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FSRevsFSRevs User Guide

Connect FSRevs to Zapier

The FSRevs Zapier app can start a Zap from selected FSRevs activity, synchronize Customers, and send Review Requests or Custom Forms. It uses a permission preset so you do not have to choose technical API permissions during normal setup.

Connect your FSRevs workspace

Section titled “Connect your FSRevs workspace”

Complete the integration prerequisites first. The connection owner needs API Access and access to the Locations and resources the Zap will use.

  1. In FSRevs, open Integrations.
  2. Choose Create Reusable Zapier Connection and confirm the action.
  3. Copy the complete one-time Connection Key, including the numeric prefix and the | character.
  4. In Zapier, add an FSRevs trigger or action and choose Connect a new account.
  5. For Workspace, enter the short name at the beginning of your FSRevs URL. For example, use acme for https://acme.fsrevs.com.
  6. Paste the complete Connection Key and test the account.
  7. Return to FSRevs and close the one-time key dialog only after the connection succeeds and the key is stored safely.

If you are an all-location workspace manager, creating the connection can enable API Access for your own Portal account as part of setup. Other Portal users need current API Access before the Zapier card is available.

Understand what the connection can do

Section titled “Understand what the connection can do”

The Zapier preset can:

  • Create and manage the webhooks used by FSRevs triggers
  • Read the current Customer, Review Request, or Custom Form request associated with a trigger
  • Find, create, and update Customers through Create or Update Customer
  • Send Review Requests to an explicitly supplied email address, mobile number, or both
  • Send an eligible Custom Form to an explicitly supplied email address, mobile number, or both

The actions available in Zapier determine what the connection can do, and supported capabilities may expand over time. Protect the Connection Key like a password and review every Zap before enabling it.

The connection always inherits its FSRevs owner’s current permissions. Removing access to a Location, Review Flow, Form, Customer, or request can stop future trigger data or current-record lookup for that resource.

Current permissions, monthly allowances, safety limits, and duplicate protection are checked again on every Zap run, so an older configured Zap stops immediately when access is removed.

Choose a trigger

Section titled “Choose a trigger”
Zapier trigger When it runs Scope choice
New Custom Form Submission A permitted Custom Form is completed All current and future Forms, or selected Forms
New Customer An FSRevs Customer is created Every Customer the connection may currently read
Updated Customer A public Customer field changes Every Customer the connection may currently read
Review Request Sent or Prepared FSRevs queues delivery or prepares one message in a sender’s email or text app All current and future Review Flows, or selected Flows
New Review Response A Review Request is completed for the first time All current and future Review Flows, or selected Flows
New Review Feedback Written feedback is first recorded for a Review Request All current and future Review Flows, or selected Flows
Review Destination Visited A customer continues from a Review Request to a review destination All current and future Review Flows, or selected Flows

Choosing All includes resources added later. Choosing Selected limits the trigger to the Forms or Review Flows you choose. Turning the Zap off removes its FSRevs webhook subscription; turning it on creates the subscription again.

Sent and prepared are different

Section titled “Sent and prepared are different”

Review Request Sent or Prepared exposes an Event Delivery Method:

  • FSRevs delivery means FSRevs queued the requested email or SMS. It does not confirm provider acceptance or delivery to the recipient.
  • Send from device means FSRevs prepared one email or text in the sender’s app. It does not confirm that the sender completed the send.

Opening a QR code or Smart Link does not run this trigger because no team member or integration created and sent that request.

Similarly, Review Destination Visited records a handoff to the destination; it cannot confirm that the customer posted a review there. A public Customer field means a field exposed through the authorized integration, not a Customer profile published on the web.

Test with new activity

Section titled “Test with new activity”

After connecting the trigger and choosing its scope, create one new matching activity in FSRevs. Inspect the trigger output and mapped fields before enabling later actions. Reconnecting a trigger does not backfill earlier events. For a sending action, test with contact details you control and verify the resulting request.

Create or update a Customer

Section titled “Create or update a Customer”

Use FSRevs → Create or Update Customer when another Zap step supplies Customer details. This action never creates or sends a Review Request, Custom Form, email, or SMS.

Ongoing synchronization

Section titled “Ongoing synchronization”

For a CRM, membership system, or another durable source:

  1. Enter a stable Source App / Account, such as HubSpot – Main Account.
  2. Map Customer Record ID dynamically from the preceding step to that source record’s stable ID.
  3. Map at least one Customer detail: Name, First Name, Last Name, Email, or Phone.
  4. Optionally map the source’s Last Updated or Last Modified time.

Keep Source App / Account unchanged after synchronization begins. Do not type one fixed Customer Record ID for every Zap run, and do not use an email address as the record ID. FSRevs remembers the combination of source and record ID so later runs update the same Customer even when contact details change.

FSRevs canonicalizes Source App / Account once at the API boundary and returns the canonical value. Zapier does not maintain a separate source-formatting rule. Treat the returned value and Customer Record ID as the durable identity pair.

When only Name is mapped, FSRevs derives First Name and Last Name. An explicitly mapped First Name or Last Name takes precedence over the corresponding derived value.

Last Updated must include a timezone and can be used only with Source App / Account and Customer Record ID. FSRevs safely ignores an older delayed update; updates with the same time and updates without a time process normally.

One-off intake

Section titled “One-off intake”

When the source has no stable Customer ID, leave both Source App / Account and Customer Record ID blank and map an exact email address or phone number. FSRevs safely matches one Customer or creates a new one without saving an external-reference link. Name by itself is not enough for one-off intake, and Last Updated must remain blank.

The action result tells you whether FSRevs created or updated the Customer, found no change, or ignored an older delayed update.

Send a Review Request

Section titled “Send a Review Request”

Choose FSRevs → Send Review Request, then select a Location and Review Flow. Map the Customer Name when available and map at least one explicit destination:

  • Customer Email sends email.
  • Customer Mobile Phone sends SMS.
  • Mapping both requests both channels.

Zapier never fills a missing destination from an existing FSRevs Customer. Testing this action sends a real message, so use a destination you control while configuring the Zap.

Send a Custom Form

Section titled “Send a Custom Form”

Choose FSRevs → Send Custom Form, select the Location Context when requested, and select an eligible Form. Global Forms remain available where your FSRevs configuration permits them. Map Customer Name when available and at least one explicit email or mobile destination.

Testing this action also sends a real message. The action does not expose Customer IDs, sender overrides, message templates, delivery-service settings, or a duplicate-warning bypass.

Understand sending failures

Section titled “Understand sending failures”
  • Recently sent means FSRevs found an equivalent request that is still pending or was provider-bound during the seven-day safety window. Outstanding pending work can remain protected longer than seven days so recovery cannot later create a duplicate. Zapier halts instead of retrying it.
  • Monthly allowance reached is an account limit and does not retry automatically.
  • A brief per-minute safety limit may retry after the delay supplied by FSRevs.
  • An hourly or 24-hour automation safety stop does not build a delayed-send backlog. Review the Zap and contact FSRevs if the expected volume is legitimate.

Every accepted action still follows the connection owner’s current Location and resource access. A stale Zap cannot bypass a later permission or feature change.

If Zapier reports Recently sent after a timeout, the original action may already have been accepted by FSRevs. Check FSRevs activity before manually retrying; the warning does not prove that the earlier delivery completed.

Understand action retries and replays

Section titled “Understand action retries and replays”

Each separate Zap action execution currently uses a separate random idempotency key because Zapier does not document a stable retry identifier for ordinary create actions. FSRevs does not derive that key from the Customer, destination, Flow, Form, payload, or a time window because doing so could block a legitimate later request.

An exact API retry with the same idempotency key can replay its stored response. A separate Zap execution usually has a different key, so it may not reproduce the original 201 Created response. Recipient recent-send protection remains independently authoritative and prevents that separate execution from contacting the recipient again.

If an action times out and a later execution reports Recently sent, the original action may have committed even though Zapier did not receive its response. Check FSRevs activity before manually retrying. This warning does not prove that final provider delivery completed, but it means you should not blindly create another send.

Troubleshoot a Zapier connection

Section titled “Troubleshoot a Zapier connection”

Zapier says the account cannot connect
Confirm that Workspace contains only the short workspace name and that Connection Key contains the complete show-once value. If the credential was revoked, expired, or its owner’s API Access was disabled, create or reconnect with a current key.

A Connection Key was replaced or revoked

The old key no longer works and triggers created with it are stopped. Reconnect the FSRevs account in Zapier and turn the intended Zaps back on so Zapier creates fresh trigger subscriptions. Events from the disconnected period are not backfilled.

A Form or Review Flow is missing
The connection owner may not currently have access to it. Resource choices also follow the owner’s Location scope.

A live trigger stopped on a missing resource
The Customer or request may have been deleted or become inaccessible after the event occurred. The trigger stops instead of substituting older data.

Different source records updated one Customer
Disable the Zap and inspect Customer Record ID first. A fixed value reused on every run identifies all those runs as one source record. That connection remains until it is deliberately removed.

Ask your technical partner to remove only the incorrect Customer reference before restarting the Zap. Unlinking preserves the Customer, but reliable relinking requires the next synchronization to contain a unique email or phone.

For your technical partner: use trigger data correctly

Section titled “For your technical partner: use trigger data correctly”

Each trigger verifies the signed FSRevs event and uses its Event ID as Zapier’s record ID so Zapier can recognize a repeated delivery of the same activity.

Trigger output deliberately contains two kinds of data:

  • Fields beginning with Event describe the occurrence when it happened. These timestamps, IDs, delivery method, rating, and similar values do not change later.
  • Current Customer, Current Review Request, or Current Custom Form Request is looked up after the event arrives. It reflects what the connection can read at that time and may include later changes.

Review ratings are available as 0–100, 0–10, and 0–5 values so later Zap steps can use the scale they expect. Custom Form output preserves the complete current answer object and also provides simple answers as individual answer__... fields when possible.

Create or Update Customer returns created, updated, unchanged, or older_update_ignored.

Event Delivery Method uses fsrevs_delivery for FSRevs delivery and device_handoff for sending prepared in a team member’s app.

The Integration API can list and unlink one explicitly identified Customer reference. There is no bulk-clear endpoint.

If the referenced current resource was deleted or is no longer readable, the live trigger stops instead of silently substituting the limited event data.

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