Zapier Integration - BuildBetter

What It Does

BuildBetter offers two ways to integrate with Zapier:

1. BuildBetter Zapier App (Pull Data from BuildBetter)

Use BuildBetter as a trigger in your Zaps to send call data to other apps when new calls or summaries are created. Available Triggers:

New Call - Triggers when a call is processed and ready
New Call Summary - Triggers when a call summary is generated

Available Searches:

Get Call - Fetch call details by ID
Get Call Summary - Fetch full summary by call ID
Get Call Transcript - Fetch complete transcript by call ID
Get Call Attendees - Fetch list of attendees by call ID

2. Webhooks/API Integration (Push Data to BuildBetter)

Use Zapier’s Webhooks by Zapier action to push feedback data into BuildBetter from other apps. Common Use Cases:

Send support tickets from Zendesk/Intercom to BuildBetter
Push survey responses from Typeform/Google Forms
Import customer feedback from Slack/Email
Sync CRM notes and interactions

Setup Instructions

Option 1: Using BuildBetter Zapier App (Pull Data)

Prerequisites

Active BuildBetter account
Zapier account (free or paid)
At least one processed call in BuildBetter

Connection Steps

Create a Zap in Zapier
- Go to Zapier and click “Create Zap”
- Search for “BuildBetter” in the trigger app
Connect Your BuildBetter Account
- Select a trigger event (e.g., “New Call”)
- Click “Sign in to BuildBetter”
- Authorize Zapier to access your BuildBetter data
- Select your organization if prompted
Test the Trigger
- Zapier will fetch recent calls to test the connection
- Review the sample data
- Click “Continue”
Add Your Action
- Choose what app to send data to (e.g., Slack, Google Sheets, Notion)
- Map BuildBetter fields to the action app
- Test the action
- Turn on your Zap

Option 2: Push Data to BuildBetter (Using Webhooks)

To push data INTO BuildBetter, you’ll use Zapier’s “Webhooks by Zapier” action with BuildBetter’s Feedback Ingestion API.

Prerequisites

BuildBetter Organization API Key
Feedback Source created in BuildBetter (see API Setup below)

API Setup in BuildBetter

Before creating Zaps, set up your API access:

Get Your API Key
- Go to Settings → API in BuildBetter
- Generate an Organization API Key
- Copy and save it securely
Create a Feedback Source (One-time setup)

You can create a feedback source via the API or BuildBetter UI. Here’s how via API:

curl -X POST https://api.buildbetter.app/v3/rest/feedback-sources \
  -H "X-BuildBetter-Api-Key: YOUR_API_KEY" \
  -H "Content-Type: application/json" \
  -d '{
    "name": "Zapier Support Tickets",
    "type": "api"
  }'

Save the returned id - you’ll need it for your Zaps.

Available Data from BuildBetter

When using BuildBetter as a trigger, you get access to:

New Call Trigger

Call ID - Unique identifier
Created At - When the call was recorded
Name - Call title (usually participants)
Short Summary - AI-generated summary
Duration - Length in seconds
URL - Link to the call in BuildBetter
Tags - All tags applied to the call

New Call Summary Trigger

Summary ID - Unique identifier
Call ID - Associated call
Content - Full summary markdown text
Created At - When summary was generated

Search Actions

Use these to fetch additional data in multi-step Zaps:

Get Call - Fetch call metadata
Get Call Summary - Fetch full summary content
Get Call Transcript - Fetch complete transcript with speaker attribution
Get Call Attendees - Fetch participant details (names, emails, IDs)

Pushing Data to BuildBetter with Webhooks

Use Zapier’s “Webhooks by Zapier” action to send data to BuildBetter’s Feedback Ingestion API.

Step-by-Step: Create Feedback from Any App

Set Up Your Trigger
- Choose your source app (e.g., Typeform, Zendesk, Google Forms)
- Select the trigger event (e.g., “New Response”, “New Ticket”)
Add Webhooks by Zapier Action
- Click ”+” to add an action
- Search for “Webhooks by Zapier”
- Select “POST” method
Configure the Webhook URL:
```
https://api.buildbetter.app/v3/rest/feedback-sources/{FEEDBACK_SOURCE_ID}/records
```
Replace {FEEDBACK_SOURCE_ID} with your feedback source ID Headers:
```
X-BuildBetter-Api-Key: YOUR_API_KEY
Content-Type: application/json
```
Data (as JSON): See examples below for different use cases
Test and Enable
- Test the webhook with sample data
- Turn on your Zap

Common Zapier Workflows

Example 1: Typeform to BuildBetter

Use Case: Import NPS survey responses Trigger: Typeform - New Entry Action: Webhooks by Zapier - POST Webhook Configuration: URL:

https://api.buildbetter.app/v3/rest/feedback-sources/123/records

Headers:

X-BuildBetter-Api-Key: YOUR_API_KEY
Content-Type: application/json

Data (JSON):

{
  "display_ts": "{{zap_meta_human_now}}",
  "external_id": "typeform-{{response_id}}",
  "fields": [
    {
      "category": "identity",
      "type": "string",
      "name": "email",
      "value": "{{email}}"
    },
    {
      "category": "content",
      "type": "integer",
      "name": "nps_score",
      "value": "{{nps_score}}"
    },
    {
      "category": "content",
      "type": "string",
      "name": "feedback",
      "value": "{{feedback_text}}"
    },
    {
      "category": "metadata",
      "type": "string",
      "name": "survey_name",
      "value": "Q1 2025 NPS"
    }
  ]
}

Since we’re using email in the identity field, BuildBetter will automatically find or create a person with that email.

Example 2: Zendesk Tickets to BuildBetter

Use Case: Import support tickets for analysis Trigger: Zendesk - New Ticket Action 1: Webhooks - PUT (Create/Update Person) Action 2: Webhooks - POST (Send Feedback) Action 1 - Create Person: URL:

https://api.buildbetter.app/v3/rest/people

Headers:

X-BuildBetter-Api-Key: YOUR_API_KEY
Content-Type: application/json

Data:

{
  "first_name": "{{requester_first_name}}",
  "last_name": "{{requester_last_name}}",
  "email": "{{requester_email}}",
  "boundary": "external",
  "company": {
    "name": "{{organization_name}}",
    "domain": "{{organization_domain}}"
  }
}

Action 2 - Send Ticket: URL:

https://api.buildbetter.app/v3/rest/feedback-sources/123/records

Headers:

X-BuildBetter-Api-Key: YOUR_API_KEY
Content-Type: application/json

Data:

{
  "person_id": "{{person_id}}",
  "display_ts": "{{created_at}}",
  "external_id": "zendesk-{{ticket_id}}",
  "fields": [
    {
      "category": "content",
      "type": "string",
      "name": "subject",
      "value": "{{subject}}"
    },
    {
      "category": "content",
      "type": "string",
      "name": "description",
      "value": "{{description}}"
    },
    {
      "category": "metadata",
      "type": "string",
      "name": "ticket_id",
      "value": "{{ticket_id}}"
    },
    {
      "category": "metadata",
      "type": "string",
      "name": "priority",
      "value": "{{priority}}"
    },
    {
      "category": "metadata",
      "type": "string",
      "name": "status",
      "value": "{{status}}"
    }
  ]
}

Example 3: Google Forms to BuildBetter

Use Case: Import customer feedback surveys Trigger: Google Forms - New Response Action: Webhooks by Zapier - POST Webhook Configuration: URL:

https://api.buildbetter.app/v3/rest/feedback-sources/125/records

Headers:

X-BuildBetter-Api-Key: YOUR_API_KEY
Content-Type: application/json

Data:

{
  "display_ts": "{{timestamp}}",
  "external_id": "gform-{{response_id}}",
  "fields": [
    {
      "category": "identity",
      "type": "string",
      "name": "email",
      "value": "{{email_address}}"
    },
    {
      "category": "content",
      "type": "string",
      "name": "product_feedback",
      "value": "{{what_do_you_think_of_our_product}}"
    },
    {
      "category": "content",
      "type": "string",
      "name": "feature_request",
      "value": "{{what_features_would_you_like}}"
    },
    {
      "category": "metadata",
      "type": "string",
      "name": "source",
      "value": "Google Forms Feedback Survey"
    }
  ]
}

Example 4: Slack Messages to BuildBetter

Use Case: Capture important Slack feedback manually Trigger: Slack - New Saved Message (or New Reaction) Action: Webhooks by Zapier - POST URL:

https://api.buildbetter.app/v3/rest/feedback-sources/126/records

Headers:

X-BuildBetter-Api-Key: YOUR_API_KEY
Content-Type: application/json

Data:

{
  "display_ts": "{{timestamp}}",
  "external_id": "slack-{{channel_id}}-{{ts}}",
  "fields": [
    {
      "category": "identity",
      "type": "string",
      "name": "email",
      "value": "{{user_email}}"
    },
    {
      "category": "content",
      "type": "string",
      "name": "message",
      "value": "{{text}}"
    },
    {
      "category": "metadata",
      "type": "string",
      "name": "channel",
      "value": "{{channel_name}}"
    },
    {
      "category": "metadata",
      "type": "string",
      "name": "permalink",
      "value": "{{permalink}}"
    }
  ]
}

Example 5: BuildBetter Call → Slack Notification

Use Case: Notify team when important calls are recorded Trigger: BuildBetter - New Call Filter: Only if tags contain “customer-feedback” Action: Slack - Send Channel Message Slack Message:

New customer feedback call recorded!

Title: {{name}}
Summary: {{short_summary}}
Duration: {{asset_duration_seconds}} seconds
Tags: {{tags__name}}

View call: {{url}}

Understanding Feedback API Field Structure

When pushing data to BuildBetter, use this field structure:

Field Categories

identity - Used to match people (email, user_id, etc.) - BuildBetter will auto-create person if needed
content - The actual feedback content (comments, messages, responses)
metadata - Additional context (priority, source, tags, channel, etc.)
created_at - Timestamp fields
identifier - External references (ticket IDs, response IDs)

Field Types

string - Text content
integer - Whole numbers (NPS scores, ratings)
float - Decimal numbers
boolean - True/false
date - Date only (YYYY-MM-DD)
datetime - Full timestamp (ISO 8601)
json - Structured data

Person Matching

You have two options for matching people: Option 1: Use identity fields (simpler)

{
  "fields": [
    {
      "category": "identity",
      "type": "string",
      "name": "email",
      "value": "customer@example.com"
    }
  ]
}

BuildBetter will automatically find or create a person with this email. Option 2: Create person first, then use person_id

{
  "person_id": 456,
  "fields": [...]
}

Troubleshooting

BuildBetter Zapier App Issues

“Can’t connect BuildBetter account”

Make sure you’re logged into BuildBetter
Verify you have at least one organization
Check that you have admin access
Try reconnecting in Zapier

“No calls appearing in trigger test”

Ensure you have processed calls in BuildBetter
Check that calls are in the selected organization
Verify the trigger is set to the correct event type

“Trigger not firing for new calls”

Zapier checks every 5-15 minutes depending on your plan
New calls must be fully processed (transcript + summary complete)
Check Zapier task history for errors

Webhook/API Push Issues

“401 Unauthorized”

Verify your API key is correct
Check the header is X-BuildBetter-Api-Key (exact capitalization)
Ensure the API key hasn’t been revoked
Regenerate the key if needed

“404 Not Found”

Check that the feedback source ID exists
Verify the URL is correct: /v3/rest/feedback-sources/{id}/records
Make sure the feedback source wasn’t deleted

“400 Bad Request”

Verify JSON syntax is valid
Check that all field types match (string, integer, etc.)
Ensure required fields are present (display_ts, fields array)
Remove any null or undefined values

“Person not being created”

Include email in an identity category field
Or create person first with PUT /v3/rest/people
Check that email format is valid

“Duplicate records”

Use unique external_id for each record
Format: {source}-{unique-identifier} (e.g., “typeform-12345”)
BuildBetter will skip duplicates with same external_id

Best Practices

For Pulling Data from BuildBetter

Use Filters Add Zapier filter steps to only process specific calls:

Filter by tags (e.g., only “customer-feedback” calls)
Filter by duration (e.g., calls longer than 10 minutes)
Filter by participants (e.g., calls with external attendees)

Combine Searches Use search actions to fetch additional data:

Trigger: New Call
Action: Get Call Transcript (to get full text)
Action: Get Call Attendees (to get participant emails)
Action: Send to destination app

For Pushing Data to BuildBetter

Use Consistent Field Names

Use snake_case for field names
Keep field names consistent across records
Document your field schema for your team

Include Metadata Add context fields to make feedback searchable:

Source system (e.g., “zendesk”, “typeform”)
Priority or urgency
Product area or category
Original URL or link

Set Display Timestamp Always include display_ts with the original creation time:

"display_ts": "{{created_at}}"

Or use Zapier’s timestamp: "{{zap_meta_human_now}}" Use External IDs Prevent duplicates with unique external IDs:

"external_id": "zendesk-ticket-{{ticket_id}}"

Test with Sample Data Before turning on your Zap:

Test with real sample data
Verify records appear in BuildBetter
Check that people are being created/matched correctly

Example Zap Combinations

Support Ticket Analysis

Trigger: Zendesk - New Ticket Action 1: Webhooks - Create Person in BuildBetter Action 2: Webhooks - Send Ticket to BuildBetter Action 3: Slack - Notify team in #customer-feedback

NPS Survey Tracking

Trigger: Typeform - New Entry Filter: Only if NPS score < 7 (detractors) Action 1: Webhooks - Send to BuildBetter Action 2: Slack - Alert customer success team

Product Feedback Loop

Trigger: Google Forms - New Response Action 1: Webhooks - Send to BuildBetter Action 2: Notion - Create database entry Action 3: Linear - Create issue (if critical feedback)

Call Summary Distribution

Trigger: BuildBetter - New Call Summary Filter: Only if tags contain “sales” Action 1: Slack - Post to #sales-team Action 2: Google Sheets - Add row to sales log Action 3: HubSpot - Create note on contact

Rate Limits

BuildBetter Zapier App (Triggers)

Polls every 5-15 minutes (depending on your Zapier plan)
Returns up to 100 items per poll
No additional rate limits

Feedback Ingestion API (Webhooks)

100 requests per minute
1 record per request
10KB per field value limit

Getting API Keys

Organization API Key:

Go to Settings → API in BuildBetter
Click “Generate API Key”
Copy and save securely
Use in X-BuildBetter-Api-Key header

Scope:

Organization API keys have access to all data in your organization
Keep them secure - don’t expose in public repositories
Rotate keys periodically for security

Feedback Ingestion API - Full API reference
GraphQL API - Query BuildBetter data directly
Webhooks - Real-time notifications from BuildBetter

Support

Need help with Zapier integration?

Check Zapier task history for error details
Verify API key and feedback source ID
Test API calls with curl before creating Zaps
Contact BuildBetter support with your Zap configuration and error messages

Overview

Call Recordings

Support & Ticketing

Documentation

CRM

Communication

BI & Analytics

Office Suite

Project Management

Customer Data Platforms

Forms & Surveys

Spreadsheets & Data

Files & Storage

Social & Community

Software Reviews

Automation

​What It Does

​1. BuildBetter Zapier App (Pull Data from BuildBetter)

​2. Webhooks/API Integration (Push Data to BuildBetter)

​Setup Instructions

​Option 1: Using BuildBetter Zapier App (Pull Data)

​Prerequisites

​Connection Steps

​Option 2: Push Data to BuildBetter (Using Webhooks)

​Prerequisites

​API Setup in BuildBetter

​Available Data from BuildBetter

​New Call Trigger

​New Call Summary Trigger

​Search Actions

​Pushing Data to BuildBetter with Webhooks

​Step-by-Step: Create Feedback from Any App

​Common Zapier Workflows

​Example 1: Typeform to BuildBetter

​Example 2: Zendesk Tickets to BuildBetter

​Example 3: Google Forms to BuildBetter

​Example 4: Slack Messages to BuildBetter

​Example 5: BuildBetter Call → Slack Notification

​Understanding Feedback API Field Structure

​Field Categories

​Field Types

​Person Matching

​Troubleshooting

​BuildBetter Zapier App Issues

​Webhook/API Push Issues

​Best Practices

​For Pulling Data from BuildBetter

​For Pushing Data to BuildBetter

​Example Zap Combinations

​Support Ticket Analysis

​NPS Survey Tracking

​Product Feedback Loop

​Call Summary Distribution

​Rate Limits

​BuildBetter Zapier App (Triggers)

​Feedback Ingestion API (Webhooks)

​Getting API Keys

​Related Documentation

​Support

What It Does

1. BuildBetter Zapier App (Pull Data from BuildBetter)

2. Webhooks/API Integration (Push Data to BuildBetter)

Setup Instructions

Option 1: Using BuildBetter Zapier App (Pull Data)

Prerequisites

Connection Steps

Option 2: Push Data to BuildBetter (Using Webhooks)

Prerequisites

API Setup in BuildBetter

Available Data from BuildBetter

New Call Trigger

New Call Summary Trigger

Search Actions

Pushing Data to BuildBetter with Webhooks

Step-by-Step: Create Feedback from Any App

Common Zapier Workflows

Example 1: Typeform to BuildBetter

Example 2: Zendesk Tickets to BuildBetter

Example 3: Google Forms to BuildBetter

Example 4: Slack Messages to BuildBetter

Example 5: BuildBetter Call → Slack Notification

Understanding Feedback API Field Structure

Field Categories

Field Types

Person Matching

Troubleshooting

BuildBetter Zapier App Issues

Webhook/API Push Issues

Best Practices

For Pulling Data from BuildBetter

For Pushing Data to BuildBetter

Example Zap Combinations

Support Ticket Analysis

NPS Survey Tracking

Product Feedback Loop

Call Summary Distribution

Rate Limits

BuildBetter Zapier App (Triggers)

Feedback Ingestion API (Webhooks)

Getting API Keys

Related Documentation

Support