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Rocket.Chat Zapier integrationAutomate Rocket.Chat with Zapier.

The Rocket.Chat Zapier integration covers 20 operations: 9 triggers, 8 actions and 3 searches. Every one of the 9 triggers is instant, so messages, mentions and new users start your Zap straight away, even on the free plan.

See the 20 operations

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Overview

What the Rocket.Chat Zapier integration does for your team

It connects Rocket.Chat, the open source team chat, to the rest of your tools through Zaps: automations built on Zapier that run on their own. Rocket.Chat can both start a Zap, when a message, a mention or a user appears, and carry out orders, by posting, inviting or setting a reminder.

Three results come up most often. Onboarding that starts by itself: New User fires when an account is created, and Send Direct Message greets the newcomer with the links they need. Mentions that never get lost: Mentioned on Public Channel catches each mention, so you can copy it into your task list or ping the right person. Rooms opened for every project: a deal closes in your CRM, and Create Channel opens a dedicated room while Invite User to a Channel brings the team in.

Now what the app page leaves out. Nothing here edits or deletes a message, and no trigger watches direct messages. Channel names are reshaped: spaces and special characters other than hyphens become underscores. And inviting someone only works from an account that is already a member of that room.

Other platforms cover the same app: see the Rocket.Chat n8n integration and the Rocket.Chat Make integration before you commit.

Vocabulary

Zapier terms, explained once

Seven words do most of the work on this page.

Trigger
The event in an app that starts the Zap. Once the Zap is on, Zapier waits for it, such as a new message in a channel.
Action
What the Zap does once started: the step that writes, sends or moves something for you, like posting into a room.
Task
The unit Zapier bills: one action your Zap completes successfully. Your plan's counter tracks nothing else.
Polling vs instant
A polling trigger is checked by Zapier on a timer. An instant trigger is reported by the app the moment it happens. All 9 here are instant.
Filter
A step that lets the Zap continue only when what arrived meets your condition, and stops it quietly otherwise.
Search step
A step that looks up something that already exists in an app, such as a channel, so later steps can use it.
Multi-step Zap
Any Zap beyond one trigger and one action. A second action, a filter or a search makes one, and it needs a paid plan.
Cost

What a Rocket.Chat Zap really costs

Messages flow fast in a chat tool, so the bill deserves a look.

  • Free plan100 tasks / month
  • Instant triggers9 of 9
  • Premium appNo
  • Trigger0 task

Triggers never cost a task, even on a busy channel. Each action that succeeds counts one, and an action that fails is not counted. Rocket.Chat is not a premium app, so the free plan accepts it: 100 tasks a month, unlimited Zaps, two steps per Zap. The polling grid, 15 minutes on Free, does not apply: all 9 triggers are instant. The catch is volume. A Zap that answers every message on a lively channel can use up 100 tasks quickly, and adding a filter to narrow it down makes it multi-step, so a paid plan.

Connect

Connect your Rocket.Chat account

  1. 01

    Open Apps

    In Zapier, go to Apps and click + Add connection. You need a Rocket.Chat account, with access to the private channels and rooms that belong to others and that your Zaps will touch.

  2. 02

    Choose Rocket.Chat

    Search Rocket.Chat in the dialog, select it and click Add connection. A tab opens on the Rocket.Chat side: sign in with the account the Zaps should post as.

  3. 03

    Grant access

    Allow Zapier to use that account. The connection is saved and every Rocket.Chat step of every Zap reuses it, so pick the account carefully: messages will appear under its name.

First Zap

Your first Zap: welcome and seat every new user

GoalEach new Rocket.Chat user is invited into your welcome channel and receives a direct message with the basics.

  1. 01

    Pick the trigger

    Create a Zap and choose Rocket.Chat with New User. Test it: Zapier brings back the three most recent users, so you build the mapping on a real account.

  2. 02

    Find the room

    Add Find Channel and type the name of your welcome channel. The search hands its identifier to the next step, so nobody has to copy a room ID by hand.

  3. 03

    Invite the newcomer

    Add Invite User to a Channel. Map the new user into User ID and the room from the search into Room ID. The connected account must already be in that room.

  4. 04

    Send the welcome note

    Add Send Direct Message to the same user, with a short message and the links that matter. Test each step and read what came back.

  5. 05

    Publish

    Publish the Zap to switch it on. With a search and two actions it is multi-step, so it needs a paid plan, and it uses two tasks per new user.

Triggers

The 9 Rocket.Chat triggers

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

1

New Channel

Instant trigger

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

Fires whenever someone opens a new channel on your Rocket.Chat server. Handy for keeping an outside record of the rooms your team creates.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
an IT lead wants every new channel listed in the shared inventory sheet so stray rooms get reviewed each quarter.
Watch out
only channels created after the Zap is switched on are reported, so list the existing ones separately.
2

New Message Posted Anywhere

Instant trigger

In Zapier“Triggers when a new message is posted to any public #channel.”

Catches every message posted in any public channel, with no room to choose. It is the widest net of the app and the one Zapier puts forward.

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 community manager archives every public conversation into a searchable log for moderation.
Watch out
on a busy server every message runs the Zap, so each action behind it burns tasks fast; add a filter or pick a single channel instead.
3

New Message Posted on Public Channel

Instant trigger

In Zapier“Triggers when a new message is posted to a specific #public-channel you choose.”

Listens to one public channel that you pick in the setup, and ignores everything else. Narrower than the previous trigger, and much cheaper to run.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
your support team posts incidents in a dedicated channel and each one should open a ticket in your helpdesk.
Watch out
it only hears the channel you picked, so a discussion that moves to another room goes unnoticed.
4

New Message Posted on Private Channel

Instant trigger

In Zapier“Triggers when a new message is posted to a specific #private-group you choose.”

Does the same job for a private channel: you choose the group, and each new message in it starts 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 finance team approves expenses in a private group and wants each request copied into the accounting tracker.
Watch out
the connected account must be a member of that private channel; a group it cannot access cannot be watched for you.
5

Message Pinned Anywhere

Instant trigger

In Zapier“Triggers when a message is pinned to any public channel.”

Reacts when a message gets pinned in any public channel. Pinning becomes a signal: a click in the chat sends that message somewhere useful.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
team leads pin decisions in project channels, and each pinned decision should land in the shared meeting notes.
Watch out
private channels are not covered by this one, so pins made there will not start anything.
6

New Private Channel

Instant trigger

In Zapier“Trigger when a new private channel is created.”

Reports each private channel created on the server, the counterpart of New Channel for closed rooms.

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 security officer keeps a list of every private room opened, to check who owns it and why it exists.
Watch out
rooms opened before the Zap goes live are never reported, so test it with a private channel created right after publishing.
7

Starred Message Anywhere

Instant trigger

In Zapier“Triggers when you save a message.”

Starts when you star, that is save, a message in Rocket.Chat. It turns your own bookmarks into a to-do inbox outside the chat.

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 product manager stars feature requests while reading channels, and each one becomes a card in the backlog.
Watch out
it follows the stars of the connected account, so a teammate's saved messages will not start your Zap.
8

New User

Instant trigger

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

Goes off each time a user account is created on your Rocket.Chat server, which makes it the natural entry point for onboarding.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
HR wants every new hire invited to the right rooms and greeted with a direct message on day one.
Watch out
a bulk import of accounts sends a large batch at once, which Zapier's flood protection may hold back.
9

Mentioned on Public Channel

Instant trigger

In Zapier“Triggers when a user is mentioned on a public channel.”

Triggers when a user is mentioned in a public channel, so a name typed with an at sign can set work in motion.

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 busy manager wants each mention turned into a reminder so no question waits until the next day.
Watch out
mentions in private channels and direct messages are outside its reach, so do not count on it there.
Actions

The 8 Rocket.Chat actions

Rocket.Chat gives you 8 actions. For each one: what it does for you, when to reach for it, and what to watch out for.

1

Create Channel

Action

In Zapier“Creates a new channel.”

Opens a new public channel from a name that the Zap supplies, up to 100 characters long.

When to use it
each signed deal in your CRM gets its own client room, named after the account.
Watch out
spaces and special characters except hyphens turn into underscores, so plan names that still read well.
2

Invite User to a Channel

Action

In Zapier“Invite an existing user to an existing channel. You must be a member of the channel to invite someone to it.”

Adds an existing user to an existing room, using the user ID and the room ID.

When to use it
a contractor's start date arrives in your HR tool and they join the project channel automatically.
Watch out
the connected account must already be a member of the channel; place Find Channel and Find User by Username before it to get the IDs.
3

Create Private Channel

Action

In Zapier“Creates a new private channel.”

Builds a closed room instead, with the same 100-character cap on the name, and an option to make it read only.

When to use it
an incident opened in your monitoring tool gets a private war room for the on-call team.
Watch out
the read-only option suits announcement rooms; leave it off where people need to reply.
4

Send Channel Message

Action

In Zapier“Post a new message to the specific channel you choose.”

Posts a message into the public channel you select, with a setting that decides whether the URLs in your text get parsed.

When to use it
every new five-star review on your store goes to the team channel to keep morale up.
Watch out
the message appears under the connected account's name, so a dedicated bot account reads better.
5

Send Direct Message

Action

In Zapier“Sends a new message to the person you select.”

Sends a one-to-one message to the person you select, the action Zapier highlights first for this app.

When to use it
a sales rep gets a private ping the moment one of their accounts files a support ticket.
Watch out
check which person the step targets before publishing; a wrong pick sends a private note to the wrong colleague.
6

Send Private Channel Message

Action

In Zapier“Post a new message to the specific private channel you choose.”

Writes into a private channel of your choice. Message and target room are the two fields it requires.

When to use it
a large refund request in your billing tool alerts the managers' private group only.
Watch out
the connected account has to belong to that private channel, or the post has nowhere to go.
7

Add Reminder

Action

In Zapier“Adds a reminder for yourself or a teammate”

Schedules a reminder for yourself or a teammate. You give who, when and the text, and Rocket.Chat understands plain phrases like "15 minutes" for the timing.

When to use it
a meeting booked in your calendar tool reminds the presenter to share the slides beforehand.
Watch out
the timing field is read by Rocket.Chat, so test the wording you map before publishing.
8

Set Status

Action

In Zapier“Set user status text and type”

Changes a user's status type and status text, so colleagues see availability without asking.

When to use it
an all-day event in your calendar sets your status to away with a short note about when you are back.
Watch out
both the user and the status type are required, so map them every time, even in a test.
Searches

The 3 Rocket.Chat searches

3 search steps look for data that already exists in Rocket.Chat, so a later step can use it.

A search finds something that already exists and passes it on. Three settings decide what happens when the result is not clean.

1

Find Channel

SearchFind or create

In Zapier“Finds a channel.”

Looks up a channel by its name and hands the room to the following steps, so you can post or invite without a hard-coded ID.

When to use it
a client name arrives from your CRM and the Zap needs that client's room.
Watch out
the editor also lists Find or Create Room; it is this same search with the create box ticked, not an extra operation, and it opens the channel if none exists.
2

Find Private Channel

SearchFind or create

In Zapier“Finds a channel.”

Finds a private channel from its name, the closed-room version of the search above.

When to use it
an escalation Zap must post into the private room of the team that owns the account.
Watch out
Find or Create Private Channel is this very search with creation switched on; it counts as nothing extra and opens the room when the name is missing.
3

Find User by Username

Search

In Zapier“Finds a user by their username.”

Retrieves a user from their username, which gives later steps the ID that invites, reminders and statuses expect.

When to use it
a form asks people for their chat handle and the Zap has to invite them into a room.
Watch out
it needs the username, not a display name or an email, so ask for the exact handle.

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 and skips the steps that relied on it. Switch it on to carry on empty-handed.
  2. Create X if it doesn't exist yet?
    Ticking this box turns the search into find-or-create. It then drops the setting above and asks for what it needs to create the missing item.
  3. If multiple search results are found?
    Several matches? Keep the first one, which is the default, stop the Zap, or hand all of them to the next step at once.
When it breaks

When a Rocket.Chat Zap breaks

Zapier documents no Rocket.Chat-specific error. The usual problems come from how Zaps behave everywhere.

Four cases explain most failures on a chat tool. None is specific to Rocket.Chat, and our Zapier troubleshooting page covers the common fixes.

  • The bot answers itself forever

    A Zap that posts into the channel its own trigger watches sets itself off again and again. Point the message elsewhere or filter out the bot's posts.

  • Yesterday's messages are ignored

    A Zap only reacts to what happens after it is switched on. Earlier messages, users and channels never come through; moving that history is a separate job.

  • A mass import stalls

    Creating many users or channels at once can send a huge batch, and Zapier's flood protection may hold it back rather than run every Zap.

  • The invite fails

    Invite User to a Channel needs the connected account inside the room. If the bot is not a member, every invite stops at that step.
Need help

Need help automating Rocket.Chat with Zapier?

A person reads every message.

FAQ

Rocket.Chat Zapier integration: frequent questions

01Is the Rocket.Chat Zapier integration free?
Yes. Rocket.Chat is not a premium app, so the free plan accepts it: 100 tasks a month, unlimited Zaps and two steps per Zap, one trigger and one action. Since all nine triggers are instant, free users even get the same speed as paid ones. The limit shows up when you need a filter, a search or a second action, for instance to invite and then greet a new user: that is a multi-step Zap, which needs a paid plan.
02How many tasks does a Rocket.Chat Zap use?
One per action that succeeds, none for the trigger. A Zap that forwards each mention as a reminder uses one task per mention. Failed actions are not counted. The risk on a chat tool is volume: New Message Posted Anywhere fires on every public message, and each action behind it counts. On a busy server, prefer the trigger that watches a single channel, or narrow it down with a filter on a paid plan.
03Are Rocket.Chat triggers real time in Zapier?
Yes, all nine of them. Rocket.Chat tells Zapier the moment a message, a pin, a star, a mention, a channel or a user appears, and the Zap starts at once. The plan grid, 15 minutes on Free, 2 on Professional and 1 on Team or Enterprise, only concerns polling triggers, so it never applies here. In the editor, these Zaps show a lightning bolt, the sign of an instant trigger.
04What do you need to connect Rocket.Chat to Zapier?
A Rocket.Chat account and the standard flow: open Apps in Zapier, click + Add connection, choose Rocket.Chat, sign in in the tab that opens and grant access. The connected account matters more than usual. Messages appear under its name, private channels need it as a member, and inviting someone into a room requires it to be a member. A dedicated bot account, added to the right rooms, avoids most surprises. Set it up once and every Zap reuses it.
05Why does Rocket.Chat rename the channels a Zap creates?
Because Rocket.Chat reshapes channel names. With Create Channel and Create Private Channel, every space and every special character except the hyphen becomes an underscore, and the name stops at 100 characters. A client name like Smith and Sons therefore turns into Smith_and_Sons. If the result matters, clean the name in an earlier step or build it with hyphens, and use Find Channel later with the reshaped name. Test with a real client name first.
06What if the Rocket.Chat operation you need is missing?
The editor will not show it: Zapier offers nine triggers, eight actions and three searches for Rocket.Chat, nothing else. There is no action to edit or delete a message, and no trigger on direct messages. Often the need can be met from another angle, for example a starred message as the signal instead of a reaction. Otherwise, the gap is a reason to compare with the other automation platforms. Check the list on Zapier before building.
07Zapier, Make or n8n for Rocket.Chat?
Decide by criterion rather than by habit. On Zapier, the strong points are documented here: nine instant triggers that run at full speed on every plan, eight actions and three searches, with tasks billed per successful action. For Make and n8n, list which Rocket.Chat operations each one offers and check them against your scenario. Who maintains the automation, and how much traffic your channels produce, weigh as much as the platform.
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