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Phone2 Zapier integrationAutomate Phone2 with Zapier.

The Phone2 Zapier integration gives you 9 triggers, 1 action and 6 searches. Every trigger is instant, so a missed call, a new text or a finished recording reaches your other tools without waiting, free plan included. Below: what it costs, how to connect it, what breaks.

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Overview

What the Phone2 Zapier integration actually does for your team

Phone2 runs a team's business lines from the cloud, with calls, texts, shared inboxes and recordings kept side by side. Hooked to Zapier, every call or message event can start a chain of work in your other tools, and Phone2 can receive contacts and answer lookups from them. No copy and paste between the phone and the CRM.

Three results come up again and again. A call-back list that builds itself: Incoming Call Missed fires for every unanswered call, and the next step can open a task, warn a channel or text the caller from another tool. A call log nobody has to fill in: Incoming Call Completed and Outgoing Call Completed hand over each finished call, with who took it or who dialled, so a spreadsheet or a CRM stays complete. Recordings filed where reviewers look: Call Recording Completed sends each finished recording on, and Find Call Recording fetches the ones tied to a given call.

The other direction is thinner. Zapier can write only one thing into Phone2: Create Contact, which adds a contact or updates the one sharing the same phone number. It cannot place a call, send a text or move a conversation for you. If the plan is to fire SMS from Zapier through Phone2, this integration does not offer it today, and the six searches only read what already exists.

The good news is on the timing side. All nine triggers are instant (the term is explained just below), which means the plan you pay for has no effect on how fast a call event arrives. If you are still weighing tools, the comparisons Make vs Zapier and n8n vs Zapier sit one click away.

Vocabulary

Zapier words you will meet on this page

Eight terms, one line each. They come back everywhere below without a second explanation.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run each time the starting event happens.
Trigger
The event in an app that starts the Zap, such as a missed call in Phone2. 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 an app.
Task
The unit Zapier bills. One action completed successfully is one task, and the count on your plan is a count of those.
Polling vs instant trigger
Polling: Zapier checks the app on a timer for new items. Instant: the app tells Zapier itself when the event happens. Phone2 only has instant ones.
Filter
A step that lets the Zap continue only when what arrived meets a condition you set, and quietly stops it otherwise.
Search step
A step that looks up something already stored in an app, so the steps after it can reuse what it found.
Connection
Your Phone2 account linked to Zapier once, then reused by every step of every Zap that touches Phone2.
Cost

What a Phone2 Zap really costs

Zapier counts tasks, not calls. A Phone2 trigger firing costs nothing, however busy the line is. Each action that goes through costs one task, and an action that fails is not counted.

  • Phone2 trigger0 tasks
  • Each successful action1 task
  • Free plan100 tasks a month, two-step Zaps
  • Filter or search stepMulti-step Zap, paid plan

Phone2 is not reserved for paid plans, so it works on the free plan: 100 tasks a month, as many Zaps as you like, but each Zap limited to two steps, one trigger and one action. Add a filter, a search or a second action and the Zap becomes multi-step, which needs a paid plan. The polling grid below does not touch Phone2, since its triggers are all instant. That is enough to try a one-step idea, a missed-call alert for instance, before paying for anything.

Connect

Connect your Phone2 account to Zapier

  1. 01

    Open the Apps page

    In your Zapier account, go to Apps and click + Add connection. A dialog opens with a search box. Type Phone2 and pick it from the list. Make sure you pick Phone2 itself and not another phone app.

  2. 02

    Sign in to Phone2

    Click Add connection. A new tab opens on Phone2: sign in with the account whose calls and messages the Zaps should see. You need an existing Phone2 account for this.

  3. 03

    Grant access

    Allow Zapier to reach the account. From then on the connection is reused by every Phone2 step, so you only do this once, and any Zap can pick it from a dropdown.

First Zap

Your first Zap: turn missed callers into Phone2 contacts

GoalEvery missed call with a visible number ends up as a Phone2 contact, ready for the call back.

  1. 01

    Build: pick the trigger

    Start a new Zap, choose Phone2 as the starting app and Incoming Call Missed as the event, then select your Phone2 connection. The editor shows a lightning bolt: this Zap is instant.

  2. 02

    Test the trigger

    Run the test. Zapier brings back the three most recent missed calls of the connected account, so you map the next steps on a real call rather than an invented one.

  3. 03

    Add the filter

    Click the plus icon, choose Filter, then in Configure & test set the field to look at, the rule and the value. Here: keep only calls that carry a number. Pick a text rule for a text value.

  4. 04

    Add Create Contact

    Add Phone2 again as the action app, event Create Contact. Map the caller's number into Phone Number, in international format with the plus sign. Contacts sharing that number get updated, not duplicated.

  5. 05

    Test, then publish

    Test the action once and check the contact in Phone2. Then click Publish to switch the Zap on. With the filter, this is a three-step Zap, so it needs a paid plan.

Triggers

Phone2 triggers: the 9 events that can start a Zap

9 events start a Zap when something happens in Phone2, and 9 of them are instant: the app calls Zapier straight away, whatever your plan.

1

Incoming Call Answered

Instant trigger

In Zapier“Triggers when a SIP user or the AI agent picks up an inbound call. Outbound calls and callflow auto-answer (IVR pickup with no human) do not fire this.”

Starts a Zap when a teammate, or the Phone2 AI agent, picks up a call coming in. Calls your team places do not count, and neither do calls an automated phone menu takes with no person behind it.

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 each inbound conversation that really reached someone into your sales sheet, so the number of answered calls stops being a guess.
Watch out
a call that rings out never reaches this trigger, so pair it with Incoming Call Missed when both sides matter.
2

Incoming Call Completed

Instant trigger

In Zapier“Triggers when an inbound call reaches its final disposition (ended, missed, rejected, or errored). Includes who answered (SIP user or AI agent) when applicable.”

Fires once an inbound call is over for good, whatever the ending: hung up, missed, rejected or failed. When somebody took it, the Zap also learns whether that was a teammate or the AI agent.

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 one full record of inbound calls in a CRM, missed ones included, instead of maintaining two separate Zaps.
Watch out
missed calls land here too, so add a filter if only answered calls should go on; the filter makes the Zap multi-step.
3

Incoming Call Missed

Instant trigger

In Zapier“Triggers when an inbound call to a phone number ends without being answered or forwarded. Use to send a follow-up SMS, create a CRM task, or alert a Slack channel.”

Reacts to inbound calls that ended with nobody answering and no forwarding. It is the call-back list your team never has to rebuild from the phone history again.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
text the caller from another tool, open a follow-up task in your CRM, or warn the sales channel of your team chat while the lead is still warm.
Watch out
a call forwarded elsewhere is not a missed call here, so it never shows up in this Zap.
4

Incoming Call Received

Instant trigger

In Zapier“Triggers when an inbound call starts ringing on a phone number. Useful for live dashboards or routing logic that needs to react before pickup.”

Goes off while an inbound call is still ringing on one of your numbers, before anyone picks up. Of the nine events, it is the earliest point in a call's life.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
feed a live wall screen of incoming calls, or run routing logic in another tool that has to act before the pickup.
Watch out
every ring starts the Zap, answered or not, so on a busy line the actions behind it eat tasks quickly.
5

Incoming Message Received

Instant trigger

In Zapier“Triggers when a new inbound SMS or MMS is received on a phone number in your workspace.”

Hands Zapier each new text or picture message that arrives on any number of your workspace. Calls play no part here, only SMS and MMS.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
copy every client text into your help desk, or alert the account manager when one of their customers writes in.
Watch out
texts your team sends never set it off; outgoing ones have their own trigger, Outgoing Message Delivered.
6

Outgoing Call Completed

Instant trigger

In Zapier“Triggers when an outbound call reaches its final disposition (ended, errored). Includes the user who placed the call and the duration.”

Closes the loop on calls your team places: it fires when an outbound call has ended, normally or on an error. The Zap receives who dialled and how long the call lasted.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
write each prospecting call, with its length and the rep's name, into the CRM so managers stop chasing call reports.
Watch out
failed calls land here as well; a filter keeps them out of the report.
7

Outgoing Call Started

Instant trigger

In Zapier“Triggers when a user in your workspace starts dialing an outbound call.”

Signals that a teammate has just started dialling out, before the other side answers or not. It marks the attempt, not the conversation.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
flag a lead as being called in a shared tool, so two reps do not dial the same person at once.
Watch out
it counts attempts, including calls nobody picks up, so do not read it as a count of conversations.
8

Outgoing Message Delivered

Instant trigger

In Zapier“Triggers when the carrier confirms delivery of an outbound SMS/MMS. Non-final statuses (sent, queued) do not fire.”

Waits for the carrier's confirmation that an outgoing SMS or MMS really reached the phone. A message still marked as sent or queued is ignored.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
tick an appointment reminder as delivered in your booking tool only once it has actually arrived.
Watch out
a text that never gets that confirmation never starts the Zap, so silence here is worth a look in Phone2.
9

Call Recording Completed

Instant trigger

In Zapier“Triggers when a call recording is finalised and attached to a call.”

Picks up each call recording once Phone2 has finished it and tied it to its call. Nothing fires while the recording is still being processed.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan.
When to use it
pass every new recording to whoever coaches the sales team, or store it next to the deal it belongs to.
Watch out
no recording, no Zap: calls that were never recorded do not set it off.
Actions

The Phone2 action: what Zapier can write

Phone2 gives you 1 action. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Contact

Action

In Zapier“Creates a new contact or updates an existing contact.”

Adds a contact in Phone2, or updates the existing one that carries the same phone number. Phone2 uses that number to spot duplicates, so one person never ends up with two cards.

When to use it
push each new lead from your web form or your CRM into Phone2, so the contact already exists before the first call.
Watch out
Phone Number is required and must be in international format (E.164), plus sign and country code first.
Searches

Phone2 searches: reading calls, messages and numbers

6 search steps look for data that already exists in Phone2, so a later step can use it.

Searches sit at the bottom of the Action event list, under SEARCH. Some fields also offer + Add search step, which inserts the lookup just before the current step and wires the result in. Phone2 decides whether a search wants the exact value or something close.

1

Find Call Recording

Search

In Zapier“Finds recordings associated with a specific call. Results are sorted chronologically, oldest first.”

Fetches the recordings tied to one given call, oldest first. Team and Call are both required, so an earlier step has to say which call.

When to use it
after Outgoing Call Completed, collect that call's recordings for the person who reviews calls.
Watch out
with nothing attached to the call yet, the search comes back empty, and by default that stops the Zap.
2

Find Message by ID

Search

In Zapier“Finds a message by its unique identifier.”

Pulls one precise message when an earlier step already holds its identifier. It asks for three things: Team, Conversation and Message.

When to use it
another tool stores a message reference and the next step needs the full message behind it.
3

Find Recent Call

Search

In Zapier“Finds calls in your workspace, scoped to a team. Results are returned newest first.”

Looks through one team's calls, newest on top. Team is the only required field.

When to use it
a deal moves in the CRM and the next step should attach the latest call that team handled.
Watch out
the search stays inside one team, so a call taken by another team will not show up.
4

Find Conversation

Search

In Zapier“Finds conversations for a team. Results are returned in descending order based on recent activity.”

Lists a team's conversations, the most recently active ones first. Team is the one box you must fill.

When to use it
pick up the thread with a client before an action writes about that client somewhere else.
Watch out
only one team is searched at a time, so pick the right one in Team.
5

Find Recent Message

Search

In Zapier“Finds messages exchanged inside a specific conversation, with pagination support.”

Reads the messages exchanged inside one conversation, page by page. It needs Team and Conversation, so a conversation has to be known first, often thanks to Find Conversation just before.

When to use it
copy the latest exchange with a customer into a ticket before an agent opens it.
6

Find Phone Number

Search

In Zapier“Finds phone numbers in your workspace, each with the team it belongs to and its capabilities.”

Returns the numbers of your workspace, each with the team it belongs to and what it is able to do. No field is required.

When to use it
send the rest of the Zap down a different path depending on which team owns the number that was called.

The three settings every search exposes

  1. Successful if no search results are found?
    Left as is, a search that finds nothing stops the Zap there and skips the steps that depended on it. Switched on, the Zap carries on empty-handed.
  2. Create X if it doesn't exist yet?
    This box turns a search into a find-or-create. Phone2 exposes no find-or-create variant, so none of its six searches can create the missing item.
  3. If multiple search results are found?
    Three ways out when several items match: keep the first one (the default), stop the Zap, or pass all of them on at once.
When it breaks

When a Phone2 Zap breaks

Zapier links no help article to Phone2 and no Phone2-specific limit is documented. What breaks comes from Zapier's general rules.

  • No catching up on the past

    A Zap only reacts to calls and texts that happen after you switch it on. Last month's missed calls will not be picked up; moving that backlog is a separate job.

  • A Zap that sets itself off

    If a Zap writes into the very place its own trigger watches, it starts itself again and again, and the task count drains fast. Check where each action lands.

  • Flood protection after a bulk import

    When a trigger suddenly sends a huge batch, after an import or a migration for instance, Zapier can hold it back. Plan large moves outside your live Zaps.

  • An empty search stops everything

    By default, a Phone2 search that finds nothing ends the Zap at that step. Switch on Successful if no search results are found? if the next steps can live without it.
Need help

Need help automating Phone2 with Zapier?

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FAQ

Phone2 and Zapier: frequent questions

01Is the Phone2 Zapier integration free?
Yes, as far as Zapier goes. Phone2 is not one of the apps Zapier keeps for paid plans, so it runs on the free plan. That plan gives 100 tasks a month and unlimited Zaps, but each Zap stops at two steps: one trigger and one action. Add a filter, a search step or a second action, the Zap becomes multi-step and needs a paid plan. You still need your own Phone2 account to connect.
02How many tasks does a Phone2 Zap use?
Only completed actions count. A Phone2 trigger firing costs zero tasks, even on a line that rings all day. Each action that goes through costs one task, so a Zap with one action on every missed call spends one task per missed call, and a Zap with three actions spends three. An action that fails is not counted. A few apps and actions in Zapier take more than one task, so check the other apps of your Zap too.
03Is Phone2 on Zapier real time?
Yes. All nine Phone2 triggers are instant: Phone2 tells Zapier itself when a call or a message event happens, and the Zap starts right away. The polling interval of your plan, 15 minutes on the free plan, simply does not apply to them. In the editor, a Zap built on one of these triggers shows a lightning bolt. Searches and the Create Contact action then run in turn, right after the trigger.
04What does it take to connect Phone2 to Zapier?
An existing Phone2 account and a few clicks. In Zapier, open Apps, click + Add connection, search for Phone2, then click Add connection. Sign in to Phone2 in the tab that opens and grant Zapier access. The account you connect must also see the teams you want to search, and have read or write access on anything it does not own. The connection is then reused by every Phone2 step. You only go through this once.
05Why does Create Contact not update the existing contact?
Check the phone number format first. Create Contact uses the phone number as its key to spot duplicates: it updates the contact with the same number, or creates a new one. That number is required and must be written in international format, with the plus sign and the country code. Map it from the previous step in that format, and test the action once on a real record before publishing.
06What if the Phone2 operation you need is not on Zapier?
Then the integration cannot do it, and no setting will add it. On the Phone2 side, Zapier offers nine triggers, one action (Create Contact) and six searches. There is no step to send a text or place a call from a Zap. The usual workaround is to let a Phone2 trigger start the Zap and do the writing in another app. Otherwise, the Phone2 team decides what its Zapier app exposes.
07Zapier, Make or n8n for Phone2?
Decide on criteria, not on reputation. On Zapier, Phone2 offers nine instant triggers, which work whatever the plan, but only one action and six read-only searches. If your workflows mostly react to calls and texts, that fits. If they need to write a lot into Phone2, check first whether the other tool exposes the Phone2 operations you are missing. Also weigh the two-step limit of the free plan against the number of steps your Zap needs.
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