A green Zap, a successful workflow run, or an HTTP 200 does not prove that a usable lead was created in Hot Prospector. It proves only that one checkpoint succeeded.
Use one brand-new test lead to identify the exact checkpoint that failed. Do not keep resending an old contact: Hot Prospector may update the existing lead instead of creating another one.
START HERE: WHICH ROUTE ARE YOU USING?
These routes are different. The correct checks depend on the route.
• Hot Prospector action in a Zap — Hot Prospector Zapier app/API. Check the connected HP account and the group, tags, pipeline, and fields selected in the Zap. Global Webhook Count does not apply.
• Webhooks by Zapier, a GHL workflow, Make, or another tool posting to a URL copied from Global Webhook — Global Webhook. Check the matching Global Webhook entry, type, sub-account, status, mapping, destination settings, and Webhook Count.
• A Zap posting to a URL copied from Hot Prospector's older Zapier configuration page — HP Zapier webhook campaign. Check the matching Zap entry, source/API type, Enabled status, assignee or group, tags, and pipeline. Global Webhook Count does not apply.
• Native GHL integration with no Zap or custom webhook action — GHL CRM Sync. Use the GHL ↔ Hot Prospector sync guide (https://intercom.help/YourCRMKB/en/articles/16796139-ghl-hot-prospector-sync-fix-missing-leads-tags-fields-messages-calls-and-recordings).
Important: A Zap is not automatically “CRM Sync.” If a Zap calls a Global Webhook URL, it is using the Global Webhook route.
THE FIVE-CHECKPOINT TEST
Before changing anything, record:
• a brand-new test name with a unique email and phone/mobile number;
• the exact source, Zap, workflow, form, or GHL sub-account;
• the expected HP account, group, tags, and pipeline status;
• the send time and timezone;
• the source run link or screenshots of Data In, Data Out, and the response body;
• the HP Webhook Count before the test, if this is the Global Webhook route.
Use a number whose country code is enabled in the Hot Prospector account. Confirm that the account can still add leads. If either point is unknown, include it in the support handoff instead of guessing.
Never send support your password, API key, or the full private webhook URL. Hide credentials and the unique token at the end of the webhook URL in screenshots.
CHECKPOINT 1 — DID THE SOURCE TRIGGER RUN?
Create one new row, form submission, or GHL contact after the Zap/workflow is published.
• No run exists for that exact test: fix the source trigger, filter, or unpublished Zap/workflow.
• A run exists: record its timestamp and continue.
• For Google Sheets, if columns or headers changed after the Zap was published, refresh the trigger/action fields and republish before the new-row test. If the sheet is in a Shared Drive, confirm that the selected trigger supports that drive type.
CHECKPOINT 2 — DID IT USE THE CORRECT DESTINATION?
Open the destination action and compare it with the saved setting in the intended Hot Prospector account.
For a Global Webhook:
• Use the Global Webhook URL for creating or updating leads.
• Do not use the Global Tags Webhook URL to create leads. That endpoint only updates tags for an existing GHL-linked contact.
• Confirm the matching entry is Subscribed, uses the intended type (GHL or default), and—when type is GHL—is bound to the intended sub-account.
• Confirm the saved group, tags, and pipeline are the desired destination.
For the Hot Prospector Zapier app:
• Confirm the Zap is connected to the intended HP account.
• Confirm its lead-creation action uses the intended group, tags, pipeline, and field values.
For an HP Zapier webhook campaign:
• Confirm the exact Zap entry is Enabled.
• Confirm its selected source/API type matches the incoming form or application.
• Confirm the assigned user/group, tags, and pipeline are correct.
CHECKPOINT 3 — WHAT DID HOT PROSPECTOR ACTUALLY RETURN?
Read the response body, not only the HTTP status.
• {"status":"error","reason":"Invalid JSON payload"} — The request body was not valid JSON. Nothing was queued.
• {"status":"rejected","reason":"Missing email, phone, or mobile"} — The request did not contain a usable top-level email, phone, or mobile value. Nothing was queued.
• {"status":"received"} — The endpoint received the request and released the sender. HP then attempts to match and process it. This is not proof that it matched a saved webhook or that a lead was added or updated.
• {"status":"ignored",...} from the Global Tags URL — The tag-only request was missing required GHL data, invalid, or did not match a location. It is not a lead-creation result.
• Blank or unexpected result — Recheck the exact URL, saved entry, account, and status. Preserve the run and response for support.
After returning received, HP attempts to route and process the Global Webhook request in the background. It can still stop because the URL does not match a saved webhook, the account or webhook is inactive/disconnected, the GHL location does not match, Custom API is selected as the lead-creation priority for that GHL location, the account has no remaining lead capacity, or the phone's country code is outside the account's enabled dialing regions.
CHECKPOINT 4 — DID HP PROCESS AN ADD OR UPDATE?
For the Global Webhook route, compare Webhook Count before and after the fresh test, using a date range that includes the test.
• Count stayed at zero or did not increase: the request did not reach the counted add/update stage for that saved webhook. Recheck the route, exact saved entry, status, sub-account, lead-creation priority, lead capacity, and dialing region. If those are correct, escalate with the evidence package below.
• Count increased: HP reached the add/update path. This still does not prove that a brand-new lead was created or that every field was correct. A matching email or phone may have caused an existing lead to be updated.
For the Hot Prospector Zapier app and the older HP Zapier webhook campaign, Global Webhook Count is not the correct checkpoint. Continue directly to the exact destination search.
CHECKPOINT 5 — WHAT EXISTS AT THE DESTINATION?
Search all Hot Prospector contacts by the test lead's exact phone/mobile and email.
• A lead exists: open it and verify its group, tags, pipeline, and test fields.
• An older lead exists: the request may have updated that lead instead of creating a duplicate. Check its notes and recent changes.
• A Global Webhook note says “Lead Added via Global Webhook”: the lead was created through that path.
• A note says “Lead Information Updated via Global Webhook”: an existing lead matched and was updated.
• The lead exists but the dialer will not serve it: ingestion succeeded. Continue with the dialer eligibility guide (https://intercom.help/YourCRMKB/en/articles/16795802-why-the-dialer-shows-fewer-leads-or-stops-dialing).
• No matching lead exists: do not close the issue based on a green Zap or received response. Use the result branches below.
RESULT BRANCHES
SOURCE RUN IS MISSING
Fix the trigger/filter, publish the workflow, and test with a new source event. Hot Prospector cannot process a request that was never sent.
WRONG ENDPOINT WAS USED
Replace it with the exact URL from the correct HP configuration. The Global Tags URL cannot create a lead. Do not paste the private URL or token into the support conversation.
GLOBAL WEBHOOK RETURNED RECEIVED, BUT COUNT STAYED UNCHANGED
Confirm all of the following once:
1. The saved webhook is Subscribed.
2. The type and GHL sub-account, if used, are correct.
3. The URL belongs to that saved HP account and webhook.
4. The account has remaining lead capacity.
5. The test number's country code is enabled in Dialing Regions.
6. Lead Create Priority is not set to Custom API for that GHL location.
If all six are true and the fresh lead is still missing, send the evidence package below to support. Repeating the same request or reconnecting an unrelated integration will not identify the failed stage.
COUNT INCREASED, BUT NO NEW LEAD APPEARS
Search again by exact phone and email. The most likely explanation is that an existing record matched and was updated. Use a genuinely unique phone/email for the control test.
If there is no matching record anywhere, escalate with the count change, exact time, and sanitized request/response.
LEAD ARRIVED IN THE WRONG GROUP, WITH THE WRONG TAGS, OR WRONG PIPELINE
Compare the lead with the destination values saved on the exact Global Webhook or Zap entry. These values are applied by the destination configuration; they are not proof that a same-named source value was mapped automatically.
Also check the lead's notes. A lead created from an SMS conversation can land through a different path than the formal lead webhook, which explains why it may appear as Unassigned even though the Global Webhook is configured differently.
LEAD ARRIVED, BUT STANDARD OR CUSTOM FIELDS ARE BLANK
1. Confirm the values were populated in the source before the source action ran.
2. Compare the source's exact top-level key with the saved HP field mapping. Key spelling and case matter.
3. For a default Global Webhook with no saved map, use HP's standard keys such as first_name, last_name, email, phone, mobile, city, state, zip, address, company, website, additional_info, title, and contact_source.
4. For the Global Webhook route, send tags as comma-separated text rather than a JSON array.
5. Test one standard field and one custom field on a new lead.
The list-page label Mapping Completed only means mapping data has been saved. It does not prove that every source key is correct or that every value is populated.
If using Auto Map GHL Custom Fields, review important mappings after it completes; auto-mapping is not guaranteed to be exact. If Auto Map repeatedly returns an error on a saved GHL webhook after the location's fields have been synced, preserve the entry name, sub-account, time, and screenshot and escalate.
MULTIPLE DELIVERIES OCCUR FOR ONE SOURCE LEAD
Check whether more than one source workflow can fire for the same contact. Hot Prospector may update an existing lead when email, phone, or mobile matches, but repeated workflows can still repeat field, tag, automation, or queue activity. Disable accidental duplicate source triggers only after identifying which workflows fired.
PROBLEMS YOU CAN CORRECT AND RETEST
You can safely correct the applicable setting and run one fresh test when the evidence shows:
• the source trigger never ran;
• the wrong HP route, saved webhook, or tag-only endpoint was used;
• the webhook/Zap entry was disabled or unsubscribed;
• the response explicitly reports invalid JSON or a missing identifier;
• the country code or account lead capacity blocks new-lead creation and the account administrator can correct it;
• an exact-key mapping error is visible;
• the “missing” lead is an existing match that was updated;
• the lead was created correctly and only its dialer eligibility remains.
A new destination check proves whether the correction worked. A green source run or an HP received response alone does not prove that the lead reached its intended destination.
WHEN TECHNICAL SUPPORT IS NEEDED
Contact support after one complete fresh test when you have already collected:
• the exact route and saved HP entry;
• a unique test phone/email;
• the source run time and timezone;
• sanitized Data In/payload, Data Out, and response body;
• destination settings and status;
• Webhook Count before/after when applicable;
• the exact HP search result;
• lead capacity and dialing-region confirmation when a new lead is missing.
A controlled comparison needs technical review when the same source values and workflow work for one saved webhook but fail for another, or when correct manual mappings still produce blank values and Auto Map fails repeatedly. Include both results so the team can investigate the difference without asking you to recreate the same mapping evidence.
COPY THIS EVIDENCE PACKAGE INTO SUPPORT
Route: [HP Zapier app / Global Webhook / HP Zapier webhook campaign / GHL CRM Sync]
HP account and saved entry: [account / entry title; no private token]
Source and sub-account: [Zap, form, workflow, or GHL location]
Unique test lead: [name / phone / email]
Expected HP destination: [group / tags / pipeline]
Test time: [timestamp and timezone]
Source run: [trigger result and run link]
Response body: [exact result]
Webhook Count: [before / after / not applicable]
HP result: [not found / existing lead updated / wrong destination / fields blank / not dialable]
Checks completed: [Subscribed/Enabled, route, location, capacity, dialing region, mapping]
Evidence: [sanitized screenshots or payload]
This package lets support investigate the exact stage that failed without requesting account passwords, repeating questions, or scheduling a screen-share just to gather the basics.