dialnote connects with 5,000+ apps through Zapier, letting you build automated workflows triggered by your phone activity. When a call completes or a recording becomes available, Zapier can automatically create CRM contacts, send Slack messages, update spreadsheets, or kick off any other action you need.
How the Integration Works#
The dialnote Zapier integration uses real-time webhooks. When events happen in dialnote—like a call ending or a recording finishing processing—dialnote instantly sends the data to Zapier. From there, Zapier routes it to whatever apps you've connected in your Zap.
Two triggers are currently available:
- New Call Log — Fires when any call completes (inbound or outbound)
- New Call Recording — Fires when a call recording is ready with transcription
Each trigger sends relevant call data: phone numbers, caller names, duration, status, and for recordings, the URL and AI-generated transcription summary.
Setting Up Zapier#
Before you create a Zap, you'll need your dialnote API key. This authenticates Zapier's connection to your dialnote workspace.
- Go to Settings → Webhooks in dialnote
- Find the Zapier Integration section at the top
- Click Show Key—this creates your key the first time and reveals it on later visits
- Click Copy Key to grab it—you'll paste it into Zapier when creating your Zap
Your key starts with zp_ and is tied to your whole organization. For security, dialnote shows it only when you click Show Key and never stores it in your browser. The official dialnote Zapier app handles authentication for you, so you won't need to set any headers by hand.
API key security
Your Zapier API key is unique to your organization and authenticates every Zap connected to it. Don't share it publicly. If you suspect it's been compromised, contact support to rotate it.
Creating Your First Zap#
In Zapier, search for "dialnote" and select it as your trigger app. You'll be prompted to:
- Choose a trigger event (New Call Log or New Call Recording)
- Connect your dialnote account by entering your API key
- Test the connection to pull sample data
- Add an action—what should happen when the trigger fires
Example: Log Calls to Google Sheets#
Here's a practical workflow: every completed call gets added to a Google Sheet for tracking.
Trigger: dialnote → New Call Log
Action: Google Sheets → Create Spreadsheet Row
Map these fields:
- From Number → Column A
- To Number → Column B
- Duration → Column C
- Status → Column D
- Call Time → Column E
Now every call automatically appears in your spreadsheet. Sales managers love this for call activity tracking without any manual logging.
Common Automation Ideas#
The Zapier integration shines for repetitive tasks. Here are workflows dialnote users have built:
Team notifications: New missed call → Slack message to a channel, so someone follows up quickly.
CRM updates: New call recording → Create or update a contact in HubSpot, Salesforce, or Pipedrive with call notes.
Follow-up sequences: Completed call → Add contact to a Mailchimp campaign or send an automated SMS via Twilio.
Task creation: Call with specific duration → Create a task in Asana or Trello for follow-up.
Analytics logging: All calls → Add rows to Airtable or BigQuery for custom reporting dashboards.
Webhook Reliability#
dialnote's webhook system includes automatic retry logic. If Zapier's servers are temporarily unavailable, dialnote will retry delivery. After 3 consecutive failures, the webhook pauses to prevent flooding a broken endpoint.
You can monitor webhook health in Settings → Webhooks. Each webhook shows:
- Last successful delivery time
- Failure count (if any)
- Last error message
If a webhook gets disabled due to repeated failures, you can re-enable it after fixing the issue on the receiving end.
Testing webhooks
Use the Test button on any webhook to send a sample payload. This helps verify your Zap is receiving data correctly before relying on it in production.
Data Available in Triggers#
When a Zap fires, it receives structured data you can map to other apps:
New Call Log fields:
- Call ID / SID
- Direction (inbound or outbound)
- Contact phone number (the other party, picked by call direction)
- From and To numbers, plus From and To names
- Call status (completed, missed, etc.)
- Duration in seconds
- Initiated and ended timestamps
New Call Recording fields:
- All call log fields, plus:
- Recording URL
- Transcription summary (AI-generated)
- Transcription status
You can use any of these fields in your Zap actions—filter by call direction, include duration in Slack messages, or attach recording URLs to CRM notes.
Beyond Zapier#
Zapier runs on the same webhook engine behind every dialnote automation. If you'd rather build your own integration or use a different automation tool, see the Webhooks guide for the full payload format and signature details. dialnote also has guides for Make and n8n. To push call activity straight into your CRM without a Zap, check the built-in HubSpot, Salesforce, and Pipedrive integrations.