Zapier
The tool that makes your apps work while you focus on something else.
By Thiago Lourenço Martins
An assistant that connects your apps and acts on its own
Zapier is an automation platform that works as a bridge between the apps you already use. You define a rule: when X happens in app A, do Y in app B. From that point on, every time the trigger fires — an email arrives, a form is filled, a row is added to a spreadsheet — Zapier executes the action on its own, without you opening either system. Think of it as an employee who never sleeps, never forgets, and knows how to work with over 7,000 applications: Gmail, WhatsApp Business, Google Sheets, Pipedrive, Notion, Calendly, and hundreds more. Each automation you create is called a Zap.
Four open windows, every day, to record the same information
A salesperson receives a lead reply by email. What follows — opening the CRM, creating the follow-up task, updating the spreadsheet, sending the welcome message — is done manually, step by step, in different systems, every single time. Any distraction and one step falls through the cracks.
apps available in Zapier to connect without writing a single line of code. Once the Zap is configured, it runs automatically every time the trigger fires — day and night, on weekends.
How professionals across different roles use it
Every time a lead replies to an email in Gmail, Zapier already creates the contact in the CRM, logs the history in a spreadsheet, and creates a "Follow-up in 24h" task. No lead forgotten.
Every confirmed order from the online store updates the stock control sheet in Google Sheets and sends an automatic notification to the fulfillment team's WhatsApp.
When a candidate fills out the job application form, they are automatically added to Google Sheets, receive a confirmation email, and appear in a list sorted by application date.
From sign-up to your first working Zap
- Go to zapier.com and create an account
Click "Sign up free". You can sign in with a Google or Microsoft account without creating a password.
- In the dashboard, click "+ Create"
The button is in the left sidebar. Choose the "Zaps" option in the menu that opens.
- Describe the automation to the Copilot
A text box appears with Zapier's AI assistant. Describe what you want in plain language — e.g., "when someone fills out my Google Form, add a row in Google Sheets with the name and email."
Copilot suggests the Trigger and Action automatically - Confirm the Trigger
Review the source app and the event that starts the automation (e.g., Google Forms → new response). Connect your account by clicking "Connect".
- Confirm the Action
Review the destination app and what will happen (e.g., Google Sheets → create row). Connect the account and map the fields: which form data goes to which column.
- Click "Test" and then "Publish"
The test sends real data to confirm everything works. After approving the result, publish the Zap — it becomes active immediately.
execution history is available in "Zap history" in the sidebar
A ready-made prompt for the Zapier Copilot
Create a Zap with this rule:
Trigger: when a lead fills out my Google Form.
Action: add a new row in Google Sheets with the name, email, and submission date/time.
Use the simplest possible setup. Once I connect the accounts, walk me through how to test it before activating.
You'll get the fields mapped automatically and a testing walkthrough before going live.
Tips & common mistakes
Do this
- Use the built-in Copilot in the Zap editor — describe what you want in plain language and it suggests the full flow structure.
- Always click "Test" before publishing — the history shows exactly what was sent and received in each run.
- Start with the workflow you repeat more than 3 times a week — that's where you'll see the fastest return and prove the tool's value.
Real limitations
- On the free plan, Zaps check for new events on a schedule — it can take up to 15 minutes for the action to run after the trigger fires. Not real-time.
- Automations with more than two steps — trigger + two destination apps — require a paid plan (from US$29.99/mo on Professional).
- If the source or destination app requires a paid account (e.g., HubSpot Pro, Salesforce), the Zap can't access more than you would yourself — the limitation comes from the app, not Zapier.
A hands-on tutorial to go further
* Independent suggestion, chosen for content quality. We have no relationship or sponsorship with the channel.
Build your first Zap right now
Choose two apps you already use at work. Try one of these: form submitted → row in Google Sheets; or new email with keyword → task in Trello; or Google Calendar event → Slack message.
Success criteria: the Zap appears as "ON" in the list and the history shows at least one "Task ran successfully" after the first real event.
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