Zapier Integration

Connect Visiono to 5,000+ apps with Zapier's no-code automation platform.

Overview

Zapier enables you to create automated workflows (Zaps) that trigger when photos are submitted to Visiono. Connect with CRMs, project management tools, communication platforms, and more.

Prerequisites

• Visiono account with API access
• Zapier account (free or paid)
• API Key from Visiono

Setup Steps

1. Create a New Zap

1. Log in to Zapier
2. Click Create Zap
3. Search for Webhooks by Zapier
4. Select Catch Hook as the trigger

2. Configure the Webhook

1. Zapier will generate a unique webhook URL
2. Copy this URL (looks like https://hooks.zapier.com/hooks/catch/...)
3. Keep the Zapier tab open

3. Add Webhook to Visiono

1. Go to Workspace Settings → Webhooks
2. Click Add Webhook
3. Paste the Zapier webhook URL
4. Select events to trigger:
   • photo_request.submitted - When all photos are submitted
   • photo_submission.created - When a new submission arrives
5. Save the webhook

4. Test the Connection

1. In Zapier, click Test trigger
2. Submit a test photo in Visiono
3. Zapier should receive the webhook data
4. Click Continue once data is received

5. Add Actions

Now add what happens when photos arrive:

Popular Actions	Use Case
Gmail	Send email with photo links
Slack	Notify team channel
Google Sheets	Log submissions to spreadsheet
Trello	Create card with photos
Salesforce	Update contact record
HubSpot	Add to contact timeline

Example Zaps

Photo to Google Sheets

Log every submission to a spreadsheet:

1. Trigger: Webhooks by Zapier (Catch Hook)
2. Action: Google Sheets → Create Spreadsheet Row

Map fields:

Spreadsheet Column	Webhook Data
Date	{{submitted_at}}
Permanent Link	{{smart_link_slug}}
Photo Count	{{photos_count}}
First Photo URL	{{photos__1__url}}

Notify Slack on Submission

Send team notification:

1. Trigger: Webhooks by Zapier
2. Action: Slack → Send Channel Message

Message template:

📸 New photos received!
Permanent Link: {{smart_link_name}}
Photos: {{photos_count}}
View: {{dashboard_url}}

Create Trello Card

Add submission to project board:

1. Trigger: Webhooks by Zapier
2. Action: Trello → Create Card

Card settings:

• Name: Photos from {{submitter_name}}
• Description: Photo URLs and metadata
• Labels: Based on tags

Webhook Payload

Zapier receives this data structure:

{
  "event": "submission.created",
  "timestamp": "2024-01-15T10:30:00Z",
  "data": {
    "submission_id": "sub_abc123",
    "smart_link": {
      "id": "pl_xyz789",
      "slug": "vehicle-inspection",
      "name": "Vehicle Inspection"
    },
    "photos": [
      {
        "id": "photo_001",
        "url": "https://...",
        "slot": 1,
        "slot_name": "Front View"
      }
    ],
    "metadata": {
      "unique_field": "ABC-123",
      "full_name": "John Doe",
      "submitted_at": "2024-01-15T10:30:00Z"
    }
  }
}

Multi-Step Zaps

Chain multiple actions:

1. Step 1: Receive webhook
2. Step 2: Download photos (Formatter)
3. Step 3: Upload to Google Drive
4. Step 4: Send email with Drive links
5. Step 5: Update CRM record

Filtering

Add filters to run actions conditionally:

Filter	Condition	Example
Photo count	Greater than	Only if 5+ photos
Permanent Link	Contains	Only "damage" requests
Tag	Equals	Only tagged "urgent"

Troubleshooting

Webhook Not Receiving Data

1. Verify webhook URL is correct in Visiono
2. Check webhook is enabled (green status)
3. Test with a new submission
4. Check Zapier Task History for errors

Missing Data Fields

1. Ensure you've tested with real data
2. Re-test the trigger in Zapier
3. Check field mapping uses correct paths

Zap Not Running

1. Verify Zap is turned ON
2. Check Zapier plan limits
3. Review Task History for errors
4. Ensure webhook events match trigger

Best Practices

Naming Convention

Name Zaps descriptively:

• ✓ Visiono → Slack: New Damage Photos
• ✓ Vehicle Photos → Google Drive + Email
• ✗ My Zap 1

Error Handling

1. Enable Zapier error notifications
2. Add Formatter steps for data cleaning
3. Use Paths for conditional logic
4. Test with edge cases

Performance

• Use Filters to reduce unnecessary runs
• Batch actions where possible
• Consider Zapier plan task limits

Related Resources

• Webhooks - Event configuration
• API Reference - Direct API access
• Make Integration - Alternative automation
• n8n Integration - Self-hosted option