🤓 Prerequisites
Before getting started, make sure you have the following:
An active Zapier account (a paid plan is required for certain features)
An Advanced or Business paid Waalaxy subscription is necessary for API Integration.
Your Waalaxy API Key
A LinkedIn Profile URL is required for every prospect import.
How to connect Zapier with Waalaxy?
Step 1 - Getting ready
To start your setup, you first must generate a unique API key within your Waalaxy account.
Click the Gear Icon (Settings) > Integrations.
Click the blue + Create new API key button.
Enter a descriptive name (e.g., "Zapier Integration") and click Generate key.
Click Copy and close. Store this key securely; you will need it to authenticate the Zapier action.
If you need more details on how to set this up, you can easily check our step-by-step guide.
Step 2 - Configure your Waalaxy Zap action
Once your trigger (e.g., a new lead in a Google Sheet or CRM) is set up, you must define the Waalaxy action.
In the Zapier editor, click on the + Action button in the box that says “Select the event for your Zap to run”. This allows you to choose what should happen after the trigger runs.
2. Search for Waalaxy (1.0.0) Invite only and select it.
Once the action created, you'll need to se it up as follows:
Under Action event select Import a prospect in the Waalaxy CRM.
Click on the Select button under "Account", enter your API key from Waalaxy and confirm Yes continue to Waalaxy (1.0.0).
When prompted to connect your account, paste the API Key you generated in Step
Step 3 - Configure the required fields for the import into Waalaxy
This step defines how data is handled and where prospects land within your Waalaxy workspace.
LinkedIn URL: Map the field from your trigger that contains the prospect's profile link. This is a mandatory field for a successful import.
Next, configure the other action inputs:
In the Prospect List field, click on Choose value…
This is also a mandatory field to successfully import your data
In the tab that opens, you can use the Search bar to find the list you want to map.
Matching lists will appear below.
Click on the prospect list where you want new contacts to be added.
The window will close automatically after selection.
In the Allow Team Duplicates field, configure how the system should behave when a prospect is already in the list of one of your teammate:
Select True if you want the prospect to be imported even if a teammate already has this prospect in Waalaxy.
Select False to prevent duplicates across your team.
In the Move Existing Prospects field, select the behaviour a prospect already present in one of your lists should have:
Select True if you want prospects already in your Waalaxy account to be moved from the original list to the newly selected list.
Select False if you don’t want them moved.
In the Campaign dropdown, choose the campaign where the imported prospect should be added. This step is optional.
Add Existing Prospects to Campaign lets you choose if prospects who are already in your Waalaxy account have to be added to the campaign too.
Select True if you want prospects already in your Waalaxy account to be added into a campaign
Select False if you do not want them to be added to the campaign.
Once all required fields are configured, you can choose to map custom data according to the data you wish to be imported into Waalaxy. Then click on Continue.
Step 4: Test the step to confirm your API key works
Validation and Activation
Before going live, verify that the data mapping is accurate.
Click Test Step.
Verify in Waalaxy that a test prospect has appeared in your designated list.
Once the message "A Prospect was sent to Waalaxy" appears, click Publish.
Each time a new contact is created in the tool chosen for the trigger, Zapier will automatically send that contact’s LinkedIn URL to Waalaxy and import the prospect accordingly into the desired prospect list and campaign (optional) 👌
You're all set, well done👌
FAQ
If your leads are not appearing in Waalaxy or your Zapier test fails, review the following technical checkpoints to resolve the issue:
Authentication Failed: Your API Key may be incorrect or has been deleted in Waalaxy. Go to Settings > Integrations, generate a new key, and update the connection in Zapier.
Missing LinkedIn URL: This is the only mandatory field. If your trigger source (e.g., a Typeform or CRM) does not provide a valid LinkedIn Profile URL, the import will fail.
Duplicate Management: If a prospect is already in your CRM, they may be blocked based on your "Allow Team Duplicates" or "Move Existing Prospects" settings. Set these to True if you want to force an update.
API Key Security: For your protection, Waalaxy hides your API key once the generation window is closed. If you didn't save it, simply delete the old one and generate a fresh key.
Sync Latency: While usually near-instant, please allow up to 5 minutes for prospects to appear in your Waalaxy list after a successful Zapier run.