Zapier Integration

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 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 a few minutes after the call, once the recording is saved (the transcription may still be in progress)

Each trigger sends relevant call data: phone numbers, caller names, duration, status, and for recordings, a link to the call in dialnote.

The app also has actions (Create Contact, Update Contact, Send SMS, Add Contact Note, Add Conversation Note) and a Find Contact search, so a Zap can write back to dialnote.

Setting Up Zapier#

Before you create a Zap, you'll need your dialnote API key. This authenticates Zapier's connection to your dialnote workspace.

1. Go to Settings → API Keys in dialnote
2. Click Create API Key, give it a name, and leave Read-only key off
3. Click Create Key
4. Click Copy Key to grab it. You'll paste it into Zapier when creating your Zap

Only admins can create API keys, and your plan needs API access. Your key starts with dn_live_ and is tied to your whole organization. dialnote shows the full key only once, so save it before you close the dialog. Zapier needs a full-access key: read-only keys can't turn on triggers. The official dialnote Zapier app handles authentication for you, so you won't need to set any headers by hand.

Creating Your First Zap#

In Zapier, search for "dialnote" and select it as your trigger app. You'll be prompted to:

1. Choose a trigger event (New Call Log or New Call Recording)
2. Connect your dialnote account by entering your API key
3. Test the connection to pull sample data
4. 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 Call Log filtered to status not_picked or failed → 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 text with the dialnote Send SMS action.

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#

If a delivery fails, dialnote keeps retrying it (up to 8 attempts over about four days), and the webhook shows a Retrying badge meanwhile. dialnote also tracks failures: after 3 deliveries fail all their retries, the webhook is switched to Inactive to prevent flooding a broken endpoint. A 410 Gone response switches it off right away.

You can monitor webhook health in Settings → Webhook Management. 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.

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)
• From and To numbers, plus From and To names
• Call status (answered, not_picked, failed, disconnected, or voicemail)
• Duration in seconds
• Call Time (when the call started)

New Call Recording fields:

• Call ID, Direction, From and To numbers, Duration, and Call Time, plus:
• Recording URL (a link to the call in dialnote, not an audio file)
• Transcription summary (empty on live deliveries)
• 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.

What's Next#

• Set up your first automation, then watch delivery health in Settings → Webhook Management
• Learn the raw event format in the Webhooks guide
• Connect a CRM for automatic call logging

The full list of tools dialnote connects to is on the integrations page.