Zapier Integration

Connect Fluent Forms to 7,000+ apps with Zapier. Automate workflows when forms are submitted, assigned, or claimed.

Fluent Forms integrates with Zapier so you can connect your forms to thousands of apps — including Google Sheets, Slack, email, CRMs, and more. When something happens in Fluent Forms, Zapier can automatically trigger an action in another app.

What you can automate

Fluent Forms supports three Zapier triggers:

New Form Submission — fires when someone submits a completed form
Form Assigned — fires when an admin assigns a form to a team member
Form Claimed — fires when a user claims a form from the "Open to All" pool

These triggers can be paired with any Zapier action. For example:

Send a Slack message when an inspection is submitted
Add a row to Google Sheets for every new submission
Create a Trello card when a form is assigned
Send an email notification when a form is claimed

Getting started

1. Generate an API key

You'll need an API key to connect Fluent Forms to Zapier.

Go to Integrations in the sidebar
Click the API Keys card
Click Generate Key
Give it a name (e.g. "Zapier")
Copy the key immediately — it won't be shown again

Store your API key somewhere safe. For security, the full key is only displayed once at creation time. If you lose it, you'll need to generate a new one.

2. Connect Zapier to Fluent Forms

Log in to zapier.com and click Create Zap
Search for "Fluent Forms" in the trigger selector
Choose a trigger event (e.g. New Form Submission)
When prompted, paste your API key to connect your account
Zapier will verify the connection automatically

3. Set up your action

After connecting, choose what should happen when the trigger fires:

Select an action app (e.g. Google Sheets, Slack, Gmail)
Map the form fields to the action — Zapier will show you the available fields from your submission data
Test the Zap to make sure everything works
Turn on the Zap

Available trigger data

New Form Submission

When a form is submitted, the following data is sent to Zapier:

Field	Description
event	Always form.submitted
timestamp	ISO 8601 timestamp of the submission
data.formId	Unique ID of the form
data.formName	Name of the form
data.submissionId	Unique ID of the submission
data.submittedBy.name	Name of the person who submitted
data.submittedBy.email	Email of the person who submitted
data.fields.*	All form field values (dynamic, depends on your form)

Form Assigned

Field	Description
event	Always form.assigned
timestamp	ISO 8601 timestamp
data.formId	Unique ID of the form
data.formName	Name of the form
data.assignmentId	Unique ID of the assignment
data.assignedTo.name	Name of the assigned user
data.assignedTo.email	Email of the assigned user

Form Claimed

Field	Description
event	Always form.claimed
timestamp	ISO 8601 timestamp
data.formId	Unique ID of the form
data.formName	Name of the form
data.assignmentId	Unique ID of the assignment
data.claimedBy.name	Name of the user who claimed it
data.claimedBy.email	Email of the user who claimed it

API reference

Fluent Forms uses API key authentication. Include your key in requests using either method:

Header: X-API-Key: your_api_key
Query parameter: ?api_key=your_api_key

Endpoints

Method	Endpoint	Description
GET	/api/me	Verify API key and return account info
POST	/api/zapier/subscribe	Subscribe to webhook events
DELETE	/api/zapier/subscribe/:id	Unsubscribe from webhook events
GET	/api/zapier/sample?event=form.submitted	Get sample event data

Authentication test

Send a GET request to verify your API key:

Request: GET https://www.fluentforms.co/api/me with header X-API-Key: ff_your_api_key_here

Response:

{
  "companyId": "your-company-id",
  "companyName": "Your Company",
  "plan": "PRO"
}

Managing API keys

You can have up to 5 active API keys per company
Keys can be revoked from the Integrations page — this immediately stops any integrations using that key
Only Owners and Admins can generate and revoke API keys
Revoked keys are shown for reference but cannot be reactivated — generate a new one instead

API keys are tied to your company, not individual users. Anyone with the key can access data for the entire company. Treat API keys like passwords.

Troubleshooting

"Invalid API key" error in Zapier

Make sure you're using the correct key — check the prefix matches (e.g. ff_5f3da51...)
The key may have been revoked — check your API Keys page in Integrations
If you copied the key with extra spaces, try pasting it again carefully

Zap isn't triggering

Make sure the Zap is turned on in Zapier
Check that the correct event type is selected (submitted vs assigned vs claimed)
Verify your Fluent Forms account is on the Pro plan — webhooks and API access require Pro