Resources · Zapier integration

Planports Zapier integrationAutomate Planports with Zapier.

Planports Zapier integration: 1 trigger, 2 actions, 0 searches. Zapier can spot new contacts in your Planports CRM, then create leads that alert your team or tasks inside your projects. The trigger is checked on a timer set by your plan.

See the 3 operations

Verified Trustpilot reviews · AI, automation & growth agency

Overview

What the Planports Zapier integration is good for

Planports puts a CRM next to the tools a small business runs on: proposals, orders, stock and accounting. Through Zapier it offers three moves. One trigger tells other apps about a new contact. Two actions bring work into Planports: a lead your colleagues get notified about, or a task in one of your projects.

Leads from your forms, straight into the CRM. Create Lead takes a prospect captured elsewhere, a website form or an event signup sheet, and opens a lead in Planports. The app then notifies its users, so nobody has to forward the email.

A follow-up task for every new contact. Get Contact paired with Create Task drops a task into the right project stage when Zapier spots a new contact on its next check, so the first call is planned rather than remembered.

Contacts shared with the rest of your tools. Get Contact can also feed a spreadsheet or a mailing tool, so marketing works from the same names as sales.

What Zapier does not do here: there is no update or delete action, no search step, and only one trigger. A Zap cannot change an existing contact, close a task or look up a lead. If you need more than these three moves, read the Make vs Zapier and n8n vs Zapier pages before you commit to a setup.

Vocabulary

Zapier vocabulary for this page

Seven words do most of the work below. Here is each one in a sentence.

Zap
An automation you build on Zapier: one trigger, then one or more actions that run each time the trigger event happens.
Trigger
The event that starts a Zap. With Planports, it is a new contact appearing in your CRM account.
Action
What the Zap does once started: the step that writes or sends something for you, such as a Planports lead or task.
Task
Zapier's billing unit: one action your Zap completes successfully. Not to be confused with a Planports task.
Polling trigger
A trigger Zapier checks on a timer: it asks the app for new items at a fixed interval and keeps only the ones it has not seen.
Filter
A step that lets the Zap go on only when what arrived meets your condition, and stops it otherwise.
Connection
Your Planports account linked to Zapier once, then reused by every Planports step in every Zap.
Cost

What a Planports Zap costs

Zapier checking Planports for new contacts costs nothing, however often it looks. Each action that succeeds counts as one task; an action that fails is not billed.

  • Trigger check0 tasks
  • Each successful action1 task
  • Free plan100 tasks a month, 2-step Zaps
  • Paid plan required for this appNo

The free plan gives you 100 tasks a month and Zaps of two steps, one trigger and one action. Get Contact followed by Create Task fits. Add a second action or a filter and the Zap turns multi-step, which needs a paid plan. Planports is available on the free plan. Since its trigger is a polling one, the interval below is how long a new contact may wait before the Zap runs. On paid plans you can change how often that check runs.

Connect

Connect Planports to Zapier in 3 steps

  1. 01

    Add the connection

    On the Apps page of your Zapier account, click + Add connection. Search for Planports in the dialog that opens and select it from the list. Use the Zapier account that will own these Zaps.

  2. 02

    Sign in to Planports

    Click Add connection. A tab opens on Planports: log in with the account whose contacts, projects and leads you want the Zap to reach, ideally one with access to every project involved.

  3. 03

    Grant access

    Allow Zapier into the account. The connection now sits on your Apps page, and every Planports step you add later lets you pick it from a menu rather than signing in again.

First Zap

Your first Zap: a follow-up task for each new contact

GoalEvery new Planports contact gets a follow-up task in your sales project, and the team hears about it in chat.

  1. 01

    Set the trigger

    In the editor, pick Planports and Get Contact as the event that starts the Zap. Fill in the required name setting, which tells the trigger which contacts to watch.

  2. 02

    Test on real contacts

    Run the trigger test. Zapier brings back the three most recent contacts from your account, so you map the next steps on a real record and not on sample data.

  3. 03

    Create the task

    Add Planports again with Create Task. Choose the project and stage, write the details, set the state, and slot the contact's name into the text.

  4. 04

    Post to the team

    Add a chat message as a second action. With two actions the Zap becomes multi-step, so this step needs a paid plan; the task alone works on free.

  5. 05

    Test and publish

    Test each step and check the task really appears in Planports. Then click Publish: Zapier now checks for new contacts at your plan's interval.

Triggers

The Planports trigger

1 event starts a Zap when something happens in Planports. Zapier checks for them at the interval your plan allows.

1

Get Contact

Polling trigger

In Zapier“Triggers when a new contact is created.”

Despite its name, this is the trigger that reports new contacts created in Planports. Each new contact that matches its setting becomes one run of your Zap, carrying the contact's details to the next steps. It is the only way to get data out of Planports with Zapier, so every outbound Zap starts here.

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
hand every contact your sales rep adds to the mailing tool marketing uses, so the two lists stay identical.
Watch out
the trigger requires a name filter, so it watches contacts matching that name rather than every new contact; test what your value catches before you publish.
Actions

The 2 Planports actions

Planports gives you 2 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Lead

Action

In Zapier“Creates a new lead and sends a notification to Planports users.”

Opens a new lead in Planports and alerts the app's users that it has arrived. The person's name is the one field it requires.

When to use it
turn every quote request from your website form into a Planports lead, so the sales team sees it inside the CRM rather than in a shared inbox.
Watch out
each lead triggers a notification for your Planports users; on a busy form, warn the team before you publish.
2

Create Task

Action

In Zapier“Creates a new task”

Adds a task to a project in Planports, at the stage you pick, with its details and its state. You can also choose to notify the people responsible.

When to use it
create a preparation task in the delivery project each time an order is confirmed in your e-commerce tool.
Watch out
the project ID and stage ID are both required; copy them from Planports before you build, and update the Zap if the project changes.
When it breaks

When a Planports Zap breaks

Zapier lists no help article and no specific limit for Planports. What goes wrong follows Zapier's general rules.

  • Existing contacts never come through

    A Zap only reacts to what happens after you switch it on. Contacts already in Planports are not picked up; importing that history is a separate job.

  • A big import gets held back

    If you load a large contact list into Planports at once, the next check returns a huge batch, and Zapier's flood protection can hold it back.

  • A contact never runs twice

    Zapier remembers what it has already seen on a polling trigger. Editing a contact afterwards does not make Get Contact report it again.

  • The filter blocks every contact

    Filter rules are typed: a text rule works on text only, a number rule on numbers only. The wrong type is the usual reason nothing passes.
Need help

Need help automating Planports with Zapier?

A person reads every message.

FAQ

Planports Zapier integration: FAQ

01Is the Planports Zapier integration free?
Yes, Planports works on the free Zapier plan; it is not one of the apps reserved for paid plans. The free plan includes 100 tasks a month and two-step Zaps, one trigger and one action. Get Contact followed by Create Task, or a form app followed by Create Lead, fits within that. A second action, or a filter to keep only some contacts, makes the Zap multi-step, and that requires a paid plan.
02How many tasks does a Planports Zap use?
One task for each action that succeeds, and none for the trigger. Zapier can check Planports for new contacts as often as your plan allows without spending anything. When it finds a contact and creates a task, that run costs one task. Add a chat message and each contact costs two. A failed action, for instance a task with a wrong stage ID, is not billed. A few apps and actions use more than one task, so check the step before you plan your volume.
03Does the Planports trigger work in real time?
No. Get Contact is a polling trigger: Zapier asks Planports for new contacts at a fixed interval rather than being told the moment one is created. That interval depends on the plan, 15 minutes on Free, 2 on Professional and 1 on Team and Enterprise. On a free plan, a new contact can therefore wait up to 15 minutes before the Zap runs. On paid plans you can also run a check by hand from the editor.
04What does it take to connect Planports to Zapier?
A Planports account, and access to the projects or contacts you want the Zap to touch if someone else owns them. From the Apps page in Zapier, click + Add connection, search for Planports, click Add connection, sign in on the tab that opens and grant access. Before you build Create Task, have the project and its stages ready in Planports, because both IDs are required. Once saved, the connection serves every later Zap.
05Why does Get Contact miss some new contacts?
Because its name setting is required and works as a filter. The trigger watches contacts that match the name you enter, not every contact in the account. If your value is too narrow, most new contacts never reach the Zap. Test the trigger, look at the three contacts Zapier brings back, and adjust the value until it catches what you expect. Zapier does not document how loose that match is, so check it on your own data.
06What if the operation you need is missing?
Then the move probably sits outside this integration. Planports offers one trigger, two actions and no search, so a Zap cannot update a contact, close a task or find an existing lead. Start from what exists: Create Lead for incoming prospects, Create Task for work to do, Get Contact to send contacts elsewhere. If the change has to happen inside Planports and is not one of these, it stays manual with Zapier today.
07Zapier, Make or n8n for Planports?
Use criteria, not a ranking. Coverage: on Zapier, Planports offers one trigger and two actions, so check whether the other tools offer the updates or lookups you need. Timing: the Zapier trigger is polling, so your plan sets the delay. Budget: each successful action is a task, and a Zap with a notification step doubles the count per contact. Weigh these three points for your own process before choosing. No tool wins on every point.
Same platform

Other docs you might need on this stack.

Browse all integrations