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Outseta Zapier integrationAutomate Outseta with Zapier.

The Outseta Zapier integration gives you 10 triggers, 10 actions and 2 searches, 22 operations in all. Every trigger is instant, so new people, deals, accounts and subscriptions reach your other tools without waiting, even on the free plan.

See the 22 operations

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Overview

What the Outseta Zapier integration actually does for you

The Outseta Zapier integration links your Outseta account to Zapier, so a change in your CRM can start work in another tool, and a signal from another tool can write into Outseta. It covers the three things Outseta holds: people, accounts and deals, plus subscriptions and email lists. No code involved, and Outseta is not a paid-only app on Zapier.

Three results people build first. A new sign-up lands on the right mailing list: Person Added starts the Zap and Subscribe to Email List files the email. A form or a call booked elsewhere turns into a deal in your pipeline through Add Deal. And a product event, like a feature used for the first time, shows up on the account timeline with Add Custom Activity, where Outseta can use it to start or stop a drip campaign.

The good news for a small budget: all 10 triggers are instant. Outseta warns Zapier itself, so the free plan's waiting time between checks never applies here.

What Zapier does not do for Outseta: no action deletes a person, an account or a deal (you can react to a deletion, not cause one). There is no search that finds an account by email; Retrieve Account needs the account UID. And nothing that happened before you switch the Zap on gets picked up.

Comparing tools? There is an Outseta Make integration page too, and a Make vs Zapier comparison.

Vocabulary

Zapier vocabulary in one minute

Eight words you will meet in the editor. Read them once and the rest of the page reads easily.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every single time that trigger event happens.
Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier sits and waits for that event, here a change in Outseta.
Action
What the Zap does once it has started: the step that writes, sends or updates something for you, like adding a person to Outseta.
Task
The unit Zapier bills. One task is one action your Zap completes successfully, and your plan counts how many of those you get.
Instant vs polling trigger
An instant trigger is reported by the app the moment the event happens. A polling trigger is checked by Zapier on a timer instead.
Filter
A step that lets the Zap go on only when what arrived meets a condition you set, and quietly stops it the rest of the time.
Search step
A step that looks up something that already exists in an app, so the steps after it can reuse what it found along the way.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action, a filter or a search makes it one, and it then needs a paid plan.
Cost

What it really costs

Zapier bills tasks, not Zaps. The Outseta trigger itself is free; you pay only when an action finishes its job.

  • Trigger0 tasks, whatever the plan
  • Each successful action1 task
  • Free plan100 tasks a month, 2 steps per Zap
  • Outseta on the free planYes, not a paid-only app

Each successful action counts as one task, so a Zap with three actions uses three tasks per run. A failed action costs nothing. The free plan gives 100 tasks a month and unlimited Zaps, but only two steps per Zap: one trigger, one action. Add a filter, a search or a second action and you need a paid plan. Plans set how often Zapier checks polling triggers; Outseta has none, so that grid is here for reference only.

Connect

Connect Outseta 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 Outseta account, plus access rights on any record you do not own and want the Zap to touch.

  2. 02

    Pick Outseta

    Type Outseta in the search box of the dialog, select it, then click Add connection. The connection is your Outseta account linked once, then reused by every step that talks to Outseta.

  3. 03

    Sign in and allow access

    Sign in to Outseta in the tab that opens and grant Zapier access to the account. Back in Zapier, the connection now shows in your list, ready for any Zap you build next.

First Zap

Your first Zap: new person, email list, activity

GoalEach new person in Outseta joins your onboarding list, and the sign-up is logged on their timeline.

  1. 01

    Build: pick the trigger

    Start a new Zap, choose Outseta as the app and Person Added as the event, then select the Outseta connection you made a moment ago.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent people of your account, so you map the next steps on a real record rather than a blank.

  3. 03

    Add the list

    Add Subscribe to Email List. Paste the list Uid, map the email from the trigger, and decide whether Outseta sends its welcome email.

  4. 04

    Log the activity

    Add Add Custom Activity: a title such as Joined onboarding, Entity Type 2 for a person, and the person's Uid from the trigger.

  5. 05

    Test, then publish

    Test each action once and check Outseta. Then Publish. With two actions this is a multi-step Zap, so it needs a paid plan.

Triggers

Outseta triggers on Zapier

10 events start a Zap when something happens in Outseta, and 10 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Account Subscription Started

Instant trigger

In Zapier“Triggers when a new subscription starts for an account”

Fires when an account in Outseta begins a new subscription. It is the cleanest signal that a trial or a free user has become a paying customer.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
ping your sales channel, start a kickoff checklist in your project tool, or tag the customer in your accounting software when the first plan is picked.
2

Account Deleted

Instant trigger

In Zapier“Triggers when an account is deleted”

Reacts after someone removes an account from Outseta. Useful because no Outseta action can delete anything, so this is the one place where a removal becomes visible to your other tools.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
archive the matching company in a spreadsheet or close its folder in your support tool, so stale records do not pile up elsewhere.
3

Person Deleted

Instant trigger

In Zapier“Triggers when a person is deleted”

Starts the Zap when a contact disappears from your Outseta CRM. Think of it as the clean-up hook for every copy of that contact living in other apps.

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 contact asks to be forgotten and you want the same person removed from a newsletter tool or a shared sheet without hunting for every copy by hand.
Watch out
your other app still needs an action that can delete or unsubscribe the contact.
4

Account Added

Instant trigger

In Zapier“Triggers when a new account is created”

A new account created in Outseta, whether by a sign-up form or by a teammate, starts the Zap. In Outseta an account is the company or the individual that holds the subscription.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
open a customer folder, create a company in your support desk, or post a welcome message to your team chat for each new organization.
Watch out
an account created by your own Add Account action fires this trigger too.
5

Chat Request Added

Instant trigger

In Zapier“Triggers when a new chat is received.”

Outseta's built-in chat receives a new request, and the Zap is off. This is the only trigger tied to customer support rather than to CRM records.

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 small team that is not watching the Outseta inbox all day gets a nudge in its messaging app or on a phone whenever a visitor opens a chat.
Watch out
each chat that reaches another tool costs one task per action, so busy support hours add up.
6

Deal Added

Instant trigger

In Zapier“Triggers when a new deal is created”

Every deal created in your Outseta pipeline, by hand or by another Zap, launches this trigger. It gives the rest of your tools a view on the sales pipeline without anyone copying it over.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
log new opportunities in a reporting sheet, or warn the founder in a chat channel when a lead enters the pipeline.
Watch out
if your Zap also uses Add Deal, check that it never feeds itself in a loop.
7

Person Added

Instant trigger

In Zapier“Triggers when a new person is created”

A person record appears in Outseta, and Zapier hears about it. People are the individual contacts, each one possibly linked to an account.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
the classic starter Zap: push every new contact to a mailing list, an onboarding sequence or a lead sheet, so nobody has to export contacts by hand.
Watch out
people added before the Zap was published are not picked up, so import the backlog separately.
8

Account Updated

Instant trigger

In Zapier“Triggers when an account is updated.”

Any edit to an existing Outseta account sends it to Zapier. That makes it broad: a renamed company and a changed stage both count.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
keep a company record in sync in a second CRM or a billing sheet, with a filter in between if only one kind of change matters to you.
Watch out
an Update Account action in the same Zap edits the account again and starts a loop.
9

Deal Updated

Instant trigger

In Zapier“Triggers when a deal is updated.”

Changes to a deal that already exists in Outseta, such as a move to a new pipeline stage, wake the Zap. It pairs naturally with a filter that keeps only the stages you care about.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
tell the team when a deal reaches the closing stage, or update a forecast spreadsheet line every time a deal moves along.
Watch out
the filter makes it a multi-step Zap, which means a paid plan.
10

Person Updated

Instant trigger

In Zapier“Triggers when a person is updated.”

Edits to an existing Outseta contact, from a new email to a changed name, are sent to Zapier one by one. It keeps your other contact lists from drifting away from the CRM.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
mirror contact changes to your newsletter tool or your helpdesk so a support agent never writes to an outdated address.
Watch out
pairing it with Update Person on the same contact is the textbook infinite loop that eats your task count.
Actions

Outseta actions on Zapier

Outseta gives you 10 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Add Account

Action

In Zapier“Allows you to create an account with an existing or new user. You can also specify a subscription.”

Opens a full account in Outseta, with its primary person and, if you want, a subscription. It asks for more than the others: a name, an account stage (2 for Trialing, 3 for Subscribing), the primary person's email, Is Primary set to true, and whether to send the login email.

When to use it
a deal signed in another tool should become a trialing or paying customer in Outseta.
Watch out
leaving the confirmation email on sends login details to the customer right away.
2

Add Custom Activity

Action

In Zapier“This method allows you to record custom events associated to an account, people or deal. These activities would then show up on the activity feed of the corresponding entity and can be leveraged to trigger drip campaigns and other automation. For integration with drip campaigns make sure that what you pass in the Title property matches the start / stop value specified for the campaign. For engagement tracking Engagement use EntityType=1 as the engagement reports are all tied to accounts. Ensure that the EntityUid matches the Uid for the corresponding account that you want to tie the event to. For example, lets say you wanted to track engagement for a particular important action that a user takes using your product. Name the action performed in the Title, select 1 for Entity Type and make sure the EntityUid matches the account that performed the action.”

Writes an event of your choice onto the activity feed of an account, a person or a deal. You give it a title, an entity type (1 for account, 2 for person, 3 for deal) and the Uid of that record.

When to use it
track engagement by logging product actions on the account, which is what Outseta's engagement reports read.
Watch out
to start or stop a drip campaign, the title has to match the value set on that campaign exactly.
3

Add Deal

Action

In Zapier“Allows you to create a deal and optionally associate it with an account or a person.”

Puts a new opportunity into your Outseta pipeline, optionally tied to an account or a person. Beside the deal name it needs the Uid of the pipeline stage the deal lands in.

When to use it
a calendar booking or a contact form that signals buying intent becomes a deal in the right column.
Watch out
copy that stage Uid from CRM, then Deals, in the Outseta portal before you start.
4

Add Person

Action

In Zapier“This action creates a person in the Outseta CRM.”

Creates a contact in Outseta from data another app hands over. The only required field is the email address, which makes it the easiest action to start with.

When to use it
a webinar sign-up or a demo request form should end up as a contact in your CRM.
Watch out
to avoid duplicates, Find or Add Person in the searches is often the safer choice.
5

Cancel Subscription

Action

In Zapier“This action cancels the current subscription on an account in the Outseta CRM. By default, accounts with canceled subscriptions become expired at the end of their current terms. It is also possible to cancel the subscription immediately.”

Ends the current subscription of an Outseta account, identified by its Account UID. By default the account expires at the end of the term already paid; a Cancel Immediately option ends it on the spot.

When to use it
a cancellation request handled in your support tool should stop the plan in Outseta too.
Watch out
with Cancel Immediately on, the plan stops at once instead of at the end of the paid term, so test it on a dummy account first.
6

Retrieve Account

Action

In Zapier“Retrieves an account record using its UID as the lookup”

Fetches a full account record from Outseta using its UID, so later steps can use its details. Although it reads rather than writes, Zapier lists it among the actions.

When to use it
a trigger hands you only an account UID and the next step needs the account's name or stage.
Watch out
it cannot look an account up by email or name; only the UID works.
7

Subscribe to Email List

Action

In Zapier“Adds a person's email address to a mailing list”

Places an email address on one of your Outseta mailing lists. It needs the list Uid and the email, and lets you choose whether Outseta sends its welcome email.

When to use it
people who tick a newsletter box in another tool should land on the matching Outseta list.
Watch out
the list Uid sits in the address bar when you view that list's subscribers in Outseta.
8

Update Account

Action

In Zapier“This action updates an account in the Outseta CRM.”

Edits an existing Outseta account. It asks for the account UID and the account name every time, even when only another detail changes.

When to use it
a company renamed in your billing or support tool should carry the same name in Outseta.
Watch out
an empty name field is not an option, so map the current name back in when you only update something else.
9

Update Deal

Action

In Zapier“This action updates a deal”

Changes a deal that already sits in Outseta. The Deal UID is the only required field, so the hard part is getting that identifier from an earlier step.

When to use it
a signed quote in another tool moves the matching Outseta deal forward.
Watch out
put Retrieve Deal before it to fetch the deal from a contact's email when no earlier step carries the UID.
10

Update Person

Action

In Zapier“This action updates a person in the Outseta CRM.”

Rewrites the details of an Outseta contact. Both the Person Uid and the email are required.

When to use it
a customer edits their profile in your helpdesk and Outseta should follow.
Watch out
run it from Person Updated on the same contact and the Zap triggers itself endlessly; a Retrieve Person step upstream supplies the Uid when the trigger does not.
Searches

Outseta searches: find before you write

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

A search step looks for a record that already exists in Outseta and passes it to the next steps. In the editor, the Outseta searches sit at the bottom of the Action event list, under SEARCH. Some action fields also offer + Add search step, which inserts one just above and wires the result in. Adding a search makes the Zap multi-step, so it needs a paid plan.

1

Retrieve Deal

SearchFind or create

In Zapier“Retrieves a deal record using an email address as the lookup”

Finds an Outseta deal from the email address of one of its contacts. That gives you the deal's UID, which Update Deal needs.

When to use it
an email from a prospect arrives in another tool and you want to move their deal along.
Watch out
the editor also shows Find or Add Deal: it is this same search with the create box ticked, not a separate operation, and it creates the deal when none matches.
2

Retrieve Person

SearchFind or create

In Zapier“Retrieves a person record using an email address as the lookup”

Looks up a contact in Outseta from their email address and returns the person record, Uid included.

When to use it
before Update Person or Add Custom Activity, when the incoming data only carries an email.
Watch out
Find or Add Person, also in the list, is this same search with the create box ticked. It adds the person when nobody matches, which is the cleanest way to avoid duplicate contacts.

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 dependent steps are skipped. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking it turns the search into a find-or-create. It then drops the setting above and asks for the fields needed to create the missing record.
  3. If multiple search results are found?
    Three ways out when several records match: keep the first one (the default), stop the Zap, or hand all of them to the next steps.
When it breaks

When an Outseta Zap breaks

Zapier attaches no help article to Outseta and the source lists no limit specific to the app. The traps below are the general ones, applied to how Outseta works.

Most problems come from the Zap's own design, not from Outseta. Four cases are worth knowing before you publish. If a Zap still misbehaves, the Zapier troubleshooting page is the next stop.

  • The past is not picked up

    A Zap only reacts to what happens after it is switched on. People, deals and accounts already in Outseta stay untouched; moving that backlog is a separate job.

  • The Zap that triggers itself

    Person Updated followed by Update Person on the same contact, or Account Updated followed by Update Account: each write starts the Zap again and burns tasks fast.

  • Bulk imports get held back

    After a mass import into Outseta, a trigger can suddenly send a huge batch. Zapier's flood protection may hold that batch back instead of running it all.

  • A search that finds nothing

    With default settings, Retrieve Person or Retrieve Deal stops the Zap when no record matches, and every step after it is skipped.
Need help

Need help automating Outseta with Zapier?

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FAQ

Outseta Zapier integration: frequently asked questions

01Is the Outseta Zapier integration free?
Yes, as long as your Zap stays at two steps. Outseta is not reserved for paid plans on Zapier, so the free plan can use it, with 100 tasks a month and unlimited Zaps. The free plan stops at one trigger plus one action, though. A Zap with a filter, a search such as Retrieve Person, or a second action is a multi-step Zap and needs a paid plan. You also need an Outseta account, since the connection signs in to it.
02How many tasks does an Outseta Zap use?
One task per action that completes successfully, and nothing for the trigger. A Zap where Person Added feeds Subscribe to Email List uses one task per new person. Add a second action like Add Custom Activity and each new person costs two. An action that fails is not counted against the plan. The number of times an Outseta event fires costs nothing by itself; only finished actions are billed, so the volume of actions is what to watch.
03Do Outseta triggers fire instantly?
Yes, all 10 of them. Each Outseta trigger is an instant trigger: Outseta tells Zapier the moment a person, deal, account, subscription or chat event happens, and the Zap starts straight away. The plan grid that sets how often Zapier checks polling triggers, 15 minutes on the free plan, does not apply here. In the editor, a Zap built on an instant trigger shows a lightning bolt. This is one of the few apps where the free plan loses nothing on speed.
04What does it take to connect Outseta to Zapier?
An Outseta account and a Zapier account. In Zapier, open the Apps page, click + Add connection, search for Outseta, then sign in to Outseta in the tab that opens and grant access. If the Zap must touch records you do not own, your Outseta user needs read or write access to them. For several actions, have the right identifiers ready too: a pipeline stage Uid for Add Deal and an email list Uid for Subscribe to Email List.
05Why does an Outseta Zap keep running on its own?
Because it probably writes into what its own trigger watches. Person Updated followed by Update Person on the same contact, or Account Updated followed by Update Account, creates a loop: each update fires the trigger again, and every run spends tasks. The fix is to break the circle, for instance with a filter that lets the Zap continue only when a condition the update does not change is met. Remember that a filter makes the Zap multi-step, so it needs a paid plan.
06What if the Outseta operation you need is not on Zapier?
Then build it from what exists, or pick another tool. The 22 visible operations cover people, accounts, deals, subscriptions, email lists and custom activities, but nothing deletes a record and no search finds an account by email. Retrieve Account works only with the account UID. Two common workarounds: Retrieve Person to get a contact's details, then Add Custom Activity to log what you could not write directly. If a missing operation is central to the process, compare what other automation tools offer for Outseta.
07Zapier, Make or n8n for Outseta?
Decide on criteria, not on reputation. On Zapier, Outseta offers 10 instant triggers, 10 actions and 2 searches, works on the free plan, and every run is billed per successful action. The free plan caps you at two-step Zaps, so filters and searches mean a paid plan. Check whether the operations you need exist on each tool, how each one bills a run, and who will maintain the automation. If your team is new to automation, the editor described on this page is a reasonable place to start.
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