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Wufoo Zapier integrationAutomate Wufoo with Zapier.

The Wufoo Zapier integration has 5 triggers, 2 actions and 1 search. Zapier can react to new form entries, new fields and new forms, add entries to a form and look one up. The catch: three triggers watch new entries, and only two are instant.

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Overview

What the Wufoo Zapier integration does with your forms

Connecting Wufoo to Zapier lets each form submission set off work in other apps, without code, and lets other apps add entries to your Wufoo forms. Zapier sees new entries, new fields and new forms, can create an entry, and can find an existing submission by one of its fields.

Three outcomes cover most needs.

Every application lands where it gets read. A recruiter's job form feeds New Subscription Entry, and the Zap sends each applicant on to the next tool straight away, with no export.

A clean second list. With Create Entry, the Zap copies the entries that pass a filter into another Wufoo form, for example a shortlist that a hiring manager reviews.

A check before acting. Find a Submission looks up an earlier entry by a field value, such as an email, so the Zap knows whether this person already applied.

Picking the right trigger matters more here than on most apps. New Entry (poll) waits for Zapier's next check, while New Entry and New Subscription Entry are instant. On a free plan, that is the difference between a reply right away and up to 15 minutes later.

What Zapier does not do here: it cannot edit or delete an entry, and it cannot change a form. If you need those, compare the Wufoo n8n integration and the Wufoo Make integration.

Vocabulary

Zapier words you will meet on this page

Eight terms in plain English, so the notes below read without a manual.

Zap
The automation you build on Zapier: one trigger, then one or more actions that run every time the trigger event happens.
Trigger
The event in an app that starts the Zap. With Wufoo, that is a new entry, a new field or a new form.
Action
What the Zap does once it has started: the step that writes, sends or moves something for you.
Task
The unit Zapier bills: one action your Zap completes successfully. Your plan's allowance counts those.
Polling trigger
A trigger Zapier checks on a timer, keeping only items it has not seen before. How often depends on your plan.
Instant trigger
A trigger the app reports itself, the moment the event happens. No waiting for the next check, whatever the plan.
Filter
A step that lets the Zap go on only when what arrived meets your condition, and stops it otherwise.
Search step
A step that looks up something that already exists in an app, so the steps after it can use what it found.
Cost

What a Wufoo Zap really costs

Zapier bills tasks. Each action that succeeds is one task; the Wufoo trigger, and every check Zapier makes, cost nothing.

  • Trigger and checksFree
  • Each successful action1 task
  • Failed actionNot counted
  • Free plan100 tasks a month, two-step Zaps
  • Filter or searchMakes the Zap multi-step, paid plan

Wufoo is not a premium app, so it runs on the free plan: 100 tasks a month and two-step Zaps, one trigger and one action. Add a filter, a search such as Find a Submission, or a second action, and you have a multi-step Zap that needs a paid plan. A failed action is not counted. The polling triggers follow the grid below; the two instant ones fire straight away on every plan. So on a free account, choosing an instant trigger is the cheapest way to get fast replies.

Connect

Connect Wufoo to Zapier in three steps

  1. 01

    Open the connection dialog

    In your Zapier account, open the Apps page and click + Add connection. Type Wufoo in the search box of the dialog and pick it from the list of results.

  2. 02

    Sign in to Wufoo

    Click Add connection. Wufoo opens in a new tab: sign in with the account that owns your forms, or one with access to the forms your Zaps will read or fill.

  3. 03

    Grant access

    Allow Zapier to use your Wufoo account. The connection is saved once, and from then on every Wufoo step, in every Zap you build, can reuse it. Nothing to redo per Zap.

First Zap

Your first Wufoo Zap: a shortlist that fills itself

GoalEach new application to your job form is checked against one condition, and the ones that pass are copied into a separate shortlist form.

  1. 01

    Build: pick the trigger

    Create a Zap, choose Wufoo and New Subscription Entry, then pick your job form in the Form setting. It is instant, so no interval applies.

  2. 02

    Test the trigger

    Run the test: Zapier brings back the three most recent entries of that form. Pick a real one so you map fields from actual answers.

  3. 03

    Add a filter

    From the plus icon, add a Filter: choose a field the trigger brought back, a rule that matches its type (text or number), and the value to compare with. The Zap is now multi-step, which needs a paid plan.

  4. 04

    Add the Wufoo action

    Pick Create Entry, choose the shortlist form (never the job form itself) and map each answer into its matching field. Check the answers line up.

  5. 05

    Test and publish

    Test the action, check the shortlist form in Wufoo, then click Publish. Applications sent before that moment are not copied.

Triggers

The 5 Wufoo triggers

5 events start a Zap when something happens in Wufoo, and 2 of them are instant: the app calls Zapier straight away, whatever your plan.

1

New Entry (poll)

Polling trigger

In Zapier“Triggers when someone fills out your form. This is a slow version wherein we check periodically for new entries.”

Starts the Zap when someone submits the form you pick, but only once Zapier comes round to check. It is the slow route to the same event as the two instant triggers below, with nothing to prepare on the Wufoo side.

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 quarterly survey where nobody minds a delay before the answers reach a spreadsheet or a CRM.
Watch out
the Form setting is required, and on a free plan a reply can wait up to 15 minutes. If speed matters, use an instant trigger instead.
2

New Field

Polling trigger

In Zapier“Triggers when a new field is added to a form.”

Reacts when a field is added to one of your forms, which makes it a trigger about the form's design rather than about who fills it in.

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
an operations team that wants a heads-up whenever a colleague adds a question to a shared order form, so the downstream mapping gets updated too.
Watch out
you pick one Form to watch; fields added to other forms go unseen.
3

New Form

Polling trigger

In Zapier“Triggers when you build a new form.”

Fires when a new form is built in your Wufoo account. Nothing to choose: it watches the whole account rather than a single form.

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
an agency managing many client forms that wants each new one logged in a tracker for review before it goes live.
Watch out
a Zap only sees forms created after it is switched on, so existing forms never show up.
4

New Entry

Instant trigger

In Zapier“Triggers when someone fills out your form instantly using webhooks (but you will need to create the webhooks manually).”

The fast version of a new submission: Wufoo pushes each entry to Zapier as soon as it arrives. The price is a little setup, because the webhook behind it has to be created by hand in Wufoo.

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 form where a sales rep wants the lead in their inbox while the visitor is still on the site.
Watch out
skip the manual webhook step and the Zap never receives anything.
5

New Subscription Entry

Instant trigger

In Zapier“Triggers when someone fills out your form.”

Another instant way to catch submissions, and the simplest one: you choose the Form in Zapier and each new entry comes through on its own.

How it fires
the app tells Zapier the moment it happens, so the Zap starts right away, whatever your plan
When to use it
event registrations or job applications, where a confirmation or a hand-off should follow immediately, even on the free plan.
Watch out
the Form setting is required, so build the form in Wufoo before you set the trigger up.
Actions

The 2 Wufoo actions

Wufoo 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 Entry (Legacy)

Action

In Zapier“Creates a new entry in Wufoo for a form and data you select (except not files).”

The older version of the same action. It also adds an entry to a form, but it does not carry files.

When to use it
keeping an existing Zap that already relies on it running as it is.
Watch out
for a new Zap, and above all for a form with an upload field, pick Create Entry instead.
2

Create Entry

Action

In Zapier“Creates a new entry in Wufoo for a form and data you select.”

Adds a new entry to the Wufoo form you choose, filled with the data you map from earlier steps.

When to use it
collecting answers from another tool, such as a booking app, into one Wufoo form so all the records sit together.
Watch out
never point it at the form your own trigger watches, or each new entry sets the Zap off again.
Searches

The Wufoo search, and the settings around it

1 search step looks for data that already exists in Wufoo, so a later step can use it.

A search step looks inside Wufoo for an entry that already exists and hands what it found to the next steps. Like any extra step, it makes the Zap multi-step. Searches sit at the bottom of the Action event list, under SEARCH.

1

Find a Submission

Search

In Zapier“Find a form submission by a field and its value.”

Looks for an entry in a form by matching one field against a value you give it, then passes that entry to the next step.

When to use it
before adding someone to a waiting list, checking whether the same email already registered in the main form.
Watch out
Search Value is required, so map a field that always has content, like an email, rather than an optional one.

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?
    On apps that offer it, this box turns a search into find-or-create. Wufoo's search has no such variant, so it does not apply here.
  3. If multiple search results are found?
    Three ways out when several entries match: keep the first one, which is the default, stop the Zap, or pass all of them on at once.
When it breaks

When a Wufoo Zap breaks

Zapier keeps two help articles on Wufoo, one on getting started and one called Common Problems With Wufoo. The cases below come from Zapier's general limits and from how these triggers work.

Most broken Wufoo Zaps trace back to the trigger choice or to a form that feeds itself. If yours still misbehaves, see Zapier troubleshooting.

  • The instant New Entry stays silent

    That trigger needs a webhook created by hand in Wufoo. Without it, nothing reaches Zapier. New Subscription Entry avoids this step.

  • Answers arrive late

    New Entry (poll) waits for Zapier's next check: up to 15 minutes on the free plan. Switch to an instant trigger if the delay hurts.

  • A form that copies into itself

    Create Entry on the very form the trigger watches restarts the Zap with every entry it adds, and burns your task count fast.

  • Old entries are not sent

    A Zap only reacts to entries submitted after you publish it. Earlier answers stay where they are; moving them is a separate job.

  • A bulk import can be held back

    If a huge batch of entries shows up at once, after an import for example, Zapier's flood protection can hold it back.

  • Files vanish with the Legacy action

    Create Entry (Legacy) does not carry files. An upload field on the target form stays empty unless you use Create Entry.
Need help

Need help automating Wufoo with Zapier?

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FAQ

Wufoo Zapier integration: frequent questions

01Is the Wufoo Zapier integration free?
Yes, it works on Zapier's free plan, because Wufoo is not a premium app. That plan includes 100 tasks a month and two-step Zaps: one Wufoo trigger and one action. A filter, a search like Find a Submission, or a second action turns the Zap into a multi-step one, which needs a paid plan. A Zap that sends each new entry to a single other app fits within the free plan without trouble.
02How many tasks does a Wufoo Zap use?
One task per action that succeeds. The trigger never costs anything, and neither do the checks Zapier runs on your polling triggers, however often they happen. So if a form gets a given number of entries in a month and the Zap has one action, it uses that same number of tasks. With two actions, double it. An action that fails is not counted, which is handy while you are still testing.
03Is Wufoo on Zapier real time?
It depends on the trigger you pick. New Entry and New Subscription Entry are instant: Wufoo tells Zapier as soon as someone submits, whatever your plan. New Entry (poll), New Field and New Form are polling triggers, checked every 15 minutes on Free, every 2 on Professional and every minute on Team and Enterprise. For form submissions, an instant trigger is almost always the better choice. It costs nothing extra, too.
04What does it take to connect Wufoo to Zapier?
A Wufoo account with access to your forms, and a Zapier account. You add the connection from the Apps page with + Add connection, sign in to Wufoo in the tab that opens, then grant access. Build the form in Wufoo first, since most triggers ask you to pick one. If you go for the instant New Entry trigger, plan the extra step of creating its webhook by hand in Wufoo.
05Why are there three New Entry triggers for Wufoo?
Because they reach the same event in three ways. New Entry (poll) is the slow one: Zapier checks on a timer. New Entry is instant, but its webhook must be created by hand in Wufoo. New Subscription Entry is instant too, and you only pick the form in Zapier. For a new Zap, New Subscription Entry is usually the simplest instant option, and the poll version suits cases where a delay does no harm.
06What if the Wufoo operation you need is not on Zapier?
Then this integration does not offer it. Zapier's Wufoo app covers five triggers, two ways to create an entry and one search: there is no action to edit or delete an entry, and none to change a form. One way around it is to let the Zap act in the app that receives the data rather than in Wufoo. For anything beyond that, compare the same app on Make or n8n and check their lists.
07Zapier, Make or n8n for Wufoo?
Decide on criteria rather than a ranking. Speed: on Zapier, two Wufoo triggers are instant, so check that the other platform offers the same. Coverage: Zapier gives five triggers, two create actions and one search, with nothing to edit or delete. Cost: Zapier counts one task per successful action, and the free plan stops at two-step Zaps, so a filter already means a paid plan. Weigh the three against your own forms.
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