🧠 Work Smarter: 6 Zapier Tricks That Will Save You Hours

Zapier is my ⚡️secret weapon⚡️ for keeping everything in sync… minus the hassle.

Think of it as a digital middleman, connecting your favorite tools so they work together automatically (or automagically?)—no more manual data entry, no more wasted time.

Instead of bouncing between apps and copy-pasting info, Zapier does the heavy lifting, moving data where it needs to go in the background.

I use a mix of tools—WordPress, ActiveCampaign, Notion, Google Drive, Attio (my CRM), Zoom, Slack, and more.

Trying to keep everything updated manually?

No thanks. 

That’s where Zapier comes in.

Here’s 6 ways you can automate. 👇🏼

1️⃣  Better Outreach To Potential Customers

Instantly → Attio: Add Interested Contacts to My CRM

I use Instantly for cold outreach, but I don’t want every new contact automatically added to Attio—only those marked as "Interested", meaning they responded positively to a campaign.

✅ How I Set It Up:

• When a contact is marked as "Interested" in Instantly, a Zap automatically adds them to Attio.

• The contact is assigned the right attributes and added to a specific list for tracking.

This keeps my CRM clean and focused on meaningful connections.

📌 [RESOURCE] - Step-by-Step: Quick Customer Insights with AI (5-Minute Process)

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2️⃣ Never Miss A Notification

ActiveCampaign & WordPress Forms → Attio & Slack: Capture Leads Automatically

I use multiple forms on my website, including ActiveCampaign and WP Forms. Instead of manually transferring leads, I use Zapier to make sure every submission gets added to Attio automatically.

✅ How I Set It Up:

• A Zap triggers when someone fills out a form.

• The contact is added to Attio with relevant details.

• I can even assign follow-up tasks automatically!

💡 Pro Tip: Add a final step to ping the lead into Slack for an additional notification so you never miss a beat.

3️⃣ Security, Sorted.

Gmail → Slack: Get 2FA Codes Without Delays

Many of our tools require authentication codes that get sent to specific company emails, which not everyone has access to.

This became a challenge, especially when team members needed a code.

To fix this, I created a Zap that looks for emails matching certain criteria (e.g., subject line contains “Zoom Code” or “Urgent”) and sends them directly to a Slack channel.

Now, the right people get access to critical emails instantly, no matter the time zone.

✅ How I Set It Up:

• The Zap monitors Gmail for emails with key subject lines (like "Zoom Code").

• When a match is found, the email content is automatically forwarded to a Slack channel.

• This ensures that even if a team member is offline, others can still access important codes.

📌 [RESOURCE] - 5 Prompts That Solve Low Email Engagement ✋🏼

4️⃣ Tracking Automated

Beehiiv → Attio: Track Key Subscribers

Beehiiv is our newsletter platform of choice, we wanted to help certain types of subscribers—like those in education or with specific job titles. Instead of manually sorting through lists, Zapier automates the process.

✅ How I Set It Up:

• A Zap triggers when a new subscriber meets my criteria, such as having an email address that ends in .edu or a job title like CMO.

• The subscriber is added to Attio as a contact and categorized for easy tracking.

5️⃣  Never Miss A WORD

Zoom → Asana: Keep Track of Call Recordings

I have a lot of calls and like to keep recordings organized. Instead of manually saving links, I use Zapier to send Zoom recordings straight to Asana.

✅ How I Set It Up:

• When a new Zoom recording is available, a Zap automatically creates a task in Asana.

• The recording is linked in the task, so my team knows where to find it.

• This also gives the team the link needed to be able to move that task to the correct client project in Asana.

6️⃣ Team Reminders, Sorted

Notion → Slack: Automate Client Follow-Ups

Client onboarding is important, and I don’t want to forget key follow-ups. I set up a Zap to remind my team when a client hits their 30-day mark.

✅ How I Set It Up:

• A Zap triggers when a client’s start date is updated in Notion.

• A delay is added so the reminder triggers 30 days later.

• A Slack message is sent to my team, reminding them to check in.

⚒️ [TOOL RECOMMENDATION] - The Ultimate ‘Second Brain’ Tool: Notion for Organization & Project Management

⚡️ Quick Action Steps

Zapier isn’t just a tool—it’s an edge. It eliminates the grunt work, keeps things moving, and ensures nothing falls through the cracks.

The best part?

Once it’s set up, it runs on autopilot, freeing me up for bigger things.

If you’re not using Zapier yet, pick one tedious task and automate it.

Let me know what you’re automating first, we read EVERY email.⚡