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How to automatically add contacts to your CRM or email marketing platform

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How to automatically add contacts to your CRM or email marketing platform

By Joanna Rutter · September 15, 2021
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If you were throwing a party at your house, you wouldn't want to leave your guests out on the porch. You'd want to let them in as soon as possible, welcome them to your home, and make sure they felt like they were in the right place—especially if they'd never been to your house before. 

Email lists work the same way. When someone fills out a form on your website or signs up to hear from you, it's important to welcome them into your email platform quickly instead of leaving them confused out in the cold. 

That's why it's important to remove any possible gaps in your lead management process so a newsletter subscriber doesn't get stuck on an untouched spreadsheet for a year or an interested new customer doesn't hear from you for months. 

Downloading and uploading spreadsheets of contact info or even physically typing in people's information, creates those gaps. It's a frustrating experience for your contacts, and it's also no fun for you to have to manually do repetitive lead management work. Plus, having subscriber data out-of-date or stored incorrectly can also create problems with email deliverability later, too. 

Be a better email party host and save yourself some trouble by moving contact information from one location to another with automation.

Automatically add new contacts to your email platform with Zapier

With Zapier, you can automate recurring tasks, giving you back valuable time to focus on higher priority items. The workflows you build in Zapier—we call them Zaps—can automate many common tasks, such as creating new contact records for new leads that fill out your forms.

Every Zap follows the same structure: When this happens, do that.

A Zap always consists of two parts:

  • The trigger: an event that starts a Zap, like when a new lead fills out a form on your website or when you star or label a certain email.

  • The action: an event a Zap performs after it's triggered, like sending that contact data to your CRM. A single Zap can perform one or more actions.

To help you get started, we collected a few popular Zaps that send new contacts to a CRM or email marketing platform. Just click on the Use this Zap button below to get started.

You'll need a Zapier account to use the workflows in this piece. If you don't have an account yet, it's free to get started.

If you want to create contacts but need a slightly different approach—maybe you use other apps or want to have your Zap complete more than one action—you can build one yourself! It takes five steps:

  1. Create a new Zap in your Zapier account. From your dashboard, click the Create Zap button.

  2. For your trigger app, select the platform you use for forms, like Typeform or Squarespace forms, or your email program, like Gmail or Outlook. Then, choose the Trigger Event that corresponds with a new form submission or new email received. Look for phrases like "new submission," "new entry," or "new email."

  3. Select your email marketing platform or CRM and choose the action event you need, like "create subscriber" or "create lead."

  4. At this point, you'll need to complete the action fields, mapping information from the form or email into the new contact you're creating. You'll use these fields to send applicable information between your apps so that the data you capture in forms or that's sent to you in email is automatically added to your email platform or CRM.

  5. Test your Zap, and if all looks good, turn it on and relax as your new form submissions automatically get sent to your email platform every time without lifting a finger.

To add more action steps, repeat steps three and four, and test when you've finished.

Note: When you turn on your Zap it will create a new contact or subscriber, so we recommend testing your form submission with your own email address so you don't accidentally move contacts over incorrectly. 

Need help with more complex automation? Zapier Experts are certified consultants, freelancers, and agencies that can help you do more with automation. Visit our Experts directory to help you find the right Expert to work with.

Use automation for easier contact creation

Sending emails at the right time to your audience is already a lot of work. With Zaps sending your new contacts to the right platforms quickly and painlessly, you can spend more time writing your next perfect email, and not worrying about whether it's going out to the right people.

New to Zapier? It's a tool that helps anyone connect apps and automate workflows—without any complicated code. Sign up for free.

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Joanna Rutter

Joanna Rutter is a marketing strategist based in Durham, NC. At her consultancy Tiny Megaphone, she uses zero-frills marketing tactics to help small-but-mighty businesses achieve success on their terms. Find her at tinymegaphone.com.

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