers when an SMS is sent using OneCloud v2 message subscriptions. Filters for outbound messages (direction: "term"). Office Managers, Resellers, and Super Users can monitor messages for specific users or all users in their domain.”

The mirror of SMS Received: it reacts to outgoing text messages only, sent by a OneCloud user, and passes each one to the Zap.

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 compliance-minded agency archives every text its staff sends to clients in a shared sheet.
Watch out
a Zap that starts here and runs Send an SMS Message writes into the very thing it watches and sets itself off again and again.
Actions

OneCloud actions

OneCloud gives you 4 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Subscriber

Action

In Zapier“Creates a user in OneCloud”

Creates a OneCloud user from a first name, a last name and an extension number, which also becomes that person's user name.

When to use it
a new hire is added in your HR tool and should have a phone extension ready on day one.
Watch out
pick the extension carefully: it doubles as the user name, so a typo follows the person everywhere.
2

Delete User

Action

In Zapier“Deletes an existing user”

Removes an existing OneCloud user, chosen in the User field.

When to use it
an employee leaves and their extension should go when the offboarding is marked done in another tool.
Watch out
there is no restore step on Zapier, only Create Subscriber, so test this Zap on a dummy user before publishing.
3

Send an SMS Message

Action

In Zapier“Send an SMS Message”

Sends a text from a OneCloud user and number to any number. It needs the user, the sending number, the recipient and the message.

When to use it
confirming an appointment booked elsewhere, or answering a missed call.
Watch out
numbers are written as digits with the country code, like 19999999999, and the sending number must be one of your account's SMS numbers.
4

Update User

Action

In Zapier“Updates a user with the given parameters”

Changes an existing user's first and last name, picking the user by their main extension.

When to use it
someone changes their name in your HR system and the phone directory should follow.
Watch out
typing ~ in the User field means the account used to connect Zapier, handy for a personal Zap, risky in a shared one.
Searches

OneCloud searches

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

A search step fetches something that already exists in OneCloud so the next steps can use it. In the editor, searches sit at the bottom of the Action event list under SEARCH, and some fields offer + Add search step to insert one for you. OneCloud has no find-or-create option, so the creation box never shows. Two settings matter.

1

Find Call Recording

Search

In Zapier“Finds a call recording using a CDR ID directly with the v1 recording API.”

Fetches the recording of a call from its CDR ID, the identifier carried by a call that ended.

When to use it
right after Call Completed (CDR), to attach the recording to a ticket or a CRM note.
Watch out
it only works with that ID, so it pairs naturally with Call Completed (CDR) and not with the text triggers.
2

Find Voicemail Recording

Search

In Zapier“Find a voicemail recording”

Retrieves a voicemail recording for the user you name.

When to use it
after New Voicemail, so the audio can be passed on to whoever handles the callback.
Watch out
the User field is required; map it from the voicemail data rather than typing a fixed name, or every run looks in the same box.

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 depended on it are skipped. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Turns a search into a find-or-create on apps that offer it. OneCloud does not, so neither of its searches can create anything.
  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 pass all of them on.
When it breaks

When it breaks

Zapier ties no help article to OneCloud, and no OneCloud-specific limit is documented. What breaks is mostly what breaks on every Zap, plus one habit of the recording trigger.

Four cases worth knowing before you publish. For anything else, the Zapier troubleshooting page is the next stop.

  • Past calls are never picked up

    A Zap only reacts to what happens after you switch it on. Calls, voicemails and texts from before stay out; moving that history is a separate job.

  • Text loops

    A Zap on SMS Sent that runs Send an SMS Message writes where its trigger watches, sets itself off again and again, and eats tasks fast.

  • Busy days held back

    A sudden flood of calls or texts, after a campaign or a bulk import, can be held back by Zapier's flood protection instead of running through at once.

  • Recordings that arrive late

    New Call With Recording and Transcript waits 10 to 15 minutes for processing, on top of the polling interval of your plan, by design.
Need help

Need help automating OneCloud with Zapier?

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FAQ

OneCloud and Zapier: frequent questions

01Is the OneCloud Zapier integration free?
Yes, OneCloud is not a premium app, so it works on Zapier's free plan, which gives 100 tasks a month and unlimited Zaps. The catch is the shape of the Zap: on the free plan it has two steps, one trigger and one action. Missed Call (CDR) followed by Send an SMS Message fits. Add a filter, a search such as Find Call Recording, or a second action, and it becomes multi-step, which needs a paid plan.
02How many tasks does a OneCloud Zap use?
One task per action that completes successfully. Triggers are free, so watching calls, voicemails and texts costs nothing however busy your lines are. Each text sent with Send an SMS Message is one task, and so is each user created, updated or deleted. A failed action is not counted. A Zap that texts back every missed caller therefore uses one task per missed call. Add a second action, like a chat alert, and each call costs two tasks.
03Are OneCloud triggers real time?
Five of the seven are. Call Completed (CDR), Missed Call (CDR), New Voicemail, SMS Received and SMS Sent are instant: OneCloud tells Zapier and the Zap starts right away, whatever the plan. New Call With Recording and Transcript and List Sites are polling: Zapier checks every 15 minutes on Free, 2 on Professional, 1 on Team and Enterprise. The recording trigger also waits 10 to 15 minutes for the transcript to be ready.
04What does it take to connect OneCloud to Zapier?
An existing OneCloud account and a Zapier account. From the Apps page in Zapier, click + Add connection, search for OneCloud, click Add connection, sign in in the tab that opens and grant access. To watch or act on other users' calls, voicemails and texts, the account needs the right role: Office Managers, Resellers and Super Users can monitor specific users or the whole domain. The connection is then reused by every OneCloud step.
05Why does Send an SMS Message refuse the sending number?
Because the From Number is checked against the SMS numbers of your OneCloud account, and OneCloud picks the carrier from that list. A number missing from it cannot send. Numbers must also follow the format the field shows, digits with the country code first. Check both the number and its format in the test step before you publish the Zap, since a refused text is not counted as a task but never reaches the customer either.
06What if the OneCloud action needed does not exist?
Then Zapier cannot do it for OneCloud today. The four actions cover users (create, update, delete) and outgoing texts; the two searches find call and voicemail recordings. There is no step to place a call, leave a voicemail or look up a text message. The options are to fit the process around what exists, keep that step manual in OneCloud, or look at another automation tool for that part. Check this list before promising a workflow to your team.
07Zapier, Make or n8n for OneCloud?
Decide on criteria, not on a ranking. First, coverage: on Zapier you get 7 triggers, 4 actions and 2 searches, so check they cover your call and text flows. Second, speed: five triggers are instant whatever the plan, while the recording trigger depends on the polling interval plus its processing wait. Third, budget: one task per successful action, and any Zap beyond two steps needs a paid plan. Run the same checks on any other tool, from its own documentation.
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