Zapier Integration (Beta)

The RealOffice360 Zapier integration allows you to connect RealOffice360 CRM with thousands of other apps supported by Zapier to automate your workflows. For example, you can use it to automatically sync contacts, create leads from web forms, trigger actions when new contacts are added, and much more.

Table of Contents

• Introduction
  • Understanding Triggers and Actions
  • Subscription Requirements
• Getting Started
  • Setting Up Authentication
• Available Triggers
  • New Contact
  • New Lead Capture
• Available Actions
  • Create Contact
  • Create Lead

• Troubleshooting
  • Authentication Issues
  • API Key Limits
  • Rate Limiting
  • Subscription Issues
  • Common Data Issues
  • Team Account Considerations
• Best Practices
  • When to Use Create Contact vs. Create Lead
  • Managing API Keys
  • Testing Your Zaps
  • Optimizing for Rate Limits
• Additional Resources
• Need Help?

Introduction

Understanding Triggers and Actions

Triggers are events in RealOffice360 that start your Zap. When something happens in your RealOffice360 account (like a new contact being created), Zapier detects it and can use that data in subsequent steps.

Actions are tasks that Zapier performs in RealOffice360 based on triggers from other apps. For example, when a form is submitted on your website, Zapier can automatically create a new lead in RealOffice360.

Subscription Requirements

The Zapier integration is available exclusively on Premium plans (Premium Owner and Premium Member). It is not available on the Essentials subscription plan.

Getting Started

Setting Up Authentication

To connect RealOffice360 to Zapier, you'll need an API key. Here's how to set it up:

1. Generate an API Key

• Log in to your RealOffice360 account
• Navigate to Settings → API Keys
• Click "Create API Key"
• Give your API key a descriptive name (e.g., "Zapier Integration")
• Copy the API key

2. Connect to Zapier

• In Zapier, when setting up a RealOffice360 step, you'll be prompted to connect your account
• Paste your API key into the authentication field
• Click "Yes, Continue" to test the connection

3. API Key Security and Permissions

• Treat the API key like a password
• Never share your API key publicly
• If compromised, revoke the key immediately and create a new one

What API keys can access: API keys have limited, read-and-write-only permissions for specific resources:  Contacts, Deals, Groups/Categories, Notes, Leads, Tasks, Follow-ups.

What API keys CANNOT do:

• Delete any records (contacts, deals, notes, tasks, etc.)
• Access subscription or billing information
• Modify account settings
• Manage team members
• Access or modify email templates
• Change user profile settings

This limited scope ensures that even if an API key is compromised, your critical data cannot be deleted through the API.

Available Triggers

New Contact

When it fires: Triggers when a new contact is created in your RealOffice360 account.

Use cases: - Add new RealOffice360 contacts to a mailing list - Send welcome emails to new contacts - Create records in other CRM systems - Log new contacts to a spreadsheet

Data provided: Contact name, email, phone, address, groups, lead source, creation date, and more.

New Lead Capture

When it fires: Triggers when a lead is captured from an email received at your RealOffice360 Lead Capture email address.

Use cases: - Send instant notifications for new lead captures - Add lead capture data to analytics tools - Create follow-up tasks in project management apps

Data provided: Contact information (name, email, phone), lead source, groups, deal information (type, description, details), and more.

Available Actions

Create Contact

What it does: Creates a new contact in RealOffice360 with the information you provide.

Duplicate handling: If a contact with the same email address already exists in your RealOffice360 account, the existing contact will be returned instead of creating a duplicate. This prevents multiple entries for the same person.

Use cases: - Add form submissions as contacts - Import contacts from other platforms - Sync email list subscribers to RealOffice360 - Create contacts from calendar bookings

Note: Email address is required. All other fields (name, phone, address, company, groups, birthdate, notes) are optional but recommended for complete records.

Create Lead

What it does: Creates both a contact and a pipeline deal in RealOffice360, making it perfect for sales lead workflows.

How it differs from Create Contact: While "Create Contact" only creates a contact record, "Create Lead" creates: 1. A contact (with the same duplicate checking as Create Contact) 2. A pipeline deal linked to that contact 3. A follow-up task for the contact 4. Optional birthday reminders if birthdate is provided

Use cases: - Capture leads from web forms directly into your sales pipeline - Convert email signups into qualified opportunities - Track deal value and commission from the start - Automatically assign deal stages and types

Note: Email is required. You can specify deal details like property price, commission value, deal type (Buy/Sell/Other), stage number, and descriptions.

Troubleshooting

Authentication Issues

Problem: "Invalid API key" or "Authentication failed" errors

Solutions: - Verify you copied the entire API key without extra spaces - Check that the API key hasn't been revoked in Settings → API Keys - Ensure your subscription is still active and on a Premium plan - Try creating a new API key and reconnecting

Problem: "API key not found" error

Solutions: - The API key may have been deleted from your account - Log in to RealOffice360 and check Settings → API Keys - Create a new API key and update your Zapier connection

API Key Limits

Problem: "Maximum number of API keys reached" error

Solution: - Each user can have a maximum of 10 API keys - To create a new key, you must first delete an existing one - Go to Settings → API Keys to manage your keys - Consider which integrations you no longer use and remove those keys - Note: Deleted API keys cannot be recovered - you'll need to reconnect any integrations using that key

Revoking vs. Deleting: - Revoked keys: Kept for audit purposes but cannot be used for authentication - Deleted keys: Permanently removed from your account

Rate Limiting

Problem: "Too Many Requests" (429 error) or "API rate limit exceeded"

What it means: RealOffice360 limits API requests to 100 requests per minute per API key to ensure system stability and fair usage.

Solutions: - Space out your Zaps: If running multiple Zaps simultaneously, consider staggering their execution - Avoid loops: Make sure your Zaps don't create infinite loops (e.g., a Zap that triggers itself) - Batch processing: If importing large amounts of data, break it into smaller batches with delays - Use Zapier's built-in delays: Add delay steps between actions in Zaps that make multiple API calls - Wait before retrying: If you hit the limit, wait 60 seconds before the rate limit resets

Tip: Each API key has its own separate rate limit. If you need higher throughput for different workflows, you can create separate API keys for different Zap groups.

Subscription Issues

Problem: "Zapier integration not available" or permission errors

Solutions: - Verify you're on a Premium plan (not Essentials) - Check your subscription status in Settings → Subscription - Contact support if you recently upgraded and still see issues

Problem: What happens if I downgrade to Essentials?

Impact: - All your API keys will be automatically deleted - All Zapier webhook subscriptions will be removed - Your existing Zaps will stop working immediately - You'll need to recreate API keys and reconnect Zaps if you upgrade again

Common Data Issues

Problem: "Email is required" error

Solution: - Both Create Contact and Create Lead actions require at least one email address - Make sure your Zap is mapping an email field from the trigger - Verify the email field isn't empty in your test data

Problem: Duplicate contacts being created

What's happening: RealOffice360 checks for existing contacts by email address. If you're seeing duplicates: - The emails might have different capitalization (though matching is case-insensitive) - The contact might belong to a different team member - Previous imports might have created contacts without email addresses

Solution: - Always include email addresses when creating contacts - Check your existing contacts for duplicates manually if needed - Use the Create Contact action (which returns existing contacts) rather than trying to check separately

Problem: Missing field data in created contacts/leads

Solution: - Review your Zap's field mapping to ensure all desired fields are connected - Some fields are optional - check which fields are required vs. optional - Test your trigger to make sure it's providing the expected data - Use Zapier's formatter tools to clean or transform data before sending to RealOffice360

Team Account Considerations

Multiple team members using Zapier: - Each team member can set up their own Zapier integration with their own API keys - Each user can have up to 10 API keys - Data created through Zapier is owned by the user whose API key was used

Shared resources: - Groups (categories) created through Zapier are shared across the team - If a group doesn't exist, it will be created automatically - Deals and contacts respect team collaboration settings

Best Practices

Use Create Contact when: - You're simply adding people to your database - The contact isn't immediately sales-related (e.g., newsletter subscribers, referral partners) - You want to add contacts to specific groups without creating deals - You're syncing contacts from other systems for relationship management

Use Create Lead when: - You're capturing sales opportunities - You want to track deal value and commission - You need the contact to appear in your pipeline immediately - You want automatic follow-up tasks created - The contact represents a potential transaction (buyer or seller)

Managing API Keys

• Use descriptive names for your API keys (e.g., "Zillow Lead Zaps", "Newsletter Automation")
• Regularly audit your API keys and remove unused ones
• If you suspect a key is compromised, revoke it immediately
• Keep track of which Zaps use which API keys for easier troubleshooting
• Consider using separate API keys for different integration categories

Testing Your Zaps

• Always test your Zaps thoroughly before turning them on
• Start with a single test record to verify field mapping
• Check that data appears correctly in RealOffice360
• Monitor your first few live runs to catch any issues early
• Review rate limits if you're processing high volumes

Optimizing for Rate Limits

• If you're processing large volumes, use Zapier's "Digest" feature to batch items
• Add delay steps between bulk operations
• Schedule intensive Zaps during off-peak hours

Additional Resources

• Find RealOffice360 on Zapier: Search for "RealOffice360" in the Zapier app directory
• Zapier Help Center: zapier.com/help
• RealOffice360 Support: support@realoffice360.com
• API Keys Management: Log in to RealOffice360 → Settings → API Keys

Need Help?

If you encounter issues not covered in this guide, please contact our support team at support@realoffice360.com. When reaching out, please include:

• A description of the issue
• The Zap you're trying to set up
• Any error messages you're seeing

• Screenshots if applicable

  
  

Our team will be happy to help you get your automation working smoothly!