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Zapier Extension

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Qtip: If you’re interested in purchasing this extension, check it out on the XM Marketplace!

About the Zapier Extension

Like many developers, Qualtrics has an app available for making “zaps” in Zapier. Zapier is a powerful software that allows you to connect to thousands of other apps, including Google sheets, Facebook, Quickbook, MailChimp, and more. Think of Zapier as a middle-man between Qualtrics and all the incredible software Zapier can connect with.

Example: You import a new contact into Amazon S3. You set up a zap so that when this happens, the contact is also automatically imported into Qualtrics. You make sure contacts are uploaded to a list that’s regularly distributing feedback surveys, ensuring your customers are always in the loop, even across platforms.
Qtip: Because this app is located inside Zapier, not Qualtrics itself, this page is filled with links to Zapier’s support documents. If you need additional help with functions that happen on Zapier, contact Zapier’s support team. If you need help with Qualtrics-specific functions, such as survey creation, search our Support Site, or contact the Qualtrics Support Team.

Connecting Zapier and Qualtrics

If you have purchased access to the Zapier extension, you can connect to Qualtrics via the Qualtrics app in Zapier.

  1. In your Zapier account, add the Qualtrics app.
  2. Build a zap.
  3. Add a Qualtrics trigger or action to your zap.
    Zapier is open. blue continue button in bottom-right
  4. Click Continue.
  5. Click Connect an Account to log into your Qualtrics account.
    Gray connect to an account button in the middle
  6. Enter your User ID.
    Fields in zapier for connecting to an account
  7. Enter your Organization ID.
  8. Enter your API Token.
    Warning: If you already have an API token in your Qualtrics account, be careful that you do not generate a new one!
  9. Add your Pool ID.
    Final fields and peach button to complete form at the bottom

    Qtip: You cannot connect your Qualtrics account to Zapier unless you have XM Directory or the new contacts. You will know if you have one of these features because you will be able to retrieve the Pool ID from the URL. If you are unable to add your account to Zapier, please contact your Brand Administrator to ensure you have the proper XM Directory account permissions and XM directory role permissions.
  10. When ready to sync, click Yes, Continue.

Types of Triggers

There is currently one Qualtrics event that can act as a trigger in Zapier: the submission of a survey response.

If you are curious about survey-building, check out these support pages:

Types of Actions

Zapier can currently complete three kinds of actions through the Qualtrics app:

Click on the name of an action above to learn how the feature works in Qualtrics, independent of Zapier.

Connecting Through Webhooks

Another way to connect Qualtrics and Zapier is to set up a webhook connection. There are a few reasons you may want to try this method instead, including:

  • You want to customize what data gets sent to Zapier.
  • You have a large number of workflows for the same survey.
Qtip: Zapier webhooks are especially recommended if you see timeout errors in your project’s workflows.

If you’d like to try connecting with webhooks, follow the steps below.

  1. Log into Zapier.
    Zapier homepage, create a zap button in the upper-left in orange
  2. Create a new zap triggered by a webhook.
    Image of a zap being created in Zapier

    Qtip: For more, see Zapier’s documentation on webhook triggers.
  3. Choose Catch Hook as the event.
    Window says "choose app and event" and under "webhooks by zapier" is an event dropdown
  4. Continue until you reach your webhook URL.
  5. Copy the webhook URL.
    Image of a URL with a copy button next to it
  6. In another tab, open Qualtrics.
    Homepage of Qualtrics
  7. Create a workflow that is event-based.
    Workflows page, highlighting the event-based option

    Qtip: We recommend using a survey response event. That means the zap will be triggered whenever a response is submitted to a chosen survey.
  8. Add a webservice task.
    A workflow that starts with a survey response event, then the plus sign is clicked so you can see the Add Task button
  9. Choose Non-authenticated web service.
    New window during web service setup
  10. Set the Request to POST.
    Request type and URL in a web service task
  11. Add the webhook URL.
  12. In the Body section, you can specify the fields that you would like to send to Zapier. The key is the name of the field that will be passed over to Zapier. Under value, you can enter a value, or you can use the piped text button ( {a} ) to set the value equal to survey answers or embedded data that the survey respondent provides.
    Body section of the web service setup

    Example: You want to pass over a respondent’s age. You set the key to “Age.” In
    Question 1 of your survey you ask for the respondent’s age, so you set the value to the piped text for Question 1.
    Qtip: Read more on Setting Up a Web Service Task and Piped Text.
  13. Click Add key-value pair to add more fields.
  14. Save your Qualtrics workflow.
  15. Finish setting up your zap’s actions in Zapier.
    Action step of creating a zap

If you need additional help with Zapier functionality, contact Zapier’s support team. If you need help with Qualtrics-specific functions, such as survey creation, search our Support Site, or contact the Qualtrics Support Team.