Connect Any Web Form to BytePhase with Zapier (Google Forms, Typeform & More)

Zapier links BytePhase to thousands of other apps without code. This guide connects a Zapier trigger — a Google Form here, but the same steps work for any app Zapier supports — to BytePhase, so every submission becomes a Lead or a Self Check-in automatically.

What You’ll Need

• A BytePhase account with access to Settings → Integrations
• A Zapier account. The Webhooks by Zapier action this uses is a premium Zapier feature
• The app you want to send data from — a Google Form in this walkthrough
• About 15 minutes

What the Zapier Integration Does

Zapier posts each submission to BytePhase, which turns it into a Lead (an enquiry to chase) or a Self Check-in (a pending check-in your team converts into a job when the device arrives). It is one-way into BytePhase.

Worth knowing before you build: unlike the Typeform, JotForm and Tally.so integrations, this route has no submission-ID de-duplication. If Zapier retries a step, BytePhase has no provider ID to recognise it by — only the duplicate policy you set in Step 7 (matching on email or mobile) stops a second record being created. Keep that in mind when designing retries.

How the Zapier Integration Works

Step 1: Open the Zapier Card in BytePhase

Log into BytePhase and go to Settings → Integrations. Under Website & Forms you’ll find a Zapier card. Click Connect to start the setup wizard.

Step 2: Choose Where Submissions Land

The wizard opens on Destination, and it comes first because everything after it depends on the answer. Choose Self Check-in if the submission should open a job for a device that is coming in, or Lead if it should raise an enquiry. Your Zap then sends the matching value in the destination field. You are not choosing once and for all — see running both side by side below.

Step 3: Copy Your Endpoint URL and API Key

The wizard’s Connect step shows the endpoint:

https://<tenant>.api.bytephase.com/api/<tenant-slug>/integrations/submit

and generates an API key alongside it. Copy the key now — it is shown only once. If you lose it, generate a new one from the wizard. Treat it like a password: keep it out of screenshots, emails, chat messages and Git repositories.

Step 4: Create Your Zap

Configure the Trigger

Inside Zapier:

1. Click Create
2. Select Zap
3. Choose Start From Scratch

Trigger Settings

Do not select

New or Updated Form Response

Editing an existing submission would create duplicate leads.

Connect your Google account.

Select your customer enquiry form.

Click:

Test Trigger

Zapier should retrieve a recent submission.

When successful, click:

Continue with selected record

No Sample Data?

If Zapier cannot find a sample:

1. Submit your form yourself.
2. Return to Zapier.
3. Click Test Trigger again.

Step 5: Configure the Webhooks by Zapier Action

Add an action, choose Webhooks by Zapier, and select POST.

• URL — the Endpoint URL from Step 3
• Payload Type — Json
• Wrap Request In Array — No
• Unflatten — Yes

Add these headers:

• X-API-Key — your BytePhase API key from Step 3
• Content-Type — application/json
• Accept — application/json

Then send this body shape. Your fields go inside data:

{
  "form_id": "google-enquiry-form",
  "destination": "lead",
  "data": {
    "name": "John Doe",
    "email": "john@example.com",
    "mobile_number": "+1234567890",
    "device_type": "Laptop",
    "device_brand": "Dell",
    "device_model": "XPS 15",
    "serial_number": "ABC123",
    "comment": "Screen not working",
    "custom_fields": { "warranty_status": "Expired" }
  }
}

Set destination to lead or self_checkin to match what you chose in Step 2. Map each value on the right with Zapier’s variable picker rather than typing it.

Already running an older Zap? The previous /zapier/self-checkin endpoint with a flat body still works, so existing Zaps keep running. New ones should use the endpoint above.

Step 6: Send a Test and Map Your Fields

Run Zapier’s Test step once. Back in the BytePhase wizard the submission appears and every field you sent is listed. Because you are sending BytePhase’s own field names inside data, most rows match themselves — review them and point anything left over at the right field. Whatever you do not map is kept as a custom field rather than dropped.

Step 7: Set the Duplicate Policy and Activate

Choose how repeat submissions are handled. Lead defaults to skip a repeat (matched by email OR mobile + country code); Self Check-in defaults to create even for a returning customer (matched by mobile against any check-in still open). Given there is no submission-ID de-duplication on this route, this policy is your main protection against duplicates. Review the summary and click Activate integration.

Step 8: Add a Filter So Spam Never Reaches Your Team

Adding a filter prevents spam and incomplete submissions from reaching your Reception team.

Insert:

Filter by Zapier

Create these conditions:

• Full Name exists

AND

• Email Address exists

OR

• Mobile Number exists

Publish the filter.

Step 9: Publish Your Zap and Go Live

Click:

Publish

Submit a real form entry.

Within a few seconds you should see the lead automatically appear inside BytePhase.

Your automation is now live.

Run Self Check-in and Lead Side by Side

You do not have to pick one for the whole account. A single integration can serve several forms at once, each with its own destination and field map. BytePhase keys every entry by form and destination together, so one Zap can open Self Check-ins while another raises Leads, running in parallel.

Add the second form in the wizard, choose the other destination, and send the matching form_id and destination from that Zap. The Activity log records which destination each submission was routed to.

Field Mapping Reference

Troubleshooting

• 401 / rejected. Check the X-API-Key header has no stray spaces and matches the key from Step 3.
• Fields arrive empty. They must sit inside the data object — a flat body will not populate the new endpoint.
• Wrong record type. Check destination matches what you chose in Step 2.
• Duplicates after a retry. Expected on this route — there is no submission-ID check. Tighten the duplicate policy from Step 7.
• 429 Too Many Requests. The endpoint allows 60 requests per minute per integration.

Security & API Limits

• API keys are shown only once.
• Rotate keys immediately if exposed.
• Delete and recreate the integration to generate a new key.
• Rate limit: 60 requests per minute.
• Every successful submission automatically notifies your Reception user.
• API keys are tenant-specific and cannot be shared between BytePhase accounts.

Put Your Lead Capture on Autopilot

Once the Zap is live, every submission becomes a Lead or a Self Check-in in BytePhase automatically, with the device details attached. Open Settings → Integrations → Website & Forms and connect the Zapier card to get started.