How to Set Up the Zapier Integration in Kicksite
If your school is capturing leads through tools outside of Kicksite — like Facebook Lead Ads, a non-Kicksite website contact form, or a third-party form builder — the Zapier integration lets you bring those leads directly into Kicksite as prospects, automatically. No more copying and pasting contact info between apps, and no more leads sitting idle in another platform while your team waits to follow up.
Note: The Zapier integration is already included in your Kicksite subscription. Zapier offers a free account tier that will be sufficient for many use cases. Visit zapier.com/pricing to review plan options.
What is Zapier?
Zapier is a no-code automation platform that connects thousands of web apps. You set up a “Zap” — an automated workflow with a trigger (something that happens in one app) and an action (something that happens as a result in another app). With this integration, the trigger is a new lead captured somewhere else, and the action is that lead being created as a prospect in Kicksite.
How the Setup Works
Getting the integration up and running involves two separate platforms. In Kicksite, the setup is quick — just a few clicks to enable the integration and grab your credentials. The bulk of the work happens over on zapier.com, where you’ll build the Zap itself: Connecting your prospect source, connecting your Kicksite account using those credentials, and mapping the fields.
Step 1: Get Your Credentials in Kicksite
The integration must be enabled from within Kicksite before you can fully connect Kicksite to Zapier.
1. Click Quick Links, click Settings, and then click Integrations.
2. Click the Zapier card, and the click Get Started. Kicksite will create your credentials and display a confirmation that your Zapier integration is ready.
3. You’ll see three credentials: Subdomain, Client ID, and Client Secret. Copy all three — you’ll need them when setting up the connection on zapier.com.
Keep your credentials secure. These credentials can be used to create prospects in your school’s account. Do not share them in support tickets, screenshots, or screenshares.
If you ever need to disconnect the integration entirely, click Remove Integration. Be aware that doing so will immediately stop any active Zaps that are using those credentials. Re-enabling the integration generates a new set of credentials, which will need to be re-entered in Zapier.
Step 2: Build Your Zap on Zapier
With your credentials in hand, head over to zapier.com to complete the setup. This is where you’ll configure the automation itself — connecting your prospect source, linking your Kicksite account, and mapping the fields that will populate each prospect record.
- Log in and create a new Zap.
- Set your trigger — this is the prospect source (e.g., Facebook Lead Ads, a website form, etc.).
- Set the action to Kicksite’s Create Prospect.
- When prompted to connect your Kicksite account, copy and paste the three credentials from Step 3 of the previous section:
- School Subdomain — enter only the subdomain (e.g., yourschool), not the full URL
- Client ID
- Client Secret
- Map the fields from your lead capturing app to the corresponding Kicksite fields (see field details in the table below).
- Run a test. A successful test will return “Prospect created,” and the lead will appear in Kicksite with the Prospect Source set to “Zapier.”
Kicksite Zap templates are available for select lead sources to help simplify setup. You can find these within Zapier when searching for Kicksite.
The integration re-authenticates itself automatically — you won’t need to reconnect it periodically.
Field Reference
When setting up the “Create Prospect” action in Zapier, you’ll map fields from your trigger app to Kicksite. Here’s what each field does:
| Field | Required? | Notes |
|---|---|---|
| First Name or Full Name | Yes | Combined with Last Name to create the prospect’s name in Kicksite. |
| Last Name | No | Combined with First Name. |
| Phone Number | No | Becomes the prospect’s primary phone number. Must be correctly formatted or the import will be rejected. |
| Email Address | No | Becomes the prospect’s primary email address. Must be correctly formatted or the import will be rejected. |
| Comments | No | Added as a comment on the prospect’s profile. Useful for capturing any additional info from the form submission. |
| SMS Opt-In | No | Records SMS consent on the prospect. Defaults to no consent if left blank or unmapped. See details below. |
| Prospect Source | No | Defaults to “Zapier” if left blank. See details below. |
| Prospect Stage | No | Defaults to the first stage in your school’s setup if left blank. See details below. |
SMS Opt-In
To mark an imported prospect as opted in for SMS, two things must be true: The SMS Opt-In field must reflect that consent was given, and a phone number must be included. If consent is indicated but no phone number is present, the opt-in toggle will not be turned on.
Only the following values will result in a prospect being marked as opted in: true, yes, y, 1, on, checked. Leave this field unmapped if your source doesn’t capture SMS consent.
SMS consent rules apply the same way here as they do anywhere else in Kicksite — only map this field to “opted in” when consent was actually captured at the source.
Prospect Source
If you’d like imported prospects to be tagged with a specific Prospect Source, type that source name directly into the field as a fixed value (e.g., Facebook). The source must already exist in your Kicksite settings. The match is not case-sensitive and ignores leading or trailing spaces, but it must otherwise be an exact text match.
If the value doesn’t match an existing source, the Zap will return an error and the prospect will not be created in Kicksite. If left blank, the source defaults to “Zapier.”
Important: Enter the source as a static, typed value — do not map it to a dynamic field from your form submission. A single unexpected value (a typo, a new option, a blank) will cause the lead to be rejected. Each Zap should have one consistent source.
Prospect Stage
If you’d like imported prospects to land in a specific Prospect Stage, type that stage name directly into the field as a fixed value (e.g., Trial Ready). The stage must already exist in your Kicksite settings. The match is not case-sensitive and ignores leading or trailing spaces, but it must otherwise be an exact text match.
If the value doesn’t match an existing stage, the Zap will return an error and the prospect will not be created in Kicksite. If left blank, the prospect will land in whatever stage is set up first in your school.
The same static-value rule applies here: do not map this to a dynamic field from your form. Each Zap should have one consistent stage.
What a Successfully Imported Prospect Looks Like
Once a Zap fires successfully, the prospect will appear in Kicksite just like any other prospect:
- First and last name are combined into the prospect’s name
- Email and phone number (if present) become the prospect’s primary contact info
- SMS opt-in status reflects what was passed from the Zap
- Any comments from the form appear as a profile comment
- Prospect Source will show “Zapier” (or the custom source you configured)
- Prospect Stage will reflect the stage you configured, or your school’s default first stage
Troubleshooting
The following sections can help you troubleshoot if prospects aren’t showing up in Kicksite via the Zapier integration as expected.
A lead didn’t show up in Kicksite
Check Zapier’s task history first — rejected imports will show an error message there. Nothing will appear in Kicksite for a failed import.
Common causes:
- Prospect Source or Stage mismatch: The value in your Zap doesn’t exactly match an existing source or stage in Kicksite. Correct the value in the Zap, or add the missing source/stage in Kicksite settings.
- Badly formatted contact data: An incorrectly formatted phone number or email address will cause the import to be rejected. If a lead source frequently sends unreliable phone number values, consider mapping that field to Comments instead of Phone Number to preserve the data without triggering a validation error.
- Dynamic field mapping: If Prospect Source or Stage is mapped to a dynamic value from the form, any unexpected submission value will cause a rejection. Switch to a static typed value.
The same lead is showing up more than once
There is no duplicate detection on imports — if a Zap fires more than once for the same person (for example, if someone shows up in Facebook as a lead more than once or a Zap was re-run from history), a new prospect record will be created each time. Check the trigger app and Zapier to identify the root cause.
The integration stopped working
If the integration was removed and re-enabled in Kicksite, new credentials were generated. Any existing Zaps using the old credentials will need to be updated with the new Subdomain, Client ID, and Client Secret.
Limitations
- Zapier integration can create prospects only. Existing student records, billing, memberships, and other data types are not possible at this time.
- Data flows into Kicksite only. This integration does not push data from Kicksite out to other apps.
- There is no duplicate detection. Each import creates a new prospect record, regardless of whether a matching email or phone number already exists.