Zapier: Twilio

Easily send leads that enter MyStudio to Twilio, and set up text alerts to yourself.

 

Table of contents

 

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Permissions and Accessibility

Staff Access:

• Admin: Full access
• Manager: No access
• Staff: No access

MyStudio Plan Restrictions:

• Not available for starter or legacy basic plans

 

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Third party pricing

You will need to pay for a Zapier Pro account and will be charged per zap according to their pricing. See Zapier’s pricing page here: Workflow automation plans.

 

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Key points for Zapier

• The trigger is where leads enter
• The action is where leads are going
• To get less than 300 leads per day into MyStudio, you will need a catch hook trigger with a webhook action.
• To get more than 300 leads per day into MyStudio, you will need a retrieve poll trigger with a webhook action.
• To get leads to another platform, you will create a webhook trigger and the selected platform as the action.
• Since both scenarios require webhooks, Zapier requires you to be on their premium/pro plan.

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What do I need to transfer leads from MyStudio into Twilio?

In order to transfer your leads from a platform into MyStudio, you will need:

• Mystudio’s growth or scale plan. 
  • This process gathers info from the integrations > Zapier section in MyStudio.
• A premium Zapier account. 
  • This process involves using webhooks in Zapier which is one of their premium features.
• A Twilio account

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Before continuing with setting up any Zapier integrations, please ensure your lead source list and program interest list is fully set up. To do this:

1. Go into your MyStudio V1 account.
2. Go to all customers > leads.
3. Go into the “settings” subsection.
4. Fill out all main possible lead sources.
5. Fill out all program interests. Program interests should match your program titles exactly.

 

Here is a picture of the section to look for in MyStudio:

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What are the main components of a Zapier integration?

Zapier uses “zaps” as connections between platforms. A zap consists of two components:

• Trigger: where the leads are coming from. In order to send leads from MyStudio, we use Zapier’s “webhook” option. If we were to send leads from a platform into MyStudio, the trigger would be that original platform.
• Action: where the leads are going. In order to send leads from MyStudio to another platform, you would select the other platform as the action. If we were sending leads from a platform into MyStudio, we use Zapier’s “webhook” option.

 

 

Other definitions to note:

When using the webhook as a trigger, you will come across two main trigger event options:

• Catch hook: this is selected when there will be less than 300 leads per day entering the system. This is an instant transfer.
• Retrieve poll: this is selected when there will be more than 300 leads per day entering the system. This takes some buffering time depending on how many leads there are.

 

 

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Can I use Zapier’s free account?

Transferring leads in or out of MyStudio requires Zapier’s “webhook” connection. This is a premium feature in Zapier, so you will be required to have Zapier’s Pro account. You will also be priced per zap according to Zapier’s pricing tiers. Please see Zapier’s pricing page for more details: Zapier Plans and Pricing.

 

 

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Full steps to send leads from MyStudio to Twilio using Zapier

Step 1: Create a new zap in Zapier

• Create an account or login to Zapier.
• Click the orange “create” button from the menu on the left.
• Select “zaps.”

Step 2: Set up the trigger (MyStudio webhook)

• Select “webhook” as the trigger. A trigger is where the leads are coming from.
• Fill out the steps on the right.
  • Setup trigger event:
    • Select “catch hook” if you are expecting less than 300 leads per day.
    • Select “retrieve poll” if you are expecting more than 300 leads per day.
  • Configure: This is an optional field if you only want specific data transferred.
  • Test: copy the webhook URL
• Open a new tab and login to your MyStudio account.
• Go to the integrations (the grid icon) > Zapier integrations.
• Under “send leads to other platforms” click “add trigger.”
• Choose the same setup trigger event type that you selected in Zapier:
  • Select “catch hook” if you are expecting less than 300 leads per day.
  • Select “retrieve poll” if you are expecting more than 300 leads per day.
• Add a name for the connection and paste the webhook URL you had copied from Zapier.
• Select whether you would like to just add new leads, update leads or both, then complete. 
  • “Add lead” means that new leads in MyStudio will transfer to the other platform.
  • “Update leads” means that updates you make in MyStudio, such as contact info, will update in the other platform.
• Click “send sample.”
• Go back to your Zapier account and click “test trigger” to ensure it’s connected properly. You can see the example info transferred by clicking on a request drop-down.

Step 3: Set up the action

• Click “action” from the main zap setup. The action tells Zapier where the leads are going to.
• Select Twilio.
• Fill out the steps on the right.
  • Setup:
    • Action event: choose your preferred action event such as “send SMS.”
    • Sign in to your Twilio account by entering your account SID and auth token. This information can be found in your Twilio account.
  • Configure: complete the setup for what kind of action you would like Twilio to do. We have two examples below: sending yourself an SMS and sending your leads an automated text.
• Test

Step 4: Turn on zap

• Once completed, turn on your zap.

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What do I select as the trigger when setting up Zapier to send leads from MyStudio to Twilio?

The tigger when getting leads from MyStudio is “webhook.” You will then need to fill out the following details:

• Setup trigger event:
  • Select “catch hook” if you are expecting less than 300 leads per day.
  • Select “retrieve poll” if you are expecting more than 300 leads per day.
• Configure: This is an optional field if you only want specific data transferred.
• Test: copy the webhook URL
• MyStudio: add the URL to MyStudio’s Zapier integration section.

 

 

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What do I select as the action when setting up Zapier to send leads to Twilio?

The action should be the platform you are sending the leads to, so in this case you will choose Twilio. You will then need to fill out the following steps on the right:

• Setup:
  • Action event: choose your preferred action event such as “send SMS.”
  • Sign in to your Twilio account by entering your account SID and auth token. This information can be found in your Twilio account.
• Action step: complete the setup for what kind of action you would like Twilio to do. We have two examples below: sending yourself an SMS and sending your leads an automated text.

• Test

 

 

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Where do I go in MyStudio to connect the Zapier URL?

• Login to your V1 MyStudio account.
• Under “send leads to other platforms” click “add trigger.”
• Choose the same setup trigger event type that you selected in Zapier:
  • Select “catch hook” if you are expecting less than 300 leads per day.
  • Select “retrieve poll” if you are expecting more than 300 leads per day.
• Add a name for the connection and paste the webhook URL you had copied from Zapier.
• Select whether you would like to just add new leads, update leads or both, then complete. 
  • “Add lead” means that new leads in MyStudio will transfer to the other platform.
  • “Update leads” means that updates you make in MyStudio, such as contact info, will update in the other platform.
• Click “send sample.”

 

 

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Where do I go in Twilio to get the account SID and auth token?

• Login to your Twilio account
• Go to the homepage
• The account SID and auth token can be found at the bottom of the page under “account info.”

 

 

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How to: send yourself a text for each new lead

Step 1: Trigger steps

• Complete the trigger steps and the initial action selection for creating a zap.

Step 2: Setup

• Choose “send SMS” as the action event. 
• Sign into your Twilio account using the account SID and auth token.

Step 3: Configure

• From number: You should see the number(s) associated with your Twilio account listed here. Select the one you wish to use from the list provided.
• Alphanumeric sender ID: You can skip the Alphanumeric Sender ID step if you are not using these. To learn more, check out Twilio's article HERE!
• To number: Input the phone number where you wish to receive the text notification (your number or a business number). Include country code. Everything but numbers will be removed and leading + will be added. Separate multiple numbers with commas.
  • Example: 15554443333,44111222333.
• Message: Compose the message. Click the plus button to insert data as needed into the message to send yourself information such as Buyer Name, Email, Phone Number, and Program of Interest!
• Media URL: optional
• Send large messages: Choose whether to send large messages or not. If yes is selected, Zapier will send a message up to 1600 characters in length. This is priced as multiple messages, and you can read more about it here. If no is selected, Zapier will only send a single message, truncated at 160 characters.

Step 4: Test the setup

 

 

Here are pictures of the configuration steps to look for:

 

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How to: send your leads an automated text

Step 1: Trigger steps

• Complete the trigger steps and the initial action selection for creating a zap.

Step 2: Setup

• Choose “send SMS” as the action event. 
• Sign into your Twilio account using the account SID and auth token.

Step 3: Configure

• From number: You should see the number(s) associated with your Twilio account listed here. Select the one you wish to use from the list provided.
• Alphanumeric sender ID: You can skip the Alphanumeric Sender ID step if you are not using these. To learn more, check out Twilio's article HERE!
• To number: Enter the country code. Then, click the plus button and scroll down the catch hook list to the mobile number field. This will ensure the country code is accounted for in addition to the phone number the lead enters.

• Message: Compose the message. Click the plus button to insert data as needed into the message to send yourself information such as Buyer Name, Email, Phone Number, and Program of Interest!
• Media URL: optional
• Send large messages: Choose whether to send large messages or not. If yes is selected, Zapier will send a message up to 1600 characters in length. This is priced as multiple messages, and you can read more about it here. If no is selected, Zapier will only send a single message, truncated at 160 characters.

Step 4: Skip testing 

• Since the “to number” in this scenario is invalid, the test won’t be able to be completed. Skip the test to complete zap setup and activate the zap.

 

Here are pictures of the configuration steps to look for:

 

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How do I get leads from a platform into MyStudio?

Check out our article here: Zapier: Get Leads from Another Platform into MyStudio

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Can I send out other information besides leads?

No, currently MyStudio only supports Zapier connections sending leads and lead information in and out of MyStudio.

 

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