Zapier

The BlueBot app for Zapier joins your number to the apps Zapier connects. A form fills in and the person gets a text from you; a client texts back and the reply goes into your CRM; a text fails and you hear about it in Slack. It has five triggers, eight actions and three searches.

Every trigger is instant. BlueBot posts to Zapier as soon as something happens, so a Zap never waits for a polling interval.

Texts sent through Zapier go through the same sending rules as everything else: pacing, quiet hours, the daily limits and your stop list. A text that can’t go yet is accepted and held, never refused, and the Zap step still succeeds. Each one shows source: "zapier" in BlueBot, so you can tell them apart in the inbox and in your numbers.

Connect your account

The app signs in with an API key. Make one for Zapier alone, so you can revoke it without touching anything else.

One connection serves every Zap in your Zapier account. To change keys later, open My Apps in Zapier, find BlueBot and press Reconnect. A revoked key makes every Zap that uses it fail with unauthorized until you reconnect.

Triggers

All five are instant. When you turn a Zap on, the app makes a webhook in your BlueBot account that points at the Zap, subscribed to only the events that trigger needs; when you turn the Zap off or delete it, the app deletes that webhook. You can see them under Developers → Webhooks in BlueBot, each described as “Zapier: ” and the Zap’s name. Don’t delete one there while its Zap is on, or the Zap stops hearing anything.

Each trigger’s output is the record as the API returns it (a message, a contact or a sequence enrollment), plus three fields about the event: event_id, event_type and event_timestamp. Zapier flattens nested fields when you map them, so metadata.record_id shows as Metadata Record ID and each file as a line item under Files.

When you press Test trigger, the app reads your three newest matching records from BlueBot, so you map real fields from your own account. If there are none yet, it shows the sample below.

New Incoming Text

Starts when somebody texts your number. Pictures and voice memos come with it as files. BlueBot subscribes the Zap to message.received.

BlueBot copies the texts of people you’ve texted through it, unless you set Which chats to copy to Everything in Settings → Sending rules. A text from somebody you’ve never texted through BlueBot doesn’t start the Zap until you change that setting.

{
  "id": "msg_4Tz8QvN2pLk7RcYw1HmXe3",
  "object": "message",
  "direction": "in",
  "state": "received",
  "to": "+15555550100",
  "from": "+15555550123",
  "chat_id": null,
  "contact_id": "ct_1Hq2LxW9cVbN3mKpRtYs0a",
  "conversation_id": "conv_1Hq2LxW9cVbN3mKpRtYs0a",
  "text": "Yes, 3 PM works. See you there.",
  "files": [],
  "service": "imessage",
  "source": "mac",
  "metadata": {},
  "reply_to_id": null,
  "received_at": "2026-11-13T19:44:12.000Z",
  "event_id": "evt_7Kd3WnP9xQ2mLc5RvT8bHy",
  "event_type": "message.received",
  "event_timestamp": "2026-11-13T19:44:13.000Z"
}

Text Status Changed

Starts when a text you sent changes state: sent, delivered, read, failed and so on. Use it to write the result back to the record that caused the text, or to hear about failures.

BlueBot subscribes the Zap to the matching events (message.sent, message.delivered and so on). Delivered and read come only from iMessage, and read only from people who share read receipts, so an SMS goes from sent to nothing more. Message states has the whole picture.

The output is the message as it is after the change, so state, failure and metadata are all there. A failed text carries failure.reason: not_on_imessage, messages_refused or file_unavailable.

New Contact

Starts when a person is added to your contacts: by a first text either way, an import, the API, the website widget, a Text Hook or the dashboard. BlueBot subscribes the Zap to contact.created. It has no fields.

{
  "id": "ct_1Hq2LxW9cVbN3mKpRtYs0a",
  "object": "contact",
  "handle": "+15555550123",
  "kind": "phone",
  "first_name": "Maria",
  "last_name": "Lopez",
  "company": null,
  "tags": ["lead"],
  "custom_fields": {},
  "stopped": false,
  "created_via": "widget",
  "created_at": "2026-11-13T19:40:02.000Z",
  "event_id": "evt_2Mx8TqR4vB9nKd1WcY6pLs",
  "event_type": "contact.created",
  "event_timestamp": "2026-11-13T19:40:02.000Z"
}

Contact Stopped

Starts when somebody goes on your stop list: they replied with a stop word, or somebody added them in the dashboard or through the API. Their queued texts are already canceled. Use it to mark them as opted out in your CRM. BlueBot subscribes the Zap to contact.stopped.

The output is the contact with stopped: true, stopped_at and stop_source (reply, dashboard, api, import or admin).

Sequence Completed

Starts when a person comes to the end of a sequence, or leaves it early because they replied, texted STOP or were taken off. BlueBot subscribes the Zap to sequence.completed.

The output is the enrollment: id (enr_…), sequence_id, contact_id, state (completed, stopped or canceled), stop_reason (replied, stopped, canceled, sequence_archived or failed) and completed_at, plus the contact’s phone number and name as contact_handle, contact_first_name and contact_last_name.

Actions

Every action that sends a text carries an Idempotency-Key made from the Zap’s id and a hash of the step’s inputs. If Zapier runs the step again after a timeout, or you replay the run, BlueBot answers with the text it already accepted instead of sending a second one. The key lasts 24 hours.

That has one effect worth knowing: if the same Zap sends exactly the same words to the same person twice within 24 hours, the second run gets the first text back and nothing new goes. When a Zap should be able to repeat itself, map something unique into Metadata, such as the record’s id or the date.

Send Text

Sends a text from your number now, or as soon as your sending rules allow. The answer is the message, usually state: "queued"; it moves to sent within seconds once your Mac takes it.

The output is the message. Map id into a later Cancel Scheduled Text, or keep it on your record. If the text is held (quiet hours, your Mac offline, a daily limit), hold.reason and hold.until say why and until when, and the step still succeeds.

A text to somebody on your stop list succeeds as a step but comes back state: "canceled" with cancel_reason: "opted_out", and nothing is sent. Add a Filter after the step on State if later steps should only run for texts that will go.

Send Template

Sends one of your BlueBot templates, filled in with the values you map.

The output is the message, with the template’s words filled in as text. A variable with no value and no fallback fails the step with invalid_request and the variable’s name, and nothing is sent.

Schedule Text

Schedules a text for a time. Until it’s due it can be changed in BlueBot or canceled with Cancel Scheduled Text. When the time comes it goes through your sending rules like any other text, so a text scheduled inside quiet hours waits for morning.

The output is the message with state: "scheduled" and send_at. Keep its id if anything might need to cancel it, such as a booking being moved.

Cancel Scheduled Text

Cancels a text that hasn’t gone yet: one that’s scheduled, or queued and waiting on a hold.

The output is the message with state: "canceled" and cancel_reason: "requested". A text the Mac already took can’t be called back: the step fails with conflict, “Your Mac already took that text, so it can’t be canceled.” Use a Filter on the earlier step’s State if that can happen often.

Create or Update Contact

Finds the person by phone number or email address and updates them, or adds them when BlueBot doesn’t know them.

A field you leave empty doesn’t clear what BlueBot has. The output is the contact, with created: true when the person was new.

Add Tag

Adds tags to a person, adding them as a contact first if BlueBot doesn’t know them.

The output is the contact with all of its tags.

Enroll in Sequence

Starts a person on one of your sequences. The sequence’s texts go through your sending rules, and by default it stops the moment they reply or text STOP.

A person already in the sequence isn’t started again; the step succeeds and returns the enrollment they’re in. A person on your stop list isn’t enrolled, and the step stops the run as Halted rather than Errored, with BlueBot’s reason. The output is the enrollment: id (enr_…), sequence_id, contact_id, state and the time of the first text.

Remove from Sequence

Takes a person off a sequence. Their texts from it that haven’t gone are canceled.

The output lists the enrollments that ended. A person in none of them isn’t an error; the list is empty.

Searches

Find Contact

Finds a person by phone number or email address. Turn on Create BlueBot Contact if it doesn’t exist yet? to add them when there’s no match, with the fields of Create or Update Contact.

Find Conversation

Finds your conversation with a person and its newest text, to check whether they’ve answered before you send something else.

The output is conversation_id, contact_id, last_message_text, last_message_direction (in or out), last_message_at and waiting_on_you, which is true when the newest text came from them.

Check iMessage

Says whether your newest chat with a number used iMessage or SMS. It reads your own Messages history through your Mac and waits up to 15 seconds for it; it calls GET /v1/lookup.

The output is service (imessage, sms or unknown), basis (history, none, device_offline or timeout) and last_seen_at. Apple gives no way to ask about a number you’ve never texted, so a new number answers unknown with basis: "none". You don’t need this step before sending: Service: Auto already tries iMessage and falls back to SMS.

When a step fails

The app turns BlueBot’s error into Zapier’s, with BlueBot’s message, its hint, the error code and the request id, such as “Send to or chat_id. Check the fields named in the message and send it again. (invalid_request, req_1Hq2LxW9cVbN3mKpRtYs0a)”. Quote the request id if you write to support.

A held text is never an error. A text that fails after it was accepted (Messages refused it, or it was iMessage-only to somebody not on iMessage) isn’t either, because the step already succeeded; catch it with Text Status Changed on Failed.

Your first Zap

Maria runs a cleaning company and keeps new leads in a Google Sheet. This Zap texts each new lead from her own number.

Next, add a second Zap with New Incoming Text that writes each reply back to the sheet, or follow a full walkthrough in A Google Sheets row sends a text. The recipes have one page per app with the exact fields to map.

Using the API directly in a Zap

For anything the app doesn’t have a step for, use Zapier’s Webhooks by Zapier or Code by Zapier with a key and the API. Send Authorization: Bearer <key>, an Idempotency-Key on every POST, and the header BlueBot-Client: zapier so the text shows as sent from Zapier.