How to Add Contacts from Zapier Using Workflow Triggers
Why This Matters
Workflow Triggers let you automatically add new contacts to your account from any lead source connected to Zapier—like web forms, Google Sheets, Facebook Lead Ads, or hundreds of other apps. When a new lead comes in, the system receives the contact information and immediately runs your workflow to opt them in, send notifications, or start your follow-up sequence.
Before You Begin
You need a Zapier account and a lead source already configured in Zapier (such as a Google Sheet, web form, or CRM integration). You should also plan which workflow actions you want to run when new contacts are added—most workflows include opting contacts in for email and sending a notification to your team.
Step-by-Step Instructions
1. Create Your Workflow
Go to Automations and create a new workflow with the actions you want to happen when a new lead arrives.
Most workflows include opting the contact in for email, assigning tags, and turning on a notification so your team knows a new lead came in. Build this workflow now before setting up Zapier.
2. Turn On the Workflow Trigger
At the top of your workflow page, click Trigger: Off to change it to Trigger: On. Click the Clipboard icon to copy the Trigger URL.
The Trigger URL is the webhook address that Zapier will send lead data to. Choose your duplicate handling preference (skip duplicates or update existing contacts), then click Close.
3. Set Up Your Lead Source in Zapier
In Zapier, create a new Zap and configure your trigger using your lead source app (like Google Sheets, Typeform, Facebook Lead Ads, etc.).
This is where your leads originate. Test the trigger to make sure Zapier can successfully pull sample data from your source. This sample data will be used for field mapping in the next steps.
4. Add a Webhook Action to Your Zap
Click Add a Step in your Zap, choose Action, then search for and select Webhooks by Zapier.
Webhooks allow Zapier to send data from your lead source directly to your account using the Trigger URL you copied earlier.
5. Configure the POST Action
Choose POST as your webhook action event. Paste your Workflow Trigger URL into the URL field.
This tells Zapier where to send your lead data. POST is the method that transmits contact information to your CRM account.
6. Map Your Fields
In the Data section, map fields from your lead source to the system field labels. Match each piece of information (name, email, phone, etc.) to the corresponding system field.
To find the system field labels, paste your Workflow Trigger URL into your browser—the page displays all available field names and formatting instructions. Common fields include FirstName, LastName, Email, and Phone.
Field mapping ensures lead information lands in the correct contact fields when it reaches your CRM account.
7. Test Your Zap
Click Test & Continue to send sample data from your lead source.
Check your contacts to verify the test contact was created correctly and the workflow ran as expected. If the contact doesn't appear or fields are incorrect, review your field mapping.
8. Name and Activate Your Zap
Give your Zap a clear name that identifies the lead source (like "Google Sheet Leads to my CRM"), then toggle it On.
Your integration is now live and will automatically add new contacts and trigger your workflow whenever new leads arrive.
Questions and Answers
Q: What happens if the same contact comes through Zapier multiple times?
A: Your duplicate handling setting (configured in Step 2) controls this behavior. You can choose to skip duplicate contacts or update existing records with new information. Choose "update" if your lead source captures additional details over time that you want to sync.
Q: Can I map custom fields to my contacts?
A: Yes. When you view your Workflow Trigger URL in a browser, you'll see all available fields including any custom fields you've created. Use the exact field label shown in the URL when mapping in Zapier.
Q: How do I know if my Zap is working correctly?
A: Check your Zap History in Zapier to see successful runs and any errors. In your CRM account, verify that new contacts appear with the correct information and that your workflow actions (like email opt-in or notifications) are executing.
Q: What if my workflow trigger isn't working?
A: Make sure the workflow trigger is toggled to On. Check that the URL you pasted into Zapier matches exactly—including the https:// and any parameters. Review your Zap History in Zapier for error messages that indicate what might be wrong.
Q: Can I use multiple Zaps with the same workflow?
A: Yes. You can send leads from multiple sources (different web forms, Facebook ads, etc.) to the same Workflow Trigger URL. Each lead will run through the same workflow actions when added to your CRM account.
Guide Type: How-To Guide
Estimated Time: 15 minutes
Next Guides: Setup: Workflow Triggers, How to Create Your First Workflow, About: Workflow Automation