Founded by Steven Nelemans and Robin Salimans, Utopian Labs has been focused on building specialized AI models: faster, more efficient, and grounded in real-world use. Over time, their team developed a sharp intuition for what actually makes AI agents helpful in everyday workflows. To put it simply: their work stood out not for hype, but for practicality.

With this move, Steven and Robin will help accelerate our AI roadmap. Their experience building applied AI systems will help make automation even smarter and more accessible, continuing our mission to help people get real results from AI. 

When asked why Zapier, Steven told us, "We've spent the past few years deeply focused on AI. We've seen first-hand that adoption is what really matters. We've learned that AI today creates the most value when it fits naturally into your day-to-day processes. That's where we see the power of Zapier."

Robin added, "Zapier is perfectly positioned to fast-track how people adopt AI. We're excited to bring our experience in building specialized agents to help make that happen even faster."

Zapier co-founder and CTO Bryan Helmig shared, "Steven and Robin have been ahead of the curve on building AI that actually works for people. We're thrilled to have them join Zapier as we keep expanding what's possible with AI Orchestration."

As part of the transition, Utopian Labs will wind down its operations in the coming weeks.

We couldn't be more excited to have Steven and Robin on board, and we can't wait to show you what's next.

It's easy to let edge cases influence your decision-making—thinking you need the most technical tool for the few times your developers will want to code their way out of a tough problem.

And with enterprise software, it's tempting to assume you have to choose between power and ease of use. But that's not always true. The best automation platforms deliver both, scaling to meet complex enterprise needs while remaining intuitive enough for anyone to start building right away.

You can use either Zapier or Tray for enterprise automation, but while Tray is built for technical teams, Zapier lets anyone in your organization create the automation and AI solutions they need.

That's the gist, but let's look a little more at how Zapier and Tray compare in the ways that matter most for enterprise teams.

Table of contents:

• Zapier vs. Tray at a glance

• Tray is for technical users; Zapier speeds up adoption by empowering everyone

• Zapier is faster and easier to deploy

• Zapier provides a comprehensive AI orchestration platform

• Zapier connects with 20x more apps than Tray

• Zapier is far more cost effective

• Tray vs. Zapier: Which is best for your business?

Zapier vs. Tray at a glance

Both Zapier and Tray let you build powerful, complex automations and AI agents. The main difference is that Zapier is an accessible, no-code platform designed to empower everyone in your organization, whereas Tray offers a more developer-centric automation approach.

Here's a quick summary, but keep reading for a deeper comparison.

Tray is only for technical users; Zapier speeds up adoption by empowering everyone

Tray is geared toward technical users in large organizations. While developers might feel at home, Tray requires navigating complex options—including booleans, query strings, batch sizes, and dependencies—that make it inaccessible to non-technical teams.

Adding this level of complexity might be worth it in some circumstances. For example, Tray supports multi-level nested loops and offers lots of options for passing data between workflows. You can accomplish something similar with Sub-Zaps, Looping by Zapier, and Storage by Zapier, but for especially technical enterprise use cases, Tray offers greater precision for developers.

But just because Tray can handle complex edge cases doesn't mean it's the best choice for your entire organization. By choosing a developer-only automation tool, you confine all the energy, enthusiasm, and ideas around automation and AI to a small set of technical tinkerers in your IT department. Backlogs are an inevitable outcome as other departments come to rely on your developers to create and adjust workflows.

Zapier is different. Non-technical teams can easily create and manage their own workflows, creating a bottom-up approach to automation and AI that accelerates adoption. For example, your marketing team can use Zapier Copilot to create automations by using natural language to describe what they want, like "Convert form sign-ups into personalized email sequences."

After asking a few questions to clarify the integrations and processes needed, Copilot designs a workflow and suggests next steps.

With Zapier opening the door to automation self-service across your organization, IT teams can focus on the 20% of requests that require custom development instead of fielding basic support requests.

Zapier is faster and easier to deploy

Zapier Copilot is often the quickest way for non-technical users to get results, but the rest of Zapier's product stack is designed for speed, too.

Take Zapier's Typeform to Google Sheets template, for example. Just connect the apps, confirm the form you want to use, and Zapier automatically pulls your most recent Typeform submissions to streamline the rest of the setup process.

Once you've created a Google Sheet with appropriate column headings, just map your Typeform responses to the appropriate column in Google Sheets.

And of course, if you want to create any variations on this template, you can just ask Zapier Copilot to create one for you. This ease of use on Zapier extends to even the most complex automations you might build.

Tray has an equivalent Add Typeform survey responses to Google Sheets template, but it's not nearly as straightforward. You need to create a Typeform survey and Google Sheet that precisely map to the hardcoded values in Tray's static template. (For example, your Typeform survey must specifically include the question "What industry does your organization belong to?").

Once you've used Tray's static template to verify that all your connections, authentications, and triggers work properly, you need to adjust your project configuration to "dynamic workflow," delete all the content in your Google Sheet, and submit new questions and responses via Typeform.

Tray offers a total of 250 automation templates, but most are at least as complex to implement as the Typeform example—and they're almost entirely aimed at developers designing technical workflows.

Some of Tray's newest features, like its Agent Builder, are more geared toward quick deployment. You can launch relatively quickly using Tray's prebuilt agents and no-code building tools. But it still requires navigating far more configuration options than Zapier before publishing, which limits it to developers and extends deployment timelines.

Zapier provides a comprehensive AI orchestration platform

Zapier started as an automation tool, but it now offers a much broader suite of capabilities including:

• Agents to create your own AI assistants

• Chatbots for building chatbots to embed on your website

• Tables for storing and managing structured data

• Interfaces for building shareable forms, apps, and portals

• Canvas for visually mapping your business processes

Combining these features into holistic workflows is what makes Zapier so powerful. For example, Zapier's Employee Onboarding Template strings together Interfaces, Tables, Chatbots, and Zaps to create a holistic onboarding process. All of this happens within Zapier rather than requiring outside tools.

Even better, you can use Zapier Copilot to create custom multi-product workflows that automatically access any Zapier products you need. In the example below—a customer survey form that stores responses and sends email notifications—Copilot identified that three tools were needed:

• Interfaces to create a customer-facing form

• Table to store and organize responses

• Zaps and Email by Zapier to send outbound email notifications

Copilot then created a Canvas to orchestrate actions between the different products.

With Tray, this process is far less integrated. Since Tray doesn't offer integrated forms or spreadsheets, you'd have to design a manual automation connecting multiple third-party services to collect and store your data, then use Tray's Send Email connector to send a notification.

While Tray does offer enterprise-ready workflows, agents, and vector tables for AI-native data storage, it's missing many of the features that make Zapier such a flexible, holistic solution.

Zapier connects with 20x more apps than Tray

With over 8,000 integrations, Zapier offers vastly more pre-built integrations than Tray, meaning you're much more likely to find a ready connector and pre-built workflow for any SaaS tool you use. For enterprises that rely on niche apps or regularly adjust their tech stacks, this is a big advantage. With Zapier, it's just as easy to connect industry-specific apps like Wealthbox, a CRM for financial advisors, as it is to integrate enterprise-standard software like Salesforce and NetSuite.

Tray offers a much smaller selection of around 400 connectors, with a focus on enterprise tools like Wolfram Alpha, SAP, Salesforce, and Qualtrics. While you can use Tray's CDK (Connector Development Kit) to integrate with other apps, it's a technical process requiring JavaScript and TypeScript knowledge.

When APIs change, Zapier automatically maintains the connector so your automations keep working. Tray doesn't offer automatic updates. While it does release new connector versions when APIs change, Tray relies on users to manually update their own connectors, test them to make sure nothing breaks, and roll back to previous versions if needed. This adds far more complexity than Zapier's hands-off approach.

Zapier is far more cost effective

Tray is a premium, custom-quoted enterprise solution with pricing starting at $2,500 per month. A 14-day free trial is available upon request, but you need to go through a sales engagement process to get accurate pricing based on your usage and the features you need. Implementation includes heavy customer support, including solution architects, to put Tray's complex solutions in place.

Zapier offers that same enterprise touch—including technical account managers and custom pricing—but only once you need it. As you get started, you can experiment with Zapier for $19.99/month, and enterprises can enable a team of up to 25 users to run a pilot starting at just $69/month. For organizations scaling up their automation efforts, this makes it much more cost-effective (and faster) to get started and quicker to get to ROI.

This means multiple enterprise departments can prove value quickly with Zapier. Rather than a top-down, IT-led project, Zapier offers a lower-risk, distributed approach to automation adoption. And because you don't need dedicated developers for Zapier, the overall cost (including licensing and labor) undercuts Tray by a wide margin.

Tray vs. Zapier: Which is best for your business?

While Tray can be the right fit for complex edge cases, most organizations will see faster adoption and greater ROI with Zapier's bottom-up approach to automation, allowing each department to solve their own challenges while letting the IT team maintain governance.

Choose Zapier if:

• You want to empower everyone at your company to create their own AI and automation solutions

• You need immediate access to thousands of pre-built app connections without IT bottlenecks

• You're looking for an all-in-one platform with data storage, form building, chatbot building, and AI agents

• You want AI assistance to accelerate workflow creation

Choose Tray if:

• Your automation strategy is developer-led with centralized IT control

• You require highly technical workflows with precise data handling capabilities

• You have the development resources to create and maintain custom integrations

• You're comfortable with longer deployment timelines for more complex solutions

Create a Zapier account to create your own workflows now, or connect with our team to see how Zapier can fit into your automation strategy.

Related reading:

• Zapier vs. Workato: Which is best?

• Zapier vs. Make: Which is best?

• Zapier vs. Gumloop: Which is best?

I've always wanted a little robot helper of my own. Not the kind that automatically vacuums your floor and terrifies your dog. More like the one from Bicentennial Man (without the existential crisis and tears). 

AI agents are making that a reality. They're software teammates that don't just follow commands but take initiative. Tell them your goal, and they'll figure out and execute the steps to get there.

For marketers, that shift is huge. Instead of juggling half a dozen tools to manage campaigns, write copy, or chase analytics, AI agents can do the work for you—and talk to each other while they're at it. Think of them as your marketing department's behind-the-scenes crew, quietly coordinating your campaigns, optimizing performance, and feeding you insights while you focus on strategy.

Here's everything you need to know about AI agents for marketing. 

Table of contents: 

• What are AI agents in marketing? 

• Benefits of using AI agents for marketing

• 3 examples of AI agents for marketing

What are AI agents in marketing? 

AI agents in marketing are systems that can perform specific marketing tasks on your behalf. Unlike traditional AI tools that wait for you to prompt them, AI agents can take action on their own. All you have to do is give them a goal—like "draft weekly email newsletters about trending topics in [industry]" or "run a daily SEO analysis of my website"—and they'll handle the execution. 

If the idea of being able to hand off your less-than-exciting tasks to robots sounds too good to be true, it's not. You can start building your own AI marketing agents with Zapier Agents. Have them work independently, or connect multiple agents together to orchestrate your own agentic AI workflow.

And because Zapier connects with thousands of apps, you can also set your agents up to automatically take actions whenever something happens in one of those apps. For example, when a new product campaign launches, you can set up a series of AI agents that can pull in target audience data from your CRM, generate platform-specific ad copy and visuals, and publish campaigns across any platform, including LinkedIn, Meta, and Google Ads.

Benefits of using AI agents for marketing

AI agents do more than just shave a few hours off your to-do list. Thoughtfully stacked together, they execute powerful workflows that learn and optimize with each output, so you can focus on strategy instead of logistics. Here's what happens when you use AI agents for marketing. 

• Scale strategy without adding headcount. Traditional marketing growth often means adding more people to manage campaigns, channels, and reporting. But AI agents open a more scalable path forward. They can run multiple campaigns at once, test creative variations, and fine-tune messaging or targeting in real time—all without the usual linear increase in costs or coordination overhead.

• Accelerate feedback loops. Campaign optimization no longer has to be a slow, manual cycle of launch, analyze, and adjust. With AI agents, optimization becomes continuous. These systems monitor performance data in real time, learn from patterns, and make updates automatically—whether that's reallocating ad spend, refining audience segments, or improving copy. 

• Reduce operational overhead. AI agents streamline the behind-the-scenes work that keeps marketing teams running: data cleanup, reporting, and coordination. They can automatically compile analytics, highlight performance trends, and surface key insights to the right people at the right time. 

• Maintain consistency with built-in guardrails. Keeping campaigns on-brand and compliant becomes much easier with AI agents. Since you can train your agent on your brand guidelines, tone, and targeting rules, it can apply them consistently across every channel and deliverable. 

3 examples of AI agents for marketing

You don't have to imagine what AI agents could do for marketing—they're already changing how teams operate. Here are a few real-world examples of how marketers are using Zapier Agents to weave AI into their everyday workflows, along with pre-made agent templates to help you build your own.

1. Lead capture and enrichment  

Marketing teams love fresh leads, but they don't love chasing them down. Slate, a digital publishing platform, used Zapier Agents to turn its lead-generation process into a fully automated engine—pulling in data from multiple sources, enriching it, and routing high-quality leads straight to sales. 

The result? Over 2,000 leads in one month without manual lift. The agent handled the busywork—identifying prospects, compiling context, and teeing up personalized outreach—so the team could focus on nurturing and closing.

Learn more: How Slate generated 2,000+ leads in one month with AI-powered agents

Steal the workflow 

2. Content ideation, drafting, distribution

At JBGoodwin REALTORS, one marketing coordinator was responsible for maintaining the online presence of over 900 real estate agents—a nearly impossible task. So the team used Zapier Agents to handle the content pipeline instead: the agent researches relevant data and news stories, turns them into social media posts and blog articles, and then distributes them to the marketing team for final review. 

The result is a content marketing operation that scales effortlessly. Every agent gets consistent, high-quality content in their voice and market—without the central team becoming a bottleneck.

Learn more: How JBGoodwin REALTORS increased recruiting by 37% and scaled operations with automation

Steal the workflow 

3. Sales research and outreach 

Clean energy company egg used Zapier Agents to turn time-consuming sales research into an automated, insight-driven workflow. Before, the team spent hours gathering background data for every prospect—everything from energy usage to competitor setups. Now, a Zapier Agent handles it all: enriching each lead with relevant context, drafting personalized outreach emails, and routing them for quick review before sending.

The outcome is a sales process that runs with more precision and less friction. With the agent taking care of research and prep work, the team has more bandwidth to focus on what actually moves the needle—building relationships and closing deals.

Learn more: How a UK clean energy brand sparks sales using Zapier and AI

Steal the workflow

Automate your marketing workflows with Zapier Agents 

The possibilities of what an AI marketing agent can do go well beyond what I've shown here. Think of these examples as a jumping-off point. Once you've handed off one or two repeatable tasks to an AI agent, you'll start spotting new opportunities everywhere. 

For even more inspiration of marketing workflows you can hand off to the robots, check out our library of Agent templates. 

Related reading: 

• How to automate viral content creation with Zapier Agents

• How to build an AI-powered product manager for feature requests

• How to automate your sales outreach with Zapier Agents

Large language models were running the AI show before we even knew there was a show. But now they're sharing the stage with a whole cast of overlapping technologies that can do everything from writing an email to generating a movie trailer.

That overlap means a lot of confusion about the AI terms we use. I'm nothing if not overly concerned with semantics, so here, I'll tease apart the difference between large language models (LLMs) and generative AI.

Table of contents:

• LLM vs. generative AI

• What is a large language model (LLM)?

• What is generative AI?

• How LLMs fit into the generative AI landscape

• Put LLMs and generative AI to work

LLM vs. generative AI

Generative AI is any AI that can create content (no matter the type); LLMs are the models that power the text-based parts of generative AI.

That's that, but let's get into the details a little more.

What is a large language model (LLM)?

A large language model is an AI system designed specifically to handle text. It's what powers tools like ChatGPT, Google Gemini, and Claude. If you've ever typed a question into a chatbot or used an AI tool to summarize meeting notes, you've interacted with an LLM.

At its core, an LLM takes a prompt and generates a response. It doesn't search for prewritten answers—it predicts what text should come next based on patterns it's learned from massive datasets that include books, articles, code, and basically the entirety of the internet. That's what makes it flexible enough to handle all kinds of writing, editing, and communication tasks.

But LLMs go beyond simple text prediction. They can reason through multi-step problems, translate between languages (including programming languages), and maintain context over long conversations.

Some of the latest AI developments come from reasoning models: a kind of LLM trained to take its time. Instead of replying instantly, these models "think aloud," breaking problems into smaller steps using a process called chain-of-thought reasoning.

One last thing to note: some AI models are trained to process more than just text—they're trained on and can generate images, audio, or video, for example. Those models are technically called large multimodal models (LMMs), but lots of folks still refer to the whole bunch as LLMs.

What is generative AI?

Generative AI is the broader category. It includes LLMs, but also a lot more. It refers to any AI system that can generate new content, whether that content is text, images, audio, video, presentations, apps, websites—the list goes on. If it's generating something with AI, it's generative AI.

But even when AI is creating more than just text, LLMs still power the text-based features—including the very crucial part where it can understand your prompts.

How LLMs fit into the generative AI landscape

If you think of generative AI as a toolbox, LLMs are the most versatile wrench in the set. (To be clear, I've never used a wrench, so take my analogy with a grain of salt.)

LLMs generate and manipulate text, which is the foundation of most other generative tasks. When you combine them with models that handle images, video, or audio, you get multimodal systems capable of producing richer, more integrated outputs.

For example, an AI website building app might use:

• An LLM to understand your prompt

• An LLM to draft talking points

• An image model (or multimodal model) to generate custom visuals

• A video model (or multimodal model) to add videos

Each piece is generative AI—but only the text portion relies on an LLM.

Put LLMs and generative AI to work

Generative AI is transforming how we work. And Zapier lets you pull the power of LLMs and other generative AI directly into your daily workflows, so your AI tools don't just create content, they take action. With Zapier's AI orchestration platform, you can connect LLMs to the apps you already use, automate repetitive steps, and build custom AI agents that think, decide, and do.

Learn more about Zapier's AI orchestration, or start building AI-powered systems that move your work forward.

Related reading:

• Machine learning vs. AI: What's the difference?

• What is AI orchestration?

• AI adoption: A practical guide

You can't crunch numbers or easily sort columns of data inside a Google Docs document. Those tasks are better left to spreadsheets. But once you have your data organized and formatted in your spreadsheet, you can easily add it to your Google Doc. 

Here, I'll show you how to embed a Google Sheet into a Google Doc. Plus, learn how to update a table in Google Docs with just one click.

Table of contents:

• How to insert a Google Sheet into a Google Doc

• How to update your table in Google Docs

• How to insert a chart from Google Sheets

• More ways to connect Google Sheets to Google Docs

• Inserting Google Sheets into Google Docs FAQ

How to insert a Google Sheet into a Google Doc 

Here's how to embed a Google Sheet into a Google Doc, so you can show snippets of your spreadsheet data.

1. Open the Google Sheet you want to pull data from and the Google Doc you want to copy the data into.

2. From your spreadsheet, highlight the data you want to copy, and select Edit > Copy (or use your keyboard shortcut). 

   

3. Now in your Google Doc, click where you want to put your table, and then select Edit > Paste. You can use your keyboard shortcut here, too.

4. From the Paste table window that appears, select Link to spreadsheet, then click Paste.  

   

5. The selected data from your spreadsheet will appear in your doc.

   

A few things to keep in mind: 

• Formatting will generally stay intact, but some elements, like dropdown fields, won't appear in the doc.

• If you select Paste unlinked, the table in Google Docs won't include a link to the original data source (the spreadsheet). That means any updates made to the original spreadsheet won't be reflected in the Google Doc—they'll be completely separate assets.

• The connection is only one way: updates you make in the corresponding cells in your Google Sheet will be reflected in your doc, but changes made in the table of the Google Doc won't be reflected in the spreadsheet.

• Tables in Google Docs must be linked to Google Sheets spreadsheets stored in the same Google account. If you want to link your table to a spreadsheet from another account, you need to have Editor access to that spreadsheet.

If you haven't already tried syncing Google Sheets and Google Docs in this way, give it a go. At a minimum, you'll have a beautifully formatted table in your Google Doc. And I, for one, am always looking to make my Google Docs just a little bit prettier.

How to update your table in Google Docs 

It would be time-consuming (and ripe for errors) if you had to manually update the table in your doc every time you updated your original data source. Fortunately, Google thought ahead on this one. 

1. With your Google Doc open, select any cell in the table.

2. Click Update in the floating toolbar.

   

Your table will update and the Update button will disappear, indicating that your table reflects the most recent version of your spreadsheet data (or the data range indicated for your table).

Every time you make updates to your spreadsheet, be sure to go back into your document and select Update.

How to change the range in your linked table

When you originally copied data from your spreadsheet to your document, you effectively copied a specific cell range. In the original example, only data from cells A2:D7 were copied. 

For the purposes of this section, I've added more rows of box office data to my spreadsheet.

Now I want to update the table in my Google Doc so it matches what I've recorded in Google Sheets. Here's how to update the data range for your table in Google Docs. 

1. Select any cell in the table.

2. Click the Linked table options icon, which looks like three dots stacked vertically (⋮), in the floating toolbar above the table.

3. Click Change range.

   

4. In the Linked cell range window that appears, update the range, and click OK.

   

If you don't have any data in those rows yet, empty rows will automatically appear in your table. If you've added new data, like I did, those rows will now appear in your Google Doc.

If you're not sure about what data you might add down the road, I suggest giving yourself an additional five to 10 rows as a buffer. For example, if my original data range was A1:D7, I would update this to A1:D12. If you need to add additional columns, your table will get compressed, so keep this in mind when formatting your document. 

How to view your linked spreadsheet in Google Docs

You don't need to keep your spreadsheet open alongside your doc all the time. If you need to access your spreadsheet, you can do that straight from the Google Doc.

1. Select any cell in the table.

2. Click the Linked table options icon, which looks like three dots stacked vertically (⋮), in the floating toolbar above the table.

3. Click Open source to open the spreadsheet directly.

   

How to insert a chart from Google Sheets 

If you need to add visual data to your Google Doc, here's how to insert a chart from Google Sheets.

1. Make a chart from your data in your Google Sheets spreadsheet. 

2. In your Google Doc, select Insert > Chart > From Sheets.

   

3. Select the Google Sheet containing your chart. 

4. In the Import chart window that appears, select the chart you want to import, and then click Import. 

This will embed an image of the chart into your Google Doc, which you can resize or move around as needed. If you need to tweak the chart, edit the original chart in Google Sheets. Then in Google Docs, select your chart, and click Update just as you would with your table. 

You're all set! 

More ways to connect Google Sheets to Google Docs 

If you're tired of manually copying and pasting data from Google Sheets to Google Docs (or vice versa), automate the process instead. With Zapier, you can connect Google Sheets to Google Docs to automatically send info between the two apps. Here are some pre-made templates to show you how it works.

Beyond sending data from Sheets to Docs, Zapier's AI orchestration platform makes it easy to build dynamic, intelligent workflows between your Google apps and the rest of your tech stack. Create Zaps that don't just transfer data but also analyze, summarize, and format it automatically.

For example, you could use AI actions to generate polished reports in Docs from Sheets data, or to enrich spreadsheet entries with AI-generated insights or summaries. Zapier can trigger complex automations that move data between Sheets, Docs, and other connected tools, orchestrating workflows that adapt intelligently as your data changes.

Inserting Google Sheets into Google Docs FAQ

Here are a few more answers if you're still trying to figure out if embedding a Google Doc in a Google Sheet is the way to go.

Can you combine a Google Sheet and Google Docs?

You can add part of a Google Sheet into a Google Doc by copying the cells and choosing Paste linked. But if you're consistently combining spreadsheets and docs, you might be better off with an app like Notion or Coda that has both functions built in.

How to populate a Google Doc from a Google Sheet

You can populate a Google Doc from a Google Sheet by copying the spreadsheet cells into the Google Doc (they'll even be linked to the original data source). Or you can use Zapier to automate the process by autopopulating a Google Doc template based on changes made to a Google Sheet.

Can I embed a Google Sheet into a Google Doc?

You can embed a Google Sheet into a Google Doc, but you can't edit it within the Doc—all editing still needs to happen in the Google Sheet.

Related reading:

• Remove page breaks in Google Docs with pageless view

• Why won't Google Docs let me paste without installing an extension?

• How to create and autopopulate a Google Docs template

• How to add a dropdown list in Google Sheets

• Free Google Sheets templates to boost productivity

• How to see who viewed your Google Doc

This article was originally published by Matthew Guay in May 2019. The most recent update was in October 2025.

In marketing terms, landing pages are more than just stripped-down websites. They're one-page sites with a specific focus, like promoting your product or getting customers to sign up for your newsletter. You can almost think of them as an interactive online business card or flyer for you or your business.

In particular, landing pages are a great way to target different customer segments with tailored information. I use one to list some of my best articles so that editors can see my work and reach out, and another to promote my tech writing newsletter to aspiring writers. I'm still me—but presented in different ways to different market segments.

While building a full website can be an involved process, launching a great landing page can be quick and easy—provided you use the right tools and have things like your promotional images ready. With one of these landing page builders, you can do it in a matter of hours. Every landing page I've ever built has taken no more than an evening to put together.

The best landing page builder apps

• Carrd for a free landing page builder

• Zapier Interfaces for automation

• Kit for driving email newsletter signups

• Instapage for businesses with a budget

• involve.me for a funnel-based option

• Leadpages for selling products on a landing page

• Landingi for small businesses without a budget

What makes the best landing page builder?

The lines between landing pages, single-page websites, and even single pages on larger websites can be a little blurry. In general: a landing page tells your visitors specific details about the product or service you provide and has a single call to action (CTA) that prompts them to do something, whether it be join your newsletter, give you a phone call, or purchase your new eBook; whereas a single-page website is less focused and just provides regular website information. Landing pages are a great way to tailor your marketing efforts by enabling you to capture leads and present targeted messages to specific audiences.

If you've got the technical chops, you could use a CMS like WordPress, but most people will do better with something simpler and more focused. For example, I run a full WordPress blog about the best dog products, but I use Carrd, one of the top picks here, for all my landing pages because it's so fast, affordable, and easy to use. It just takes an hour or two to throw something simple and effective together. The same can't be said of WordPress, even if it does give you more options and flexibility when you're building out a full website.

So, what makes great landing page building software? As someone who's been making sites for the last 20 years, writing about them for over a decade, and proselytizing about how good landing page builders are for more than five years, here's what I was looking for when testing:

• Apps that enable you to build one-page websites that are easy to tweak and customize without any serious coding. Using CSS to style your site should be an optional extra, not required to get it off the ground.

• A good selection of landing page templates for common concepts or an AI builder that works well. More templates is good, but high quality and flexible templates trumped any number of dated or shady-looking sites. Similarly, AI builders had to actually follow your instructions, not just use the same template over and over again with different AI-generated text.

• A way to integrate your CTA of choice, whether you want to collect email addresses, get customers to call your cell phone, or have them buy your product right there and then. 

• Some kind of analytics (or the ability to connect to third-party analytics), so you can track how your marketing efforts are doing. 

• The option to use a custom domain for your site.

For this article, I started with a list of more than 40 apps that claimed to be able to build landing pages. I first reviewed them all against the criteria above. Any app that obviously fell short or otherwise didn't seem to meet my requirements was rejected out of hand. 

From that shortlist (and from my knowledge reviewing this list for the past five years), I had a dozen or so apps that warranted further testing. For that, I simply built a landing page (or in many cases, my fourth, fifth, or sixth landing page) with each app to get a feel for how they worked. And that led me to these: the seven best landing page builders.

The best landing page builders at a glance

Best free landing page builder

Carrd (Web)

Carrd pros:

• Fast, easy to use, and lots of features available for free

• Makes some of the nicest looking landing pages

Carrd cons:

• Landing page editor is more limited than some other options

Carrd is one of the best landing page builders out there—and most of its core features are available for free. You don't even need an account to start building a page. Just head to the Carrd website, select one of the themes, and get to it. When you're ready to save or publish your site, that's when you'll need to sign up. 

Carrd is really easy to get started with. Most of the editing tools are simple to use. Click an image block, and a sidebar opens where you can upload a new image and add alt text and a link. Editing text is a bit confusing since you can't edit it inline—again, you click the text then edit it in the sidebar—but it does support Markdown formatting for a quick way to customize your copy. It takes a little getting used to, but the rest of the app is so easy to use that it's not a major hurdle.

One of Carrd's strengths is that its themes are quite restrictive with their layouts. You can create containers with columns so things appear side-by-side, but you can't scatter images willy-nilly over the page. For the most part, your content appears one block after another. You have a headline, then some text, then some image, then a contact form.

With Carrd's free Basic plan, you can launch three sites to .carrd.co domains. It's the best way to make basic landing pages without paying a penny, though you miss out on some useful features. For example: you can't use Google Analytics; embed third-party widgets from Stripe, PayPal, and Gumroad (so you can take payments); or add forms to collect email addresses. To get more from it, you'll need to upgrade to at least a Pro Standard account. The good news is it's ridiculously affordable: plans with those features start at just $19/year. (Full disclosure: that's what I use for most of my own websites.) If you need more marketing-focused features than what it offers, continue on to the rest of the list for some Carrd alternatives.

Carrd price: Free for 3 sites with basic features; from $9/year for Pro Lite, which unlocks more templates. You need the $19/year Pro Standard plan to use advanced features like embeds, forms, custom domains, and Google Analytics.

The best landing page builder for automation

Zapier Interfaces

Zapier Interfaces pros:

• Integration with 8,000+ other apps

• Easily add chatbots to your landing page

Zapier Interfaces cons:

• Less granular design flexibility than other options

Zapier Interfaces isn't exactly like the other apps on this list: it's meant for building simpler landing pages. But it has a generous free plan (up to 10 pages), and it's incredibly easy to use. With Zapier Copilot, you can vibe code a landing page in a few moments. Just tell the chatbot what you want, and watch it go to work.

Interfaces lets you create landing pages with standard blocks like text, buttons, and media, but you can also add forms, Kanban boards, checklists, and even chatbots. In addition to building with Copilot, it also offers a bunch of pre-made templates, or you can build from scratch. And you can accept payments via Stripe right from your landing page.

But the real draw here is Zapier's automation-first approach, which makes it easy to connect your landing page to all the other apps you use. Each interface you build plugs directly into your existing workflows. You can do things like send leads that come in through a form directly to your email marketing tool, CRM, or database—and even automatically draft an AI-powered response. No matter what your tech stack looks like, you'll be able to get your data where you need it.

You're already on the Zapier blog, so check out Zapier Interfaces if you want to automate your landing pages through and through. And keep your eye on it, too—it's adding more features all the time. Get started with this template, or read more about Zapier Interfaces.

Zapier Interfaces price: Free plan available for unlimited Interfaces and up to 10 pages; paid plans from $19.99/month

Best landing page builder for driving email newsletter signups

Kit (Web)

Kit pros:

• Landing pages are an effective way to drive signups to your newsletter

• Focused on creators, not businesses or marketing agencies

Kit cons:

• Most email newsletter apps have fairly similar landing page builders

Almost every email newsletter service has a built-in landing page builder for collecting signups. Kit (formerly ConvertKit) has my favorite landing page builder of the lot—but if you're already using Mailchimp, Benchmark, or any of the other great email newsletter services available, don't rush to switch. Try the landing page builder you already have, and see if it meets your needs.

Otherwise, Kit is a great option. It's designed for authors, bloggers, YouTubers, musicians, and other creators who want to monetize what they do, though it will work just as well for anyone looking to build an email list.

Select from one of more than 50 base templates, then add your copy and images to customize it. If you want to add more elements, like a countdown timer, feed of your past newsletters, a product people can buy, or the like, click into any element and then click the + icon that appears beside it (it took me a while to find). When you're done, you can publish using the default .kit.page domain, though it's a better idea to configure your own custom one.

While I really liked Kit's themes and builder, it's worth noting that many of them are pretty restrictive. You can't just add content into the sidebar or rearrange how images appear. It's great if you're prepared to work within the limits of Kit's excellent themes, but if you have a specific vision for your site, it may fall short of your needs.

Kit's free plan is a good way to get started, but if you're serious about building your newsletter, you'll want to consider the Creator plan (from $39/month). It enables you to create more pre-scheduled email sequences and integrate Kit with other apps like Zapier without relying on the API. That means you can do things like automatically add subscribers who attend an event or fill out a form, across your entire tech stack. Learn more about how to automate Kit, or get started with one of these pre-made templates.

Kit price: Free for up to 1,000 subscribers; from $39/month for the Creator plan that removes Kit branding and adds more features, though pricing scales with the number of subscribers you have.

Best landing page builder for businesses with a budget

Instapage (Web)

Instapage pros:

• A powerful landing page builder

• Great split-testing and targeting tools

Instapage cons:

• Can be very expensive

Instapage is one of the best landing page builders available. For a while, its price crept north of $300/month, which made it impossible to recommend. The good news is that its entry plan is now back down to $99/month (and only $79/month if you pay for a year in advance). While still a serious investment, for businesses with the budget to invest in a premium landing page tool, it might be worth it. 

Instapage is about as polished as these apps come. The page builder is great, so it's easy to tweak any of the 235 layouts to meet your needs. You can set defaults for fonts and colors, upload brand assets, reuse forms, and apply the same scripts to every landing page to keep your marketing consistent. Even the integrated AI is handy for brainstorming copy tweaks.

On higher plans, Instapage allows you to run detailed experiments to optimize your landing pages, personalize the content so that it matches the paid ad that someone clicked on to get to it, schedule updates to go live at certain times—and a lot more.  

All in all, Instapage offers a premium package—though at a premium price. And it integrates with Zapier, so you can orchestrate sophisticated, AI-assisted workflows that go far beyond simple form submissions. Automatically route new leads to your CRM, enrich data with AI, trigger personalized follow-ups, or feed insights into analytics tools—all without manual intervention. Get started with one of these pre-built workflows.

Instapage price: From $99/month for the Create plan, for up to 15,000 monthly visitors and unlimited conversions

Best landing page builder for funnel-building

involve.me (Web)

involve.me pros:

• The most customer-friendly funnel builder I tested

• Easy-to-use drag-and-drop and AI funnel builders

involve.me cons:

• Not the best tool for creating standalone landing pages

I'll be honest, I really don't like high-pressure sales funnels. You know the ones where you have to keep scrolling to see the price, everything comes with free gifts, and there's pressure to act now? But I found involve.me to be the nicest and most customer-respecting sales funnel tool I tested. It's more aimed at creating interactive sales funnels like quizzes and calculators.

involve.me's drag-and-drop and AI builders allow you to create interactive sales funnels that collect information from your leads using forms, surveys, and quiz questions. For example, you can use a survey to find out what exact service your customer is interested in, have a quiz that helps them find the most appropriate option themselves, or have something like a pricing calculator. You can use the funnels to just gather leads or collect payments through Stripe or PayPal. 

You can publish involve.me's funnels to their own landing page or embed them in any website you like. Obviously, for this list I was most interested in publishing them directly to a landing page—but both options work well. 

involve.me integrates with dozens of other apps, including Zapier, so you can orchestrate dynamic, automated workflows across your stack. Send leads directly to HubSpot, update a Google Sheet in real time, or trigger personalized follow-ups powered by AI, all without manual effort. Here are a few templates to get you started.

involve.me price: From $49/month for the Starter plan with 5 live funnels

Best landing page builder for selling products

Leadpages (Web)

Leadpages pros:

• One of the nicest no-code landing page editors

• Easy to integrate payments

Leadpages cons:

• More expensive than some of the other options, especially if you don't use payments

Want a launch page where people can learn about and buy your product in one place? Leadpages has the tools you need for both.

You start with a template, then click on anything on the landing page design, and the rest of the page will fade out a bit so you can work on the one thing you're editing. Each item includes a few options in a floating panel next to it, so you can quickly change how things look. It was one of my favorite editors to work with—especially if you don't have much coding knowledge.

It's easy to add videos, images, forms, and the like. You can even embed an OpenTable booking form if you run a restaurant or a Calendly form if you schedule your time that way. And, with a Pro plan, you can add a checkout form to your landing page. It's one of the quickest ways to build a one-product store.

Leadpages has an AI writing assistant. (There's also an AI image generator, but it's honestly not worth talking about.) On the Standard plan, you're limited to using it to rewrite headlines, but on the Pro plan, you can use it to generate or improve any copy. Best of all, it doesn't take away from Leadpages' other features.

Plus, Leadpages integrates with Zapier, so you can orchestrate smart, automated workflows across your marketing stack. Automatically respond to new form submissions, add contacts to your email marketing tool, or trigger personalized follow-ups powered by AI. Learn more about how to automate Leadpages, or get started with one of these pre-made workflows.

Leadpages price: From $49/month for the Standard plan for 1 site and limited AI functionality; Pro at $99/month required to take payments

Best landing page builder for small businesses on a budget

Landingi (Web)

Landingi pros:

• Landingi has been improving every year that I've been testing it

• Great templates, powerful editor, and handy features like Smart Sections make it a good option for small businesses

Landingi cons:

• Takes a bit longer to create a landing page than it does with other options

For a long time, Landingi was almost on this list. It fell short because it was too expensive, weirdly buggy, or just not quite there. Now, though, it's improved to the point that I'm happy to recommend it. In fact, it's probably one of my favorite tools.

Landingi has hundreds of solid templates, coupled with one of the most powerful editors, especially if you know a little bit of HTML and CSS. (It also has an AI-powered composer, but I still prefer the templates for now.) You might not be able to spin up sites as quickly as you can with some of the other apps, but you can customize your landing pages more easily. 

One of my favorite features is Smart Sections. These allow you to save a section—like a headline, about box, or CTA—and use it in multiple different landing page designs. Best of all, if you update it in the Smart Sections tab, it will be updated on all your landing pages. This makes Landingi a great option if you have a small business and want to create a few landing pages to target different customers. You can create as many landing pages as you need and use Smart Sections to keep them up to date. On some other landing page builders, this is a feature reserved for the highest tier plans.

Landingi has rolled out an AI Text Assistant that's really well integrated with the rest of the app. You can quickly generate—or better yet, regenerate—any text you need so that it better targets your audience while using the page editor. It's useful without getting in the way.

On top of all that, Landingi integrates with loads of apps, including payment gateways like Stripe, so you can sell products. It also integrates with Zapier, so you can orchestrate end-to-end automations: send new leads to your CRM or spreadsheet, trigger tailored email sequences, or sync data across your marketing tools in real time. Here are a few examples to get you started.

Landingi price: Free plan with 5 landing pages, 100 visits per month, and a custom domain; from $29/month for the Lite plan with unlimited conversions, 5,000 visits per month, and integrations.

What about AI landing page builders?

Many of the landing page builders on this list have some AI features. Where they're useful and can genuinely help you create a great landing page, I've flagged them. But a lot of AI-powered features just change the default lorem ipsum text and stock photos to something a tiny bit more personalized. If you're seriously able to launch a landing page for a business you care about with text generated from a short prompt, I'd argue you need to reconsider what you're launching.

While AI website builders are now a thing, when it comes to the extra features like analytics and integrations that are necessary for a good landing page, they either fall short or are overpriced for what you need. I found that AI features are becoming a part of every good landing page builder—but the apps that are built around AI aren't as good as existing tools.

Can you vibe code a landing page?

You can absolutely use a vibe coding tool to create a landing page, but it's almost certainly overkill. It will likely take you more time and cost you more money than using a dedicated landing page builder, and you'll probably be missing key features like analytics and integrations.

Should you use a landing page builder or a website builder?

Landing page builders are a great tool if you really just want to build a single-page marketing site with a clear CTA. But if you know you'll soon want to expand it to a full website, or even an online store, then you're better off building your own site—even if it is just a single-page one to start. Other than Carrd, landing page creators can also come with quite steep monthly fees, so if you aren't using the marketing features, a full website might even be cheaper.

There are lots of great website building options, from the more DIY-focused, like a self-hosted WordPress install, to quick and easy-to-use template-based options that have a lot in common with the landing page builders we've just looked at, like Wix, Squarespace, and Shopify. There are even lots of solid free website builders.

Related reading:

• The best AI website builders

• The best eCommerce website building platforms for online stores

• The best blog sites

• What is a squeeze page?

• Kit vs. ClickFunnels: Which should you use?

This article was originally published in April 2018 by Matthew Guay. The most recent update was in October 2025.

Coming up with content ideas from Reddit is one of my favorite ways to tap into genuine conversations. But the process gets messy fast. Too many open tabs. Too much scrolling. And somehow, I still end up with half-baked ideas scattered across sticky notes and Notion pages.

So I built a better content creation workflow using Apify and Zapier Agents. It automatically pulls trending Reddit posts, finds common themes, sorts ideas by tone and platform, and neatly organizes everything into a Google Doc. This system plays a major role in helping me stay focused, cut down decision fatigue, and keep high-quality ideas flowing.

In this post, I'll walk you through how the setup works, what it gives you, and how to customize it based on your audience and voice.

Skip ahead

• Export Reddit data from Apify (5-minute setup)

• Set up your Reddit content agent

• Test and turn on your agent

• Tips to get better ideas from your Reddit content agent

Export Reddit data from Apify (5-minute setup)

You'll need Reddit data ready from Apify in JSON or CSV format. Here's how to set that up.

First, if you don't already have one, create an account at Apify. Navigate to the Reddit Scraper Lite actor. In the Start URLs field, add your target subreddits using this structure:

https://www.reddit.com/r/[SUBREDDIT]/top/?t=week

This URL pulls the top posts from the past week. Just replace [SUBREDDIT] with the one you want (like, r/marketing).

You can modify the time parameter: t=day for daily posts, t=month for monthly, or t=all for all-time top posts.

Keep the default filter settings shown in the screenshot if you're using the free account. With $5 in credits, each search costs roughly $0.08, giving you about 60 searches. Set Limit of comments scraped inside a single page to 0 to focus only on post titles and content, which saves credits and keeps your data clean for content ideation.

When you're ready to run the scraper, click Start in the top-right corner.

Once your Reddit scraper run is complete, you'll see a green Succeeded status at the top.

To get your results:

1. Click the Export button in the top right corner.

2. In the pop-up window, select your preferred format. (JSON works best if you're connecting to a Zapier agent.) Keep all fields included, and click Download to save the file locally.

You can also preview or copy a link if you want to send it to a collaborator or load it directly into another app. You'll get structured data with post titles, URLs, timestamps, and subreddit details.

Set up your Reddit content agent

Now it's time to create your agent in Zapier Agents. To simplify setup, we've got a template you can use. Just click the button below, then select Use Template in the top-right corner of the landing page.

You'll see a summary of the agent's functions. Give it a quick once-over, then scroll down to the bottom and click Use this template.

Your AI agent uses Google Docs to generate and save your output. If it's your first time performing that action inside an agent, Zapier will prompt you to connect and authorize your Google account. Connect your account, then click Create to enter the Agents dashboard.

Here's what you'll see.

In case it's your first time using Agents, here's some context on what lives on this screen. Every Zapier agent has these three components:

• Trigger: What kicks off the workflow—this could be a scheduled time or an action in another app, or (like this agent) it could be manual.

• Instructions: A description of what you want the agent to do.

• Tools: The apps, functions (like web search), and data sources the agent will use to complete the task.

The template has already set up the trigger and instructions. And the default setup works great, especially if you're uploading Reddit JSON manually. But if you want to adapt the workflow to your own content system, you can:

Change the trigger

If you eventually want to automate this workflow—for example, run it on a schedule or from a Google Sheet—you can switch the trigger to:

• Schedule by Zapier – run weekly or monthly

• Google Sheets – run when a new row with a subreddit is added

• Trigger via Zap – run it from another app or custom workflow

For manual uploads, stick with On demand.

Tweak the output format

If you want the output in a different format, like LinkedIn-ready headlines, TikTok scripts, or bullets instead of paragraphs, you can edit the instructions in your agent.

For example, you might change:

Idea: [Rewritten topic for content use]

Summary: [1–2 sentence insight or overview]

Suggested Hook: [Punchy or curiosity-based hook]

To something like:

Headline: [Formatted for LinkedIn carousel]

Insight: [Key takeaway from Reddit]

Why it resonates: [Audience-specific insight]

Customizing the output helps you eliminate the need for rewriting and tailors the ideas to your format from the start.

If you're keeping the template as is, all you have to do now is test the agent. Click Agent preview to pull up the preview screen, then click Test agent.

Test and turn on your agent

To test your agent, you'll start by providing it context, uploading your Reddit file, and reviewing the results.

Feed your agent the right context

In the preview window, you'll notice the agent needs more information about your target audience, primary content platform, voice or tone preferences, and user positioning.

Providing context here ensures the agent tailors ideas to your audience and content style.

For example, here the context I gave mine:

• Target Audience: B2B SaaS content managers and marketers looking for strategic content inspiration

• Primary Content Platform: LinkedIn

• Voice/Tone Preference: Punchy, confident, and slightly contrarian

• User Positioning: AI-forward freelance strategist for top B2B SaaS brands like HubSpot, Zapier, and Sprout Social. Known for product-led thought leadership and writer-led content.

These inputs tell the agent:

• Who the ideas are for

• Where they'll be posted

• What tone they should follow

• How to frame your authority or POV

That context directly shapes the angle, format, and hooks of the final output.

Upload your Reddit data and approve the output

Next, upload or paste your exported Reddit JSON from Apify.

The agent will begin analyzing it and look for high engagement threads, recurring pain points, and keywords and trends. During the test, the agent will show you a preview of the generated content concepts and ask for your approval. If everything looks good, click Approve. If you want changes, indicate that in the chat.

Once approved, the agent will create a Google Doc, title it with the current date, and add all your formatted content ideas. You'll see the doc linked inside the agent. Just click the button to open the doc.

Here's what the output looks like.

In the Google Doc, each idea includes:

• Targeting context (audience, platform, tone, positioning) at the top for quick reference

• A clear headline-style idea rewritten for your content use

• Reddit source link so you can explore the original thread

• Subreddit name for context

• A short summary (1–2 lines) of what the original Reddit thread discussed

• Angle, tag, suggested format, and a hook—so it's plug-and-play for your carousel, post, or newsletter

This lets you go from Reddit data to a publish-ready idea in one go. The structure is designed so you (or your writer or designer) can immediately get to work.

Tips to get better ideas from your Reddit content agent

Even with automation, the quality of your ideas still depends on how you guide the agent. Here are some ways to get more relevant content output.

• Choose the right subreddits: Pick active subreddits where your audience hangs out or where relevant discussions happen. Smaller communities often have more specific pain points and less filtered conversations. Avoid meme-heavy or spammy subs unless you're aiming for viral-style content.

• Use specific voice/tone instructions: Instead of just saying "professional," say "confident but informal" or "inspired by creators like Erica Schneider." The more specific, the better the output.

• Keep your JSON clean: Set the Apify comment scrape limit to 0 so you're only analyzing post titles and summaries—not walls of back-and-forth replies. This keeps your dataset focused.

• Refresh your data weekly: Reddit trends shift quickly. Run a new scrape every week or two to make sure you're pulling fresh, relevant insights.

• Customize the output to match your workflow: If you mostly create carousels, include "carousel headline" and "slide outline" in your format instructions. If you make videos, request a "hook and script opening."

• Refine your context prompts: The more specific you are about your audience and positioning, the better your output. Instead of "B2B marketers," try "SaaS growth marketers at 50–500 person companies struggling with attribution." The agent will generate much more targeted hooks.

• Pair it with Notion, Trello, or Slack for quick workflows: You can create a follow-up Zap that sends the Google Doc link to your Notion database, Trello board, or Slack channel—so your whole team sees the ideas instantly. To take it a step further, you can even use Formatter and Looping by Zapier to separate each item as line items, then add each one to a database.

Build your automated content idea pipeline with Zapier Agents

With this Reddit content agent, you can delegate the daily grind of hunting for ideas, scanning threads, and organizing scattered inspiration. Your content pipeline will stay full, your Google Docs will remain organized, and no one will be left staring at a blank page wondering what to write next.

And because it's built with Zapier Agents, it runs quietly in the background whenever you need fresh ideas. It's one less manual task to worry about—so you can spend more time creating content rather than coming up with ideas for it.

Get started with agents today and see what automated workflows you can build.

When evaluating software, pricing is about more than the dollar amount: it's about the return on your investment. One business might fixate on price-per-task, while another might care more about speed to market, reliability, or the ability to scale without hiring. Neither is wrong. But the tools that deliver real business value—consistently, predictably, and at scale—tend to pay for themselves quickly.

Zapier is one of those tools. With transparent pricing, powerful built-in features, and the ability to automate across thousands of apps, Zapier helps businesses move faster without adding headcount or technical complexity.

So let's break it down: what Zapier costs, what that price includes, how it stacks up against other tools, and most importantly, what kind of real-world return you can expect.

Table of contents:

• Zapier's pricing today: simplified, with fewer tradeoffs

• Why Zapier is worth the price

• The ROI of Zapier

• How Zapier's pricing compares to Make and n8n

• Why Zapier's pricing offers the best value

Zapier's pricing today: Simplified, with fewer tradeoffs

Zapier recently updated its pricing structure to prioritize giving your team everything you need to build and orchestrate reliable AI systems: Zaps, Tables, Interfaces, and MCP. The pricing plans scale naturally as your needs grow, whether you're automating a personal side hustle or orchestrating workflows across an enterprise.

Every plan includes unlimited Zaps, so you can build as many workflows as you want without constantly having to prune or consolidate. Every plan also has access to Copilot, an AI-powered assistant that can help brainstorm, build, and maintain systems across Zapier's entire ecosystem. That's not something all automation platforms offer, and it makes a real difference when you're iterating fast or testing ideas in parallel.

Free plan

This one's best for getting your feet wet. You get 100 tasks a month, unlimited Zaps, and access to the core suite—Tables, Interfaces, and AI tools included. It's generous for a free tier and lets you test meaningful automations without friction. 

Pro plan

Price: $19.99/month, billed annually after a 14-day free trial

On this plan, you'll get 750 tasks a month. If you use more tasks than that, your automations will still run. You'll just be charged for any completed tasks over that threshold on a per-task basis. 

Unlock multi-step workflows, premium app integrations, and built-in tools like Filters, Paths, and Formatter that enable logic and branching. Crucially, these advanced steps don't eat into your task count. That means, unlike other platforms, you can build logic into your workflows without quietly racking up usage. 

Team plan

Price: $69/month, billed annually after a 14-day free trial

This tier supports collaboration with shared folders, shared app connections, user roles and permissions, and SAML SSO. It's designed for teams who are serious about scaling automation without stepping on each other's toes.

Enterprise plan

Price: Custom 

Zapier Enterprise is for organizations running automation at scale. On top of everything in the Team plan, you get enterprise-grade security, governance tools, usage analytics, and a dedicated technical account manager. 

Why Zapier is worth the price

The real value of Zapier lies not just in what you can automate, but in knowing those automations will work even as your tech stack, team size, and goals evolve.

No-code builder with powerful functionality

Zapier is designed for people who know what needs to get done, even if they don't know how to code. The visual editor makes it easy to build your first workflow in minutes. 

But when you're ready to get more advanced, tools like Filters, Paths, and custom code steps are right there without special permissions or a steep learning curve. It's automation that grows with you, not away from you.

This also means it's easy to deploy across your entire organization. The people closest to the problems can build the solutions, and you won't have any IT bottlenecks.

More integrations than any other automation platform

Zapier connects to over 8,000 apps, including hundreds of AI tools. Whether you're in marketing, sales, operations, support, or finance, chances are your tools already play nicely with Zapier. Better yet, those integrations are maintained as apps evolve, so your workflows don't quietly break in the background. This is the kind of reliability that saves teams hours of detective work.

Transparent pricing (AKA fewer surprises)

Some automation tools nickel-and-dime you for every background process, decision tree, or time they check for new data. Zapier doesn't do that. It only counts tasks when an action you've specified actually happens. 

Plus, advanced logic steps like Filters and Paths don't count toward your task usage at all—which means you can build smarter, more efficient workflows without constantly watching the meter.

Robust monitoring and support

Zapier quietly monitors your workflows so you don't have to. If something fails, you'll get an alert—with context. You can set up custom error handling, and if you run into other issues, Zapier's help docs, tutorials, and responsive support team have your back. It's the rare platform where you don't need to be an expert to feel like one.

AI included, no extra subscription needed

AI by Zapier—powered by OpenAI—makes it easy to add AI steps to your workflows. It comes with an intuitive prompt builder to help you optimize your instructions, and you don't even need a separate AI account to use it. 

This is on top of Zapier Copilot, which helps you build your automations, Interfaces, Tables, Chatbots, and Agents with AI. 

Enterprise-grade security and reliability

Zapier is both SOC 2 Type II and SOC 3 compliant and offers features like single sign-on, role-based access, and audit logs—making it a fit for teams of any size, including those with stricter compliance needs.

In short, you're not just paying for automation software. You're investing in consistency, scalability, and peace of mind. For workflows that matter, that's worth it.

The ROI of Zapier

It's one thing to say automation saves time and money, and it's another to tie that claim to actual business results. Here are a few hard numbers from real teams who are already using Zapier to do more with less.

Premiere Property Group: $115K in annual savings

With over 1,300 real estate agents across the Pacific Northwest, Premiere Property Group had no margin for bottlenecks. Using Zapier Interfaces and Tables, they automated agent onboarding, branding setup, and marketing workflows—streamlining processes that once required manual oversight. By building smarter systems instead of adding headcount, they saved $115,000 per year. 

Remote: $500K in hiring costs avoided

Remote's three-person IT team was drowning in help desk tickets. Instead of scaling the team, they scaled the solution. With Zapier's AI features, they automated intake, triage, resolution suggestions, and even self-assignment. That's over 600 hours a month saved—enough to avoid hiring additional support and sidestep $500K in staffing costs.

Vendasta: Recovered $1M in lost revenue

Vendasta reimagined sales ops with an AI-powered engine. By combining Zapier with tools like Apollo, Clay, and ChatGPT, they automated lead enrichment, summarized call transcripts, updated their CRM, and sent timely follow-up emails. This shift reclaimed $1 million in previously lost revenue and saved their sales team 20 hours every single day.

These stories aren't outliers. They're examples of a consistent trend: Zapier delivers measurable, tangible ROI by cutting manual labor, scaling efficiently, and boosting revenue.

Read more: Zapier ROI success stories

How does Zapier pricing compare to Make or n8n?

Zapier vs. Make pricing

Make (formerly Integromat) is often seen as the budget-friendly alternative in the automation space—but "cheaper" doesn't always mean more affordable, especially when you factor in complexity and time.

Make uses a credit-based pricing model, and every action, check, or trigger—even the ones that don't actually do anything—costs credits. AI steps can cost even more. That means it's hard to predict usage, and you may find yourself bumping into limits faster than expected. You're constantly monitoring your credit consumption or adjusting workflows to stay under budget.

Zapier takes a different approach:

• You only pay for what matters: actions you've explicitly asked Zapier to complete.

• Advanced steps like Filters, Paths, and Formatter don't count toward your task usage.

And because Zapier's editor is built for clarity, not complexity, you spend less time debugging and more time getting workflows into production. So while Make may appear cheaper on paper, Zapier delivers better long-term value—especially when you factor in predictability, ease of use, and the cost of your time.

n8n vs. Zapier pricing

Because n8n is an open source platform, you can self-host it for free or opt for their cloud-hosted version (starting at around $24/month). On the surface, that sounds like a great deal. But as with most things in tech, "free" often comes with hidden costs.

Self-hosting n8n means managing not only workflows, but infrastructure. You'll need to take on all the behind-the-scenes elements of automation, like:

• Server setup and hosting

• Ongoing security patches and updates

• Monitoring and maintenance

• Debugging with limited support unless you pay for enterprise service

That overhead adds up quickly—tens and even hundreds of thousands of dollars— especially if automation is critical to your business. Developer-only models also create innovation bottlenecks and slower time-to-value because everything has to go through internal IT and security teams.

With Zapier, on the other hand, there's no server to configure, no security updates to track, and no uptime monitoring to babysit. Just build your workflows, and Zapier takes care of the rest. And if something breaks, you're not stuck combing through forums—you have access to dedicated support, comprehensive docs, and built-in error handling.

Also, while n8n's pricing may look attractive at first glance—unlimited tasks per workflow—the catch is that every workflow counts the same, whether it has 2 steps or 200. That creates pressure to cram as much as possible into a single automation. 

With Zapier, if you find a leaner way to get something done, your costs go down. With n8n, a simple two-step Notion-to-Slack automation costs the same as a massive enterprise pipeline.

If your team values velocity, peace of mind, and a low operational burden, Zapier's hosted model often proves more efficient (and cost-effective) over time.

Read more: How (and why) to democratize AI across your organization

Why Zapier's pricing offers the best value

Beyond being competitively priced, Zapier is intentionally priced to scale with you. You're not paying for fluff, background noise, or logic steps that never touch your bottom line. You're paying for meaningful automation that drives results.

• Transparent pricing means no surprise overages or cryptic credit systems.

• Built-in tools like Filters, Paths, and Formatter don't inflate your usage, so you can build smarter without a penalty.

• And with proven ROI across industries and team sizes, Zapier not only saves you time but also protects your operational margins.

When you add it all up—ease of use, reliability, AI readiness, and enterprise-grade support—Zapier offers the best value in automation. It's the platform that helps you scale from a single automation to full-blown AI orchestration across your business.

Related reading:

• The best business automation software  

• Enterprise automation: What it is and how to get started 

• Zapier vs. Make: Which is best?   

• AI orchestration: How to scale AI across your business 

• Zapier vs. n8n: Which is best for your organization?  

AI automation is everywhere right now, and platforms like Gumloop are betting that enterprises want tools built specifically for AI-first workflows. But here's the question: do you need a specialized app for niche AI workflows, or a platform that integrates AI more broadly into your existing business processes?

Most enterprises already use dozens of tools across departments, including CRMs, project management software, HR platforms, and communication apps. The real automation challenge isn't building standalone AI workflows; it's connecting AI capabilities to the apps your teams actually use every day.

Gumloop and Zapier both offer automation with AI capabilities, but they take fundamentally different approaches. Here's what to consider when deciding between them.

Table of contents:

• Zapier vs. Gumloop at a glance

• Gumloop focuses on AI automation; Zapier is complete AI orchestration

• Zapier makes it easier for non-technical users to get started

• Zapier connects with 8,000+ apps; Gumloop requires custom integration work

• Zapier is a proven choice for scaling across enterprise teams

• Zapier's pricing is more transparent and predictable

• Gumloop vs. Zapier: Which is best for your business?

Zapier vs. Gumloop at a glance

Zapier is an established and widely-integrated automation and AI orchestration platform that connects with thousands of business apps. Gumloop is a newer visual automation tool focused on technical users building AI-centric workflows.

Here's a quick summary, but keep reading for more details.

Gumloop is focused on AI automation; Zapier provides complete workflow orchestration

Gumloop positions itself as an automation tool built for the AI era. For complex workflows involving AI and web data, Gumloop opens up intriguing possibilities: built-in AI-powered nodes can extract data, analyze images and videos with AI, and incorporate LLMs into your automations.

Zapier's focus is broader. While there's still a heavy focus on AI-powered workflows—including 400+ integrations with AI tools—most of Zapier's 8,000+ integrations are focused on the software that actually powers your business. Rather than just creating standalone AI workflows, Zapier makes it easy to put AI to work in real-world automations that boost your organization's efficiency.

Zapier also includes extensive capabilities beyond automation:

• Agents to create your own AI assistants for any task

• Chatbots for embedding AI into websites and internal systems

• Tables for storing and managing structured data across workflows

• Interfaces for building apps, forms, and portals that connect to your Zaps and Tables

• Canvas for visually mapping and documenting business processes

• Code by Zapier for code-forward automation when you need it

While Gumloop offers workflow automation and basic form and portal functionality, it lacks some of Zapier's most compelling features.

Zapier makes it easier for non-technical users to get started

Zapier is the easiest automation tool to use, especially for non-technical users. With an intuitive editor and a wide selection of automation templates, even complete beginners can build workflows in minutes. Zapier Copilot, an AI-powered assistant, makes this even easier: just describe what you want to automate, and Zapier builds it for you automatically.

For enterprise users, Zapier's ease of use has a big impact on scalability. Andrew Harding, VP Marketing & Content Partnerships at Slate Magazine, puts it this way: "We're training the team to build for themselves… The more AI-first builders we have, the faster we grow." With Zapier, every non-technical team, from HR to customer support, is empowered to create and manage their own workflows—instead of waiting in an IT queue for simple changes.

As a no-code tool, Gumloop isn't overly difficult. But it caters to a more technical mindset, especially if users venture into complex AI model configurations. This is something Gumloop transparently addresses in its handbook and is actively working on: "The learning curve of the product is too steep… If we can make that first 20 minutes on the platform less confusing and handhold users towards their first useful automation run, we'll have solved 80% of our problems."

For an enterprise looking to enable entire teams—beyond just engineers or technically-minded power users—to automate their work, Zapier offers a clear advantage in approachability.

Zapier connects with 8,000+ apps; Gumloop requires custom integration work

Zapier offers a massive app ecosystem with over 8,000 pre-built integrations spanning every category: CRMs, productivity platforms, marketing and sales tools, finance and operations, and emerging AI and data platforms. No matter what apps your teams use, Zapier probably integrates with them out of the box.

Gumloop's integration library is tiny by comparison with just over 100 integrations. While Gumloop is strategic about integrating popular apps like Slack, Asana, Typeform, and Pipedrive, most teams will quickly run into limits when they need to integrate less common tools or industry-specific apps.

One option is creating additional integrations yourself. Gumloop makes this easier than many automation platforms since you can use its AI assistant ("Gummie") to create custom integrations on your behalf. Maintenance is an ongoing challenge, however: you're still responsible for handling API changes, managing authentication, and troubleshooting errors. With Zapier's huge library of prebuilt integrations, API updates and testing happen automatically—which means less troubleshooting, less maintenance, and less technical debt.

Zapier is a proven choice for scaling across enterprise teams

Zapier is a battle-tested platform with over a decade of development and millions of active customers, including users at large enterprises like Meta, Samsung, Mastercard, and Disney. 69% of the Fortune 1000 use Zapier, and it's widely used by companies of all sizes for everything from customer support to sales to HR.

Gumloop, founded in 2023, is a newer platform without the same track record of enterprise-scale reliability. That's not to say Gumloop is always the wrong choice for enterprise teams. Like Zapier, Gumloop offers SOC 2 and GDPR compliance, plus enterprise-focused features like access controls, audit logging, custom data retention, and organizational admin dashboards. Depending on your use case, it can be a good fit for highly specialized automations.

But Zapier is a more proven choice for business-critical enterprise automations. Zapier has automated 80 billion+ tasks to date, far more than Gumloop's 400 million. And Zapier's Enterprise plan offers SSO, user management, granular permissions, and SOC 2, GDPR, and CCPA compliance, along with real-time alerts and 99.99% uptime. You also get access to a unified admin center to manage governance settings and approval workflows across all Zapier products, plus extensive audit logging that covers asset creation, login activity, variable tracking, and much more.

Zapier's pricing is more transparent and predictable

Gumloop's pricing model is credit-based, with varying costs for different workflows based on how advanced they are. Basic flows are priced at one credit, while more complex actions run anywhere from two to 60 credits.

While this credit-based system is understandable given the range of API costs involved, all those variables make it hard to know exactly what you're getting when you sign up. You need to keep an eye on your credit budget to make sure you're not burning through credits faster than expected—especially when operating at scale with multiple departments and team members.

10,000 credits on Gumloop's Solo plan might mean:

• Thousands of basic tasks (like simple app-to-app flows)

• Hundreds of higher-difficulty tasks (like advanced AI calls)

• Dozens of resource-intensive tasks (like contact enrichment)

Zapier's task-based pricing model, by contrast, is transparent and predictable. You're charged only for completed work actions, with unlimited use of platform features like filtering, formatting, looping, and error handling. Every task represents meaningful work completed in your connected apps, with no confusion about whether a particular action will consume credits or trigger variable costs.

And although Gumloop's costs may appear lower in some scenarios, Zapier delivers significantly more value for your investment. You get 8,000+ pre-built, maintained integrations, meaning you won't spend engineering time and resources building custom API connections like you would with Gumloop's limited integration library. Zapier also provides a much fuller set of features, including unlimited Tables and Interfaces on every plan, plus Chatbots, Canvas, and Agents.

Gumloop vs. Zapier: Which is best for your business?

If you're choosing between Zapier and Gumloop, consider whether you need a proven automation platform for your entire organization or a specialized tool for AI experimentation.

Choose Zapier if:

• You want to empower your teams to build their own workflows

• You need access to extensive integrations (8,000+ apps) with automatic maintenance

• You want a complete platform with data storage, forms, chatbots, agents, and more

• You need proven enterprise reliability, security, and governance

Choose Gumloop if:

• Your priority is AI-powered data processing, not broad business automation

• You have the technical bandwidth to build and maintain custom integrations

• You're comfortable with a steeper learning curve in exchange for advanced capabilities

Most enterprises need automation that works for everyone, not just technical specialists. Zapier delivers immediate value, connects your business apps with dependable automations, and allows anyone on your team to build sophisticated workflows in minutes. Connect with our team to see how Zapier fits your strategy, or create an account and start building now.

Related reading:

• Zapier vs. n8n

• Zapier vs. Make

• The best Make alternatives

• Zapier vs. Tray: Which is best?

In the healthcare industry, patients' personal information is basically a golden idol from an Indiana Jones movie. It belongs in a remote temple, surrounded by lethal traps and giant boulders that chase anyone who dares to handle it without the proper credentials.

While you can absolutely use Zapier in healthcare-related workflows, you can't use it to automate anything involving protected health information (PHI). Here's why.

Table of contents:

• Is Zapier HIPAA compliant?

• Zapier's security and compliance foundations

• Automate smarter with Zapier

Is Zapier HIPAA compliant?

No, Zapier isn't HIPAA compliant. That means you shouldn't use it to store, send, or automate anything involving protected health information (PHI)—no matter how tempting it might be to streamline every aspect of your healthcare work.

To be clear, Zapier takes data privacy and security seriously. It's built to handle information like personally identifiable information (PII) with strong safeguards. But when it comes to HIPAA—those strict U.S. regulations around healthcare data—Zapier doesn't support that specific compliance standard. That includes not signing a Business Associate Agreement (BAA), which is a must-have if you're dealing with PHI.

Zapier's security and compliance foundations

Zapier may not be HIPAA compliant, but security is a core part of the Zapier product, and there's a strong foundation of enterprise-grade compliance and controls to back it up.

Here's a quick look at the certifications Zapier has under its belt:

• SOC 2 Type II: Annual deep-dive audit of security controls

• SOC 3: A public-facing security report

• GDPR: Complies with EU data protection laws

• CCPA: Meets California's strict privacy standards

Zapier uses industry-standard encryption—AES-256 at rest and TLS in transit—so your data is protected whether it's sitting still or on the move. It also uses tokenization and enforces strict access controls with full audit logging, so there's always a digital paper trail.

Here are a few more security features Zapier offers:

• AWS cloud infrastructure: The same trusted platform used by the biggest players in the game.

• Bug bounty program: Ethical hackers constantly test for vulnerabilities.

• Annual penetration testing: Independent experts come in and try to break things.

• Real-time monitoring: Continuous logs, alerts, and rapid-response systems keep the lights on and the threats out.

• Custom data retention: Enterprise customers can control how long their Zap data sticks around.

• Governance tools: Admins can manage AI-powered app usage and integrations across the organization.

• Model training opt-out: Enterprise users are automatically opted out of AI model training (and all Zapier customers can opt out if they want to).

All these layers work together to protect data, uphold system integrity, and keep users fully in control of their automations.

Automate smarter with Zapier

While Zapier isn't HIPAA compliant and shouldn't be used to automate anything involving PHI, it's still a powerful tool for building secure, efficient workflows in healthcare-adjacent roles or other industries.

With enterprise-grade encryption, certifications like SOC 2 and GDPR, and admin-friendly governance controls, Zapier is built with security at its core.

If you're working in healthcare operations, marketing, or administration (and steering clear of medical records), there's still a lot you can do with automation. For example:

• Coordinate team handoffs: When a new intake form is submitted (without PHI), automatically notify the right team member, create a follow-up task in your project tool, and set a deadline based on the form's priority level.

• Streamline event and webinar outreach: Tag a new lead from your CRM, enroll them in a tailored email sequence, send them a calendar invite, and remind your sales team to follow up after the event.

• Triage support requests: Route non-clinical inquiries (like billing or scheduling questions) to the correct internal team, track them in a help desk tool, and log status updates in a shared dashboard.

• Power marketing campaigns: When someone signs up for your wellness newsletter, segment them by interest, send relevant resources, and log their engagement for future targeting—across your email, ads, and CRM platforms.

These are the kinds of multi-step, cross-tool automations Zapier is built for. And the best part is that you don't have to start from scratch. Learn more about automating team workflows, or get started with one of these pre-built templates.

Want to dig deeper? You can check out Zapier's security and compliance page for the full details.

Related reading:

• Workflow management: Definition & best practices

• No-code automation: A guide to building workflows

• What is workflow orchestration? And how to get started

• Your guide to IT automation

• Best customer and client portal software

If you've spent more than five minutes on the internet lately, you've probably seen people tossing around terms like "AI," "AGI," and "superintelligence" as if they're all the same thing—and all equally imminent. Depending on who you ask, we're either a few breakthroughs away from robot utopia or one bad line of code from the end of humanity.

The truth, as usual, is less dramatic. AI is already here—running your search results, drafting your emails, and recommending the show you'll binge next. AGI, on the other hand, is still mostly a thought experiment: the idea of a machine that could actually think, reason, and act like a human (ideally, without the existential dread).

Here's what separates the AI we use every day from the AGI researchers are still chasing—and why that gap might be bigger than it looks.

Table of contents: 

• AGI vs. AI at a glance

• What is AGI? 

• What is AI? 

• What's the difference between AGI and AI? 

AGI vs. AI at a glance

What is AGI (artificial general intelligence)?

Artificial general intelligence (AGI) is an AI that exhibits human-like intelligence, meaning it doesn't just follow patterns—it can reason, plan, learn from experience, and even exhibit common sense without needing to be reprogrammed or retrained. 

For example, an AGI project manager could take a vague company goal like "launch a new product line by Q3," then independently build the strategy, assign tasks, adjust timelines in real time, and even smooth over team conflicts—all without human input. Or, as Steve Wozniak once put it, a true AGI could walk into a random house and figure out how to make a cup of coffee—from locating the machine to finding the beans and water to serving it up in a mug.

The potential is staggering, if not incredibly terrifying. But it's currently just a hypothetical—no true AGI exists yet. Give it a few years, though, and we'll probably be arguing with one about deadlines.

What is AI?

Artificial intelligence (AI) refers to technology designed to replicate aspects of human intelligence—like learning, reasoning, understanding language, or making decisions—through software and algorithms. AI is able to learn, make decisions, and take action within a specific domain.

That's a broad category, which is why "AI" can describe everything from predictive text in your inbox to AI agents that help manage enterprise workflows. Most of the AI we use today falls under what's called narrow AI: systems trained to perform specific tasks. For example, with Zapier, you can connect thousands of apps and orchestrate multi-step, AI-powered workflows that span your entire organization. This means you can automatically do things like analyze lead form submissions, enrich that data, and use AI to generate personalized follow-up emails.

Unlike AGI, AI is very real and is already transforming how we work. But that's not the only thing that separates the two. 

What's the difference between AGI and AI?

The key difference between AGI and AI comes down to scope.

• AI is built to excel in one area. It follows patterns and rules within a defined area but can't apply what it learns to unrelated problems.

• AGI, on the other hand, can understand, learn, and reason across any domain, much like a human. It doesn't need to be retrained for each task; it can take lessons from one situation and apply them to another.

In short: AI solves specific problems while AGI can (theoretically) solve—and do—anything.

We're not at AGI yet (and that's probably fine)

AGI might be the holy grail of artificial intelligence. But for now, it's still more science fiction than science. Every breakthrough in today's AI gets us a little closer, but we're still firmly in the "teaching calculators to write poetry" phase of progress.

That's not a bad thing. The AI we have now is already changing how we work, learn, and build. It's making everyday tools smarter and freeing humans up for the stuff that still requires being human.

If AGI ever does show up, great—we'll welcome our new robot coworkers. Until then, we've got plenty to explore (and improve) with the intelligence we've already created.

Related reading: 

• AI terms: An AI glossary for humans

• Claude: What you need to know about Anthropic's AI models and chatbot

• The best large language models (LLMs)

• OpenAI models: Every model and what it's best for

In the healthcare industry, patients' personal information is basically a golden idol from an Indiana Jones movie. It belongs in a remote temple, surrounded by lethal traps and giant boulders that chase anyone who dares to handle it without the proper credentials.

While you can absolutely use Zapier in healthcare-related workflows, you can't use it to automate anything involving protected health information (PHI). Here's why.

Table of contents:

• Is Zapier HIPAA compliant?

• Zapier's security and compliance foundations

• Automate smarter with Zapier

Is Zapier HIPAA compliant?

No, Zapier isn't HIPAA compliant. That means you shouldn't use it to store, send, or automate anything involving protected health information (PHI)—no matter how tempting it might be to streamline every aspect of your healthcare work.

To be clear, Zapier takes data privacy and security seriously. It's built to handle information like personally identifiable information (PII) with strong safeguards. But when it comes to HIPAA—those strict U.S. regulations around healthcare data—Zapier doesn't support that specific compliance standard. That includes not signing a Business Associate Agreement (BAA), which is a must-have if you're dealing with PHI.

Zapier's security and compliance foundations

Zapier may not be HIPAA compliant, but security is a core part of the Zapier product, and there's a strong foundation of enterprise-grade compliance and controls to back it up.

Here's a quick look at the certifications Zapier has under its belt:

• SOC 2 Type II: Annual deep-dive audit of security controls

• SOC 3: A public-facing security report

• GDPR: Complies with EU data protection laws

• CCPA: Meets California's strict privacy standards

Zapier uses industry-standard encryption—AES-256 at rest and TLS in transit—so your data is protected whether it's sitting still or on the move. It also uses tokenization and enforces strict access controls with full audit logging, so there's always a digital paper trail.

Here are a few more security features Zapier offers:

• AWS cloud infrastructure: The same trusted platform used by the biggest players in the game.

• Bug bounty program: Ethical hackers constantly test for vulnerabilities.

• Annual penetration testing: Independent experts come in and try to break things.

• Real-time monitoring: Continuous logs, alerts, and rapid-response systems keep the lights on and the threats out.

• Custom data retention: Enterprise customers can control how long their Zap data sticks around.

• Governance tools: Admins can manage AI-powered app usage and integrations across the organization.

• Model training opt-out: Enterprise users are automatically opted out of AI model training (and all Zapier customers can opt out if they want to).

All these layers work together to protect data, uphold system integrity, and keep users fully in control of their automations.

Automate smarter with Zapier

While Zapier isn't HIPAA compliant and shouldn't be used to automate anything involving PHI, it's still a powerful tool for building secure, efficient workflows in healthcare-adjacent roles or other industries.

With enterprise-grade encryption, certifications like SOC 2 and GDPR, and admin-friendly governance controls, Zapier is built with security at its core.

If you're working in healthcare operations, marketing, or administration (and steering clear of medical records), there's still a lot you can do with automation. For example:

• Coordinate team handoffs: When a new intake form is submitted (without PHI), automatically notify the right team member, create a follow-up task in your project tool, and set a deadline based on the form's priority level.

• Streamline event and webinar outreach: Tag a new lead from your CRM, enroll them in a tailored email sequence, send them a calendar invite, and remind your sales team to follow up after the event.

• Triage support requests: Route non-clinical inquiries (like billing or scheduling questions) to the correct internal team, track them in a help desk tool, and log status updates in a shared dashboard.

• Power marketing campaigns: When someone signs up for your wellness newsletter, segment them by interest, send relevant resources, and log their engagement for future targeting—across your email, ads, and CRM platforms.

These are the kinds of multi-step, cross-tool automations Zapier is built for. And the best part is that you don't have to start from scratch. Learn more about automating team workflows, or get started with one of these pre-built templates.

Want to dig deeper? You can check out Zapier's security and compliance page for the full details.

Related reading:

• Workflow management: Definition & best practices

• No-code automation: A guide to building workflows

• What is workflow orchestration? And how to get started

• Your guide to IT automation

• Best customer and client portal software

As companies grow, so does the complexity of supporting employees. A quick Slack message might work for small teams, but at scale, scattered support systems create confusion, delays, and frustration. That’s exactly what Elyssa Lakin saw when she joined Alma, a remote mission-driven mental health startup. 

Elyssa, who speaks highly of her journey finding a therapist through Alma before becoming an employee, was inspired to mirror that human-first experience internally upon joining the People & Culture (P&C) team. However, she quickly found that getting help from P&C was more frustrating than freeing.

“There was no real help desk,” Elyssa Lakin, Manager of People Systems, Operations, & Automation, said. “Employees would email a team alias or Slack someone directly and hope for a reply. There were no SLAs, no tracking, no visibility. We couldn’t set expectations, identify trends, or even confirm that requests were being seen.”

Alma simplifies access to high-quality, affordable mental health care by supporting a network of over 24,000 therapists across all 50 states. As the company scaled to over 500 employees, the lack of a formalized internal support system for staff was no longer sustainable.

So Elyssa set out to build a P&C help desk from the ground up, automating the entire backend. 

Alma’s results, by the numbers

• 45% reduction in tickets via self-service guidance

• 180+ Zapier automations powering workflows behind the scenes

• $50,000 saved by not purchasing third-party help desk software

• 4.9/5 satisfaction with help desk experience from employees

Automating a custom help desk from scratch

When Elyssa stepped into her new role at Alma, one thing was immediately clear: the P&C team’s support model wasn’t keeping up with the company’s growth. Team members were fielding questions over Slack, responding to emails from a shared alias, and juggling one-off requests with no real way to track what was getting answered, or what was falling through the cracks.

"We had zero visibility into the types of requests we were getting or how long it was taking us to respond," Elyssa said. "It made it really hard to improve the employee experience or plan for our team’s capacity."

Determined to fix it, Elyssa set out to build Alma’s first-ever help desk. She chose Asana as the front-end platform—everyone at Alma was already using it—but knew she’d need more than basic rules and forms to make it work. So she turned to Zapier to power the entire backend.

With more than 180 automations running behind the scenes, she transformed a once-scattered system into a streamlined, scalable experience routing tickets, setting due dates, and tracking performance in real time.

Here’s how the workflow works:

• When someone submits a request through the Asana form, Zapier triggers a series of automations. It routes the ticket to the right person, assigns backup collaborators, and sets due dates based on Alma’s business calendar and custom SLAs.

• If someone is out of office, Zapier adds a backup as a follower on the ticket so the request doesn’t fall through the cracks.

• Each ticket is routed to a private, team-specific dashboard showing only the relevant tickets and custom fields. Managers can instantly assess their team’s workload, top request types, and SLA performance.

“Zapier does everything Asana can’t. I’ve got 180+ active automations just for this help desk, everything from setting due dates that avoid weekends and holidays to managing backup assignments when someone is out," said Elyssa.

The result? A highly personalized support system that saves time and improves visibility without requiring Alma to buy a separate help desk tool, which could cost upwards of $50,000.

Reducing support workload by 45% with self-service

One of the most powerful parts of Alma’s new system is that not every request turns into a ticket, and that’s a good thing.

“If we can help someone without them needing to create a ticket, that’s a win,” Elyssa said.

Here’s how it works:

• When someone begins to submit a request, their request path leads to a relevant internal knowledge base article (via Alma’s Guru integration) or routes them to the correct team if P&C isn’t the right destination. This is all handled within Asana's functionality.

• Only if the request requires direct help does it result in a task created in Asana. That’s where Zapier comes in—as soon as the task (ticket) is created, Zapier transforms Asana Forms into a ticketing system.

This shift to guided self-service has drastically reduced the team’s workload. “We’ve achieved a 45% self-service rate,” Elyssa said. “That means almost half of our requests no longer require a human to handle them, freeing up massive time for our team.” 

Next, Elyssa is exploring utilizing Zapier Agents and Chatbots to further expand on self-service capabilities, ideally for policy questions and other Tier 1 level support streams.

Capturing sentiment and performance with built-in feedback

Once support became trackable, Alma could finally measure and improve it.

Zaps send a feedback survey after every interaction, whether or not the employee submits a formal request. In the first six months after launching the help desk, these are the results:

• Ease of use: 4.9/5

• Response time satisfaction: 5.0/5

• Time to resolution satisfaction: 4.9/5

“These scores are only possible because employees now know what to expect,” Elyssa said. “They know when they’ll get a response, who’s assigned, and when it’ll be resolved. Not to mention the top tier service provided by our people team, who now receives the specific information they need to assist, and a lot less noise to sort through.”

Building smarter systems that scale

Elyssa didn’t just save her team time, she gave them clarity and control. The new help desk makes it easier to train new hires, identify trends, and manage workloads in real time. And by customizing dashboards and workflows by team, it balances visibility with compliance.

“When you submit a ticket now, you’re getting to the right person at the right time with the right information. That’s all thanks to Zapier,” Elyssa said.

Karel vanBeekom, Director of IT, adds in: "Using Zapier to automate both the IT and HR Help Desks has helped us set clear expectations and processes where our teams share responsibility, like managing the employee lifecycle or triaging incoming business requests. It’s built more trust between our teams and employees, while also creating faster, more complete resolutions."

As Alma continues to grow, Elyssa is already exploring how to expand automation into other areas of the P&C team—and how AI tools like Zapier Canvas, Agents, and Chatbots might make future workflows even more powerful.

“Zapier’s UI just makes sense,” Elyssa said. “It’s visual, easy to use, and powerful enough to run something as complex as our help desk.”

Many writers love using Claude for its ability to write in a natural, conversational style. If you're in that camp and have found that Claude captures your voice pretty well, you might want to use it to help you answer emails, too.

With Zapier, you can set up a Zap (that's what we call an automated workflow) that creates a draft reply with Claude every time a new email lands in a specific Gmail inbox. Intrigued? Then keep reading—this post will show you exactly how to set up this Zap.

Auto-draft Claude-generated replies for new emails

Zapier lets you create automated workflows called Zaps, which send your information from one app to another. And while you can create your own Zap from scratch without any coding knowledge, we also offer quick templates to get you started.

If you'd like to start with a template, click Try it below. (You'll need to create a Zapier account if you don't already have one.) You'll be taken to the Zap editor. Then just follow the directions below to get the Zap up and running.

Set up your Gmail trigger

First, set up your trigger—the event that starts your Zap. If you're using the Zap template, the trigger app and event will already be selected for you. Otherwise, search for and select Gmail as the trigger app and New Email as the trigger event. Connect your Gmail account, then click Continue.

Next, choose the Label or mailbox where your work emails land. You can choose the Inbox option to enable it for all incoming emails. If your inbox contains a mix of personal and work emails, choose a label that's exclusively for work instead. Then, click Continue.

Now, click Test trigger to test the automation. Zapier will bring up a couple of your newest email messages. Choose an email for testing this automation, then click Continue with selected record.

Set up your Claude action

Now it's time to set up the action—the event your Zap will perform once it's triggered. If you're using the Zap template, this will already be selected for you. Otherwise, search for and select Anthropic (Claude) as your action app and Send Message as your action event. Then, click Sign in to connect your Claude account.

If you're doing this for the first time, you'll have to add your Claude API key to Zapier. To find your key, log in using Anthropic's Claude Console website. Go to the API Keys section from the sidebar, and choose + Create Key.

Give the key a name, then click Add.

Next, click Copy Key to copy the key to your clipboard.

Back in the Zapier popup, paste the API key, and click Yes, Continue to Anthropic (Claude).

Your account will now be connected. Click Continue to go to the next step.

Now, let's configure the Claude AI step. If you're using the template, the User Message field will be mapped to the email text already. If not, click the Plus button in the User Message field and choose the Body Plain data. Here you're free to add a prompt to customize Claude's reply. This is where you prompt Claude—just like you would inside the Claude app. Using prompting best practices, give Claude some guidance on what you want it to do and how it should write its responses.

For example, let's say you want it to draft replies to inquiries from your co-workers. To make sure Claude comes up with a good draft, give it some context on your work and share the style you want it to write in, something that reflects your personality (or your company's).

From the Model section, you can choose which Claude model to use. By default, Zapier will choose the latest and greatest model, but you're free to change to a cheaper, or a smaller model as well. Then, click Continue.

Click Test step to send the data off to Claude. In a second or two, you'll receive a response from Claude which will include the AI-generated email reply. Check out the response, and click Continue to move to the next action step: creating a Gmail reply using Claude's output.

Set up your Gmail action

Now it's time to set up the last step of the automation: saving the AI output as a Gmail reply in the proper email thread. If you're using the Zap template, this step will already be set up for you. Otherwise, search for and select Gmail as your action app and Create Draft Reply as your action event. Next, sign in with your Gmail account and click Continue.

Next, let's configure the Gmail draft. You'll need to specify which email thread the draft reply should be added to. Gmail identifies threads with unique codes, but since each automation will involve a different thread, we can't hardcode a specific one.

Zapier has a way around this: you just use a search step to find the right thread automatically. This tells Zapier to search for the email containing the original message and link your reply to it.

To configure this, click Add search step in the Thread section.

In the popup that appears, click Add a search step to add this to your Zap.

You'll now be taken to the new step's configuration screen. Here, click the + button in the Search string section to map it to the original email message. From the dropdown menu, first choose the New Email in Gmail step and then choose the Body Plain data.

Keep the other settings as is, then click Continue. Click Test step to find the original email thread. Once that's successful, click Continue.

This will return you to the Create Draft Reply action setup. Click Continue.

In the Configure section, the Thread ID will be pre-filled for you.

Now, let's fill in the rest of the step. Choose your email address in the From field.

Then, click the + button in the Body field. Choose the Send Message in Anthropic (Claude) step, and click Response Content Text.

Then, click Continue.

Next, click Test step to test the automation. In a second or two, Zapier will send the AI-generated text from Claude to the Gmail thread in question. Open the Gmail app, find the email that you use for the automation, and you'll see a draft reply waiting for you. It should look something like this:

Did it work for you too? Then go back to Zapier and publish your Zap. Now every time you get a new email in the mailbox you chose, Zapier will auto-generate an AI reply that you can edit as you please.

No matter how clear your website is, customers will always have questions—and often the same ones. How do I reset my password? What's your refund policy? When will my order ship? Answering those over and over again eats into your team's time and slows down responses for everyone.

That's where an FAQ chatbot comes in. Instead of digging through help docs or waiting for an agent, customers can type their question and get an instant, accurate answer—at any time of day. 

Here's how to build your own FAQ chatbot using Zapier Chatbots—no code required. You can train it on your help center content or internal docs, set up logic to handle more complex requests, and connect it to your existing support workflows. By the end, you'll have a chatbot that saves your team time, helps customers at scale, and fits right into the way you already work. 

Table of contents

• What is an FAQ chatbot?

• Benefits of FAQ chatbots

• Ways to use chatbots

• How to build an FAQ chatbot

What is an FAQ chatbot?

An FAQ chatbot is like your website's always-on support representative who's ready to answer common questions anytime, without making customers dig through help docs or wait for a response. It's a simple kind of AI assistant that lives on your site or in your app and is trained on your company's FAQs, product documentation, or even past support conversations.

When someone asks a question, the chatbot can pull from that knowledge base to give an instant, accurate answer. Some FAQ bots use simple keyword matching, while others tap into AI models that can understand phrasing and context (so they'll recognize that "I can't log in" means the same thing as "How do I reset my password?").

What makes an FAQ chatbot different from a generic one is its focus. Instead of trying to chat about everything, it's trained to do one job really well: answer repetitive questions so your human team doesn't have to.

Benefits of FAQ chatbots

The most obvious benefit of an FAQ chatbot is the time it saves. Every business gets hit with the same handful of questions again and again, and every minute your team spends typing out those answers is time they could spend helping customers with more complex issues.

An FAQ chatbot takes those repetitive questions off your plate. It can handle hundreds (or thousands) of chats at once, giving customers instant answers 24/7—even on weekends or holidays. That means shorter wait times, fewer support tickets, and a better overall experience for your customers.

But it's not just about speed. A good chatbot also keeps your answers consistent. Instead of relying on individual team members to phrase things the same way every time, your chatbot pulls from a single, verified source of truth, so customers always get the right information.

And as an added bonus, chatbots give you valuable insights. You can see what people are asking most often, spot gaps in your help content, and even use that data to improve your product or onboarding process.

Ways to use chatbots

The beauty of chatbots is that they can flex to fit just about any workflow across your organization. They're not just for customer service, either—a chatbot can help anywhere your team answers repeat questions or shares the same information over and over.

Here are a few common examples:

• Customer service: Handle FAQs, route support requests, and free up your human agents for trickier, more nuanced conversations.

• Sales support: Qualify leads, book meetings, or share product info instantly, so your sales team can stay focused on closing deals.

• Employee onboarding: Welcome new hires, walk them through paperwork, share key resources, and answer every question they have about your PTO policy.

• IT helpdesk: Troubleshoot simple tech issues—including the classic "have you tried turning it off and on again?"

• Writing assistant: Help teammates draft emails, job descriptions, or internal announcements.

And that's just the start. You can build chatbots for recruiting, compliance, internal knowledge sharing—really, any workflow that involves answering routine questions or helping people find information fast.

If you want more inspiration, explore our chatbot template library for ready-to-use workflows you can customize to your team's needs, or get started with one of these templates.

How to build an FAQ chatbot 

We'll be using a template in this example, so to follow along, click Try it below to let Zapier build the chatbot for you.  

If you'd rather build an FAQ chatbot from scratch, visit your chatbot dashboard and click +Create at the top-right corner of your screen. You can also type chatbots.new into your browser bar and get started from there.

For more in-depth instructions on building a chatbot from scratch, see our guide to building a custom AI chatbot.

Customize the chatbot's instructions

In the left and middle panels of the chatbot builder, you'll set up your chatbot's instructions and knowledge sources and fine-tune its settings. The right-hand panel lets you see what your chatbot will look like when it's out in the wild.

If you used the FAQ chatbot template, the greeting and instructions windows should be pre-filled for you. You can edit them to your liking—just remember that the more detailed and clear your instructions are, the better the chatbot's responses will be.

The best instructions contain specific information like: 

• The chatbot's role and objective

• The audience that will engage with the chatbot

• The steps it should always follow

• Any context the chatbot needs to answer properly

• Any additional resources it should pull answers from

• The style of how you want it to respond

• Any other rules the chatbot should follow

It's a good idea to test the conversation in the right-hand panel to see how the chatbot behaves as you tweak its prompt.

Add a knowledge source

One of the best things about building your FAQ chatbot in Zapier is that you don't have to rely on generic AI answers. Instead, you can give it your company's materials so it always shares the correct, pre-approved information with users. You can upload:

• Static files like PDFs, PPTs, or handbooks (up to 2MB)

• Zapier Tables with structured data 

• Webpage URLs for the bot to pull information from 

• Live sources like Notion pages and Google Docs

Once you connect a source, your chatbot will only generate responses from that material. For an FAQ chatbot, this could mean uploading product user guides, linking to your community forum, or creating a table of common FAQs. That way, your chatbot always has a reliable foundation to work from. 

Here's how to set it up:

1. In the chatbot builder, open the Knowledge tab in the left panel. Click + Add your first knowledge source.

2. Choose the type of source you'd like to connect—paste a URL, upload a file, pull in a Zapier table, or connect a live asset from Notion or Google Docs.

• For a public URL, select Webpage, enter the link, and choose whether the bot should scan subpages.

• For a static file, click Upload File and select the document from your computer.

• For a table, select an existing one from the dropdown or create a new one on the spot.

• For Google Docs or Notion, connect your account and select a file from the dropdown.

If you add resources that change frequently (like product user guides and help docs), you can even schedule regular syncs—daily, weekly, or monthly—so your chatbot stays up to date automatically.

Now, your FAQ chatbot will know your user guides, product documentation, and other key resources well enough to answer common customer questions—without your customer support team answering "What's your shipping policy?" 50 times a day.

Add logic

Beyond simply answering questions, your FAQ chatbot can also take action. With a few simple logic rules, your bot can go from being purely informative to actually doing things for your customers.

For example, you might want your chatbot to:

• Collect customer details (like their email or order number) before routing them to a support agent.

• Send a Slack notification to your support team when someone asks a question your bot can't answer.

• Create a task in your help desk or project management tool whenever a customer reports a recurring issue.

To set that up, open the Logic tab in the left-hand panel of your chatbot builder. From there, you can decide exactly what happens when someone interacts with your bot—whether that's sharing information, triggering an automation, or escalating to a real human.

Integrate your FAQ chatbot with other apps

Your customers don't have to visit a special webpage to get help from your FAQ chatbot. With the Zapier Chatbots integration in the Zap editor, your bot can meet them wherever they already are—whether that's on your website, in a support inbox, or even inside a chat tool like Slack or Microsoft Teams. For example, you could set up a Zap that forwards new emails from support@yourcompany.com to your chatbot, then automatically sends the bot's reply back to the customer.

Or, you can empower your chatbot to take action after a chat with a customer is completed. For instance, you might connect your chatbot to your CRM or help desk, so every time someone asks a question, their info and conversation history stay in sync. You might even want to summarize your chat transcripts using AI and share the key details in a dedicated internal Slack channel.

To connect your chatbot to other tools, open the Integrations tab in the chatbot builder. From there, you can choose one of the pre-built templates or click Build from Scratch to connect any of Zapier's 8,000+ supported apps.

Once connected, your FAQ chatbot won't just live on its own page—it'll become part of your larger support workflow, helping customers right where they already are.

If you prefer, you can set up Zaps directly within the Zap editor instead. Here are a few pre-made workflows to get you started:

Customize, test, and share your chatbot

Once your FAQ chatbot has the right knowledge base and logic, it's time to polish the details and get it ready for launch.

• Choose your AI model. By default, Zapier chatbots run on OpenAI's latest model, but you can switch to another OpenAI or Anthropic model by adding your own API key. You'll also see a creativity slider: keep it lower for fact-based responses (like return policies or shipping FAQs), or turn it up if you want your chatbot to sound more conversational and friendly.

• Tweak your settings. In the Settings tab, you can rename your chatbot, update the placeholder text in the message box, or add a fallback message for when the bot doesn't know the answer. You can also display a disclosure message in the greeting (like "I'm an AI assistant, here to help!") or customize your bot's subdomain.

• Brand your chatbot. Make your bot feel like part of your company. In the Theme tab, you can update the avatar, add your logo, adjust colors (including dark mode), and give your chatbot a friendly, on-brand name—something that fits your company's voice.

• Review conversations and insights. In the Conversations tab, you'll see logs of customer interactions—perfect for spotting repeat questions or identifying places where your chatbot could be more helpful. In the Analytics tab, you can track engagement metrics like total chats, common keywords, and even sentiment.

• Test before you share. Use the built-in chat panel or click the Public Link to try out your FAQ experience yourself. Test your connected Zaps to make sure everything works—for example, confirming that your bot creates a ticket when someone reports a problem it can't solve.

Once everything looks good, copy the public URL to share with your team or embed the chatbot directly on your website or help center. You can even use Zapier Interfaces to build a landing page that houses all your chatbots in one place, or a dedicated customer support portal.

FAQ chatbots are just one piece of the puzzle

An FAQ chatbot can answer repetitive questions and lighten your support team's load—but it's just one part of a bigger picture: creating a seamless, scalable customer experience.

Think of your chatbot as that super-helpful teammate who always knows the right answer or can point you to the right resource, but not the one who can manage your entire customer journey from start to finish. For that, you need orchestration.

Zapier is an AI orchestration platform that connects not just your chatbots, but all the apps and AI tools your business relies on. From capturing leads to handling support requests to following up with personalized messages, Zapier can help you design workflows that bring everything together—so your chatbot becomes part of an integrated, intelligent system.

Let's cut to the chase: in Gmail, your archive is anything that's not in your inbox and not in your trash. If you're looking for an official archive folder, you won't find it—at least, not under that name. Instead, you can access your archived emails under All Mail. 

The All Mail folder is Gmail's archive folder. Any emails you've chosen to archive from your main inbox (but that you weren't quite ready to delete) will end up there.

That's mostly everything you need to know, but let's get into a few more details.

Table of contents:

• What does archive mean in Gmail?

• How to access your Gmail archive

• How to search the archive folder

• How to archive an email in Gmail

• How do you undo an archive in Gmail?

• Tips for using the archive function in Gmail

• Automate Gmail with Zapier

• Gmail archive FAQ

What does archive mean in Gmail?

In Gmail, archiving means moving a message out of your inbox without deleting it.

If the email you archive isn't labeled, it'll go to your All Mail folder (Gmail's version of an archive). If the email is labeled, it'll still go to your All Mail folder, but you'll also be able to find it within that label in the Gmail sidebar.

Gmail archive vs. delete

When you delete a message in Gmail, it goes into your Trash folder, and then it disappears forever after 30 days. (Tread lightly.) When you archive, it goes into your All Mail folder and lives there forever so you can always bring the receipts.

How to access your Gmail archive

If you're looking for the archive in Gmail, what you actually want is the All Mail folder. So here's how to find the archive in Gmail.

1. Expand the More tab on the left side of the screen.

   

2. Scroll down, and you'll see the All Mail folder right above Spam. Click to open it. This is where your archived messages live. 

   

3. Archived emails will have their Archive buttons grayed out when you hover over them.

   

How to search the archive folder

Because of the way Gmail's label system works, the All Mail folder also includes every non-archived email from your main inbox. If you're nowhere near inbox zero, that means your "archive" will also include every email in your inbox. 

If you only want to see emails that aren't also in your inbox, Gmail allows you to search the All Mail folder for just archived emails. 

1. From your All Mail folder, click the search bar at the top and type or paste NOT label:inbox. This should exclude any main inbox emails from your search, leaving you with only archived messages.

   

2. To narrow your results, include a keyword before NOT label:inbox in the search bar, and hit Enter. 

   

   As an example, you can search Data NOT label:inbox, and Gmail will display any archived emails you have that contain the term "data." If you archive as many emails as I do, keywords will be your best friend.

How to archive an email in Gmail

You have two options to archive an email:

1. Click the checkbox next to the email in your inbox, and then click the Archive button.

   

2. Open the email, and click the Archive button.

   

   If the email also has a label, it'll live under that label and in the All Mail folder.

How to mass archive email in Gmail

To mass archive, you'll follow similar steps, but just select more emails. Here's how it works.

1. In your inbox, click the checkbox at the top of your list of messages. That will select all the messages on the page.

   

2. If there are more than 50 emails in your inbox and you want to archive all of them, click the hyperlinked text to Select all X conversations in inbox.

   

3. Click the Archive button, which looks like a folder with a down arrow.

   

All those emails will now live in the All Mail folder; if any of them had a label, you'll be able to find them under their label as well.

(If you just want to archive a few select emails, check the box next to only those emails and click Archive.)

How do you undo an archive in Gmail?

If you accidentally banish an email to the archive, you can kick it right back to your main inbox with just a couple of clicks. 

1. Find the email in your All Mail folder. (If you just archived it, it should be at the top; otherwise, you can search for it.)

2. Select the email by clicking the checkbox to the left of the sender's name. 

   

3. Click the Move to Inbox button near the top of the page to unarchive your message. 

   

   This button also appears when you open an archived email, so you can always just search for the message from anywhere in Gmail and then click that button.

Tips for using the archive function in Gmail

Now that you know how archive works in Gmail, here are some tips to get the most out of the function.

• If you use Gmail as a to-do list, the archive feature is great for removing low- or no-priority emails from your inbox without actually deleting them.

• You can archive an email thread even if you're expecting a response. Once a new reply comes in, Gmail will automatically unarchive the thread.

• To help you stay organized, add additional labels to archived emails. That way they'll also live in a dedicated folder.

• Using Gmail filters allows you to automatically archive messages that come from specific email addresses or meet specific criteria. 

Automate Gmail with Zapier

Want to get the most out of Gmail? Zapier's no-code automations connect Gmail with thousands of popular apps, letting you do things like automatically send email alerts for leads that come in through LinkedIn and Facebook Lead Ads. You can build fully automated, AI-powered systems that automatically route leads, trigger personalized emails, and keep your CRM and inbox in sync.

Learn more about how to automate Gmail, or try one of these pre-made templates.

Gmail archive FAQ

Is there an archive folder in Gmail?

While there's no officially labeled archive folder in Gmail, archived messages can be found under All Mail. The All Mail folder serves as Gmail's version of an archive folder (although it also contains mail from your inbox).

Do archived emails get deleted?

Unlike emails in the trash, archived emails in Gmail never get deleted. Messages you've archived can be restored to the main inbox at any point. 

Where is archive in Gmail on an iPhone?

On iPhone, archived mail is located in the All Mail folder—just like on desktop. You can access it through the menu on the Gmail app.

Can emails live in the Gmail archive and in a label folder?

Yes! When you label an email and then archive it, it'll appear under that label's "folder" and in the archive.

Related reading:

• How to schedule an email in Gmail

• How to set an out-of-office message in Gmail

• A guide to putting your email to work, automatically

• Gmail automation ideas

• How to send personalized emails in Gmail with mail merge

This article was originally published in April 2024. The most recent update was in October 2025.

When the benefits of AI feel locked behind technical expertise or expensive resources, only a small fraction of people—those with access to data science teams, custom-built tools, or significant budgets—get to fully leverage its potential. 

At Zapier, we believe that AI should be accessible, practical, and impactful for anyone, no matter their role or technical background. That's what we mean when we talk about democratizing AI: making sure that every team member gets to fully leverage its potential. Because AI is far more powerful when it's put directly into the hands of the people actually doing the work. 

Here's what it looks like to democratize AI across your organization—and five reasons why you should. 

Table of contents: 

• What does it mean to democratize AI? 

• 5 benefits of democratizing AI across your organization 

• Democratize AI with Zapier

What does it mean to democratize AI? 

Democratizing AI means making AI tools accessible to everyone. It's a buzzy way of expressing Zapier's long-standing mission: to make automation work for everyone. AI is simply the next evolution of that mission—an extension of automation that empowers anyone, regardless of technical background, to leverage powerful tools that save time and amplify impact.

In practice, here's what AI democratization can look like across your organization. 

• Customer support: Equipping agents with AI chatbots that deliver accurate, context-aware answers to customer questions, and intelligently prioritize and route tickets based on preset criteria. 

• eCommerce: Orchestrating AI workflows that automatically parse marketing-friendly product copy into structured data—like size, material, and SKU—so fulfillment teams have the information they need to pack and ship orders. 

• Sales: Building AI-driven workflows that read incoming SMS replies, extract intent and scheduling info, and automatically book appointments with prospects. 

• Revenue operations: Using AI-powered automations to enrich lead data, summarize sales conversations, and instantly update CRM records—freeing reps to focus on closing deals instead of admin tasks.

5 benefits of democratizing AI across your organization 

Letting everyone use AI isn't just about handing out access cards to shiny new tools—it's about changing how your whole company operates. When AI becomes something everyone can tap into (not just the folks with "engineer" in their title), you start to see ripple effects across productivity, creativity, and even culture.

Here are some of the biggest benefits of making AI a company-wide capability.

1. Faster time-to-value

One of the biggest advantages of democratizing AI is how quickly ideas can turn into impact. When the people who know the workflow best are also the ones empowered to build it, there's no delay—they can spot an issue, design a solution, and adjust it as soon as the process changes.

As Jenica Blechschmidt, director of product management at Zapier, puts it: "When process owners build and maintain their own automations, they can adapt instantly—closing the loop and maximizing ROI."

Zapier lets you orchestrate smart solutions as quickly as your brain comes up with them. Ideas don't have to be fully fleshed out, either. All you have to do is tell Zapier Copilot what you want to create, and it'll help you build sophisticated, cross-product automations that connect all your favorite tools and processes—no dev support required.

That ability to iterate in real time means teams move at the speed of the business. Workflows stay aligned with shifting priorities, ROI shows up faster, and IT can focus on guiding strategy instead of chasing tickets. It's a model where everyone benefits: business users gain flexibility, and the whole organization gains momentum.

Learn more: How to orchestrate AI workflows with Zapier: A step-by-step guide

2. Lower costs and less overhead

Another upside of democratizing AI is that it spreads the work around. When business teams can manage their own workflows, small tweaks and updates no longer have to compete with bigger engineering priorities. That means fewer delays and less time spent chasing down fixes.

It also changes the role of your technical teams. Instead of being pulled into maintenance mode, engineers can focus on higher-impact, creative projects while still providing guardrails and expertise when needed. Business users get more flexibility, IT gets more breathing room, and the overall cost of keeping automation running smoothly goes down.

The end result: lower overhead, more strategic bandwidth, and a model that actually scales as the organization grows.

3. More innovation, closer to the problem

The people who understand a workflow best are usually the ones living it day to day. For example, a recruiter knows which parts of the hiring process slow things down, while a marketer knows the exact point in the campaign cycle where handoffs get messy. 

That's why, when domain experts are equipped with tools to build their own AI-powered solutions, innovation happens faster, adoption sticks, and AI becomes part of your organization's DNA rather than a one-off experiment.

For example, at Viva, Adnan Khan led a company-wide initiative to turn every executive assistant into an AI builder. What began with a single Zap designed to simplify one daily task evolved into a full-fledged learning culture. Viva's EAs now follow a structured AI competency framework covering prompting, automation, and business acumen, progressing from "explorers" to "builders." Daily mentoring sessions, a shared repository of EA-specific automations, and tangible results—like cutting briefing prep time in half—have made AI part of everyone's workflow. The result is a cultural transformation where every assistant contributes to innovation.

4. Built-in scalability

Scaling AI isn't about adding more headcount—it's about expanding who can participate. When every team has the tools to create and adapt their own automations, adoption spreads naturally across the organization.

Developers still play a vital role, but as advisors and enablers rather than gatekeepers. That combination—broad access plus expert guidance—sets the foundation for growth that compounds over time.

5. Stronger governance

Opening up AI doesn't mean sacrificing control. With the right platform, governance is built in. For example, Zapier gives you enterprise-grade control, including role-based access, audit logs, approval flows, and real-time monitoring, to keep your automations safe and visible. 

Instead of risking AI being used in the shadows, this creates a balance where teams are empowered to move quickly, while IT leaders retain confidence that everything is secure and auditable. Far from being a risk, democratization paired with strong guardrails actually strengthens governance by giving leaders more visibility into how AI is being used across the organization. 

Democratize AI with Zapier 

Before you tell your teams to go forth and AI-ify workflows using whatever tools they can get their hands on, don't. The key to successfully integrating AI into company-wide workflows is to give everyone a shared foundation: a platform that lets them build, experiment, and scale AI safely. 

That's where Zapier comes in. As the leader in AI orchestration, it gives users the flexibility to build sophisticated AI-powered workflows across thousands of apps, all while giving IT the governance and visibility to keep automations compliant and secure. This way, you don't have to choose between innovation and control—you get both.

For example, your sales team could build an automated workflow that automatically uses AI to score and summarize new lead records in your CRM. From there, it routes qualified prospects to the right rep in Slack and logs the interaction. Meanwhile, IT maintains oversight through role-based permissions, audit logs, and approval flows, ensuring every AI connection and data transfer meets your company's standards.

Related reading: 

• How to measure AI adoption: 4 key metrics to track

• What is enterprise AI? And how to implement it

• AI in the workplace: 5 ways to adapt to AI at work

• Examples of AI orchestration in business operations

OpenAI's new Agent Builder, unveiled at DevDay 2025, is a powerful addition to the growing ecosystem of AI workflow tools. It introduces a sleek drag-and-drop interface that lets users connect modular components—like logic nodes, MCP connectors, and custom guardrails—to create agentic workflows. 

It's another way OpenAI is working to make AI accessible to everyone. That's something Zapier has been focused on for years, and we have some thoughts. 

Based on early testing and previews of Agent Builder, here's everything you need to know about Agent Builder: what it is, how it works, and why you might want to use Zapier instead. 

Table of contents: 

• Zapier vs. OpenAI Agent Builder at a glance

• What is OpenAI Agent Builder? 

• What are the limitations of OpenAI Agent Builder?

• What are Zapier Agents?

• What are Zapier Chatbots?

• How to extend OpenAI Agent Builder with Zapier MCP

Zapier vs. OpenAI Agent Builder at a glance

What is OpenAI Agent Builder?

Agent Builder is a visual workflow editor that lets you build custom AI agents by dragging and dropping components (like logic nodes, MCP connectors, and custom guardrails) onto the interface. 

This means you can build things like a Q&A assistant for employees that pulls from internal documentation or a customer service bot that pulls from your knowledge base. You can also connect multiple AI agents together to create an agentic AI workflow like the one shown in the example below. 

What are the limitations of OpenAI Agent Builder?

Agent Builder is a new feature from OpenAI, and as with any first version, there are limits. Based on early previews, here's what you should keep in mind before using Agent Builder. 

• It lacks triggers and scheduling. Agent Builder is focused on building single, self-contained flows. There's no evidence yet of robust trigger infrastructure, multi-step execution histories, or background automation. Put another way, Agent Builder only runs when someone types a message.

• It only supports about a dozen connectors. These include OpenAI's own services plus a small number of external MCP connectors. (Because one of the connectors is Zapier MCP, though, you can extend it to 8,000+ other apps.)

• It only works with OpenAI models. Agent Builder only uses OpenAI models, so you can't necessarily choose the best model for the job.

• It requires more technical expertise. While the drag-and-drop interface is intuitive, the components themselves require a deeper understanding of how things like data schemas, permissions, and if/else statements work. 

• It may face reliability challenges. Agentic workflows are non-deterministic, meaning they provide different outputs based on the same input. Which also means they can break in unpredictable ways.

It's worth emphasizing that Agent Builder is an answer optimization layer designed to return better AI-generated responses by using things like hallucination guardrails, human-in-the-loop reviews, prioritized context search, and reasoning order and routing. 

Unlike Zapier, it's not a complete automation platform that allows you to orchestrate AI-powered workflows across systems. So if you want to build sophisticated, multi-step workflows with AI layered in at every step, Zapier is the way to go. 

What are Zapier Agents?

Zapier is the leader in AI orchestration—and Zapier Agents is just one piece of the puzzle. With Zapier Agents, you can build AI assistants that not only surface better responses, but also take actions for you in 8,000+ apps. 

Compared to Agent Builder, Zapier also offers more flexibility so you can build enterprise-grade workflows at scale. Here are a few standout differences:

• Trigger infrastructure: Unlike chat-based agents, Zapier can start workflows automatically when something happens—a new lead in your CRM, a form submission, or a Slack message.

• Cross-model flexibility: You're not limited to OpenAI models. Zapier integrates with Anthropic, Gemini, Claude, and hundreds of AI tools—letting you build agents that leverage the best model for the job.

• Reliability and scalability: Zapier has spent over a decade perfecting robust, deterministic automation. When something breaks, Zapier retries intelligently, logs errors, and keeps your workflows running.

• Collaboration and permissions: Sharing automations across teams, managing credentials, and tracking workflow performance are all built in—no extra setup required.

It's easy to get started with Zapier Agents. Just describe what you want your agent to do in plain language, and the prompt assistant will automatically enhance the instructions. Or if you'd rather not start from scratch, you can choose from a selection of pre-built templates. Give your agent access to your data sources, connect them to your tools, and even set up agent-to-agent calling so your agents can delegate work to each other like human teammates collaborating on a project.

Zapier Agents make it easy for anyone in your company to use AI in actually useful ways, even without any technical expertise. Build agents that do things like capturing and enriching leads from multiple sources, triaging customer support tickets, or even managing your email inbox.  

What are Zapier Chatbots?

Like OpenAI ChatKit, Zapier also lets you build embeddable AI chatbots that can call agents or kick off deterministic workflows with a Zap. That means you can trigger either agentic or deterministic workflows from a user's chat prompt.

If you want to build lightweight chatbots for customer chat or internal Q&A, you can build one for free on Zapier—and connect it to 8,000 apps.

How to extend OpenAI Agent Builder with Zapier MCP

If you love working inside OpenAI products but want the power of Zapier's 8,000+ integrations and battle-tested functionality, good news: you don't have to choose. With Zapier, OpenAI's Agent Builder becomes more than a visual canvas—it's a launchpad for real, production-ready workflows. 

OpenAI's Agent Builder only has eight native integrations, but its connection with Zapier MCP unlocks over 8,000 fully functional, secure, and debugged APIs.

That means you can build powerful agents that take actions across all the tools you're already using (from Gmail and Slack to Salesforce and Shopify) without writing a single line of code. Do things like:

• Customer support: Triage tickets, enrich CRM data, and route issues to the right team

• Onboarding: Create accounts, assign training in your LMS, and schedule manager check-ins 

• Team engagement: Summarize sentiment from survey results and draft follow-up actions for managers

• Project reporting: Pull updates, design files, and code commits into polished summaries

• Procurement: Validate spend requests, check budgets, and push approvals to ERP

Zapier gives your agents a deep app ecosystem and advanced actions that you can't get with OpenAI Agent Builder on its own. Learn more about why you shouldn't build an OpenAI agent without Zapier, or get started with Zapier MCP.

At DevDay 2025, OpenAI launched Agent Builder. It's a visual workflow editor that lets developers design, test, and deploy multi-agent systems right inside the OpenAI platform. And on its own, it's a solid tool for developers who want to build and embed chatbots visually without writing complicated integration code.

But when you connect it to Zapier MCP—our implementation of the Model Context Protocol—those same agents level up exponentially. While Agent Builder comes with just a handful of native connections to other tools, Zapier MCP can extend it with a vast, secure ecosystem of more than 8,000 apps and 30,000 actions.

Wondering what this looks like in practice? Keep scrolling to get five ideas for AI agents you can build today in OpenAI with Zapier MCP, to orchestrate work across your whole stack.

Table of contents

• Why use Zapier with OpenAI Agent Builder

• Employee onboarding agent

• Team engagement agent

• Multi-system customer service agent

• Procurement and vendor management agent

• Project status rollup agent

• How to connect Zapier MCP to Agent Builder

Why use Zapier with OpenAI Agent Builder

OpenAI Agent Builder is a sleek visual workflow editor that lets you build custom AI agents by dragging and dropping components (like logic nodes, MCP connectors, and custom guardrails) onto the interface. But it lacks things like triggers and scheduling, and it only connects to a handful of apps.

Zapier, on the other hand, is an AI orchestration platform. It connects to more than 8,000 apps and can trigger complex workflows across your tech stack. And because Zapier MCP is one of OpenAI's few connectors, you can use it to let Agent Builder work across all your favorite tools.

Intrigued? Here are just a few examples of what you can build.

Employee onboarding agent

You want to strip the manual work out of onboarding and make the process for setting up new hires consistent and quick.

What this might look like:

Your agent creates new-hire accounts in required apps using shared People team credentials stored securely in Zapier. It assigns courses from your learning platform, schedules manager check-ins at 30, 60, and 90 days, and tracks completion automatically, so your team can focus on people instead of paperwork.

Team engagement agent

You want to show your team you're listening—and act on their feedback while it's fresh.

What this might look like:

Your agent summarizes sentiment from your internal survey tool, suggests actions for managers, and drafts talking points to guide their follow-up conversations. Zapier delivers those updates directly to each manager in Slack or email, closing the loop between insight and action.

Multi-system customer service agent

You want to automate tier-one support and free your team from repetitive triage. 

What this might look like:

Your agent monitors your help desk for new tickets, enriches each one with customer data from your CRM and internal tools, and drafts responses for review. Zapier handles the routing, sending updates to the right team and keeping records connected everywhere.

Procurement and vendor management agent

You want to remove the guesswork from procurement and make sure budgets and approvals stay aligned.

What this might look like:

Your agent checks new purchase requests in your spend management tool, validates them against budgets in your ERP, and confirms vendor status in internal systems. Zapier routes approval notifications, updates the ERP, and closes the loop when purchases are complete.

Project status rollup agent

You want to give leadership real updates that tie progress to impact.

What this might look like:

Your agent pulls progress from project management tools, layers in recent code commits and design file changes, and compiles clear summaries. Zapier then posts those updates to internal channels or documentation, so teams stay aligned automatically.

How to connect Zapier MCP to Agent Builder

Ready to get started? If this is your first time using Zapier MCP, go to the Zapier MCP dashboard and in the Configure tab, select the exact apps and actions you want to equip your agent with. (You'll find detailed instructions for doing this in our Zapier MCP feature guide.)

Once you've set up an MCP server, head to the Agent Builder platform and follow these instructions:

1. From the left-hand menu, under Tools, drag an MCP node onto your agent.

2. Click the node, then click +Add.

   

3. A pop-up window will appear. Select Zapier under Third party servers.

   

4. Click Get API key.

   

5. You'll be taken to the Zapier MCP dashboard. At the top of that page, go to the Connect tab and click Copy secret. This is the API key for your MCP server.

   

6. Finally, back in OpenAI, enter your Zapier API key and click Connect. That's all it takes! You're ready to build from here.

   

Orchestrate secure systems with Agent Builder and Zapier

These examples only scratch the surface of what's possible with Agent Builder and Zapier MCP. When you meld agent intelligence with execution power across thousands of secure apps in our directory, you're only limited by your imagination.

So, what AI workflows will you build first? Get started with Zapier MCP today.

I teach virtually for a local college, and like every educator ever, I have a serious problem with student no-shows for meetings. 

After much reflection (me literally looking at my reflection in an empty Zoom room groaning, "Whyyy?"), I've found a promising solution: appointment scheduling software. While there are plenty of meeting schedulers to choose from, I'm a creature of habit and prefer to do everything in Google. 

If you also like to dip one pinky toe into the unfamiliar while staying firmly planted in your comfort zone, follow along. I'll walk through how to create a booking page using the Google Calendar appointment schedule feature.

Table of contents:

• What is Google Calendar appointment scheduling?

• How to create an appointment schedule in Google Calendar

• How to edit an appointment schedule in Google Calendar

• How to share your Google Calendar appointment schedule 

• How to use the Google Calendar scheduling feature in Gmail 

What is Google Calendar appointment scheduling?

Google Calendar appointment schedule is a feature that turns Google Calendar into a mini-Calendly. With appointment schedules, you can: 

• Share a professional booking page. Anyone with an email address can book an appointment with you using the appointment schedule's booking page. And you can easily view your booked appointments alongside your regular schedule in Google Calendar.

• Customize your appointment availability. This way, you can do things like add buffer time between meetings, set a maximum number of bookings each day, and limit how early (or last-minute) someone can book an appointment. 

• Get email notifications. You'll receive a booking confirmation, and anyone who books will receive an automatic reminder email before the appointment. 

The appointment schedules feature is currently available on all personal and Workspace accounts (as long as it's enabled by your admin). You'll get more features if you're on a paid account.

How to create a Google Calendar appointment schedule

Creating a Google Calendar appointment schedule is as straightforward as creating a calendar event—only with more customization options. It has a lot of features that meeting schedulers like Calendly have but with that familiar Google feel. 

1. With Google Calendar open, click Create, and then click Appointment schedule. 

   

2. In the appointment schedule panel that appears, update the following sections: 

   

   • Add title. This title is visible to anyone who has a link to your booking page. By default, Google Calendar will also use the title as the event name when someone books an appointment slot. 

   • Appointment duration. Each appointment slot must last for at least 5 minutes. To change the duration, click the down arrow (▼)beside the default duration. 

   • General availability. For every day of the week, set the times that you're open to meet. To include multiple availabilities in a day, click the Add another period to this day icon, which looks like a plus sign (+). And if you want to copy the appointment slots from one day across all your other available days, click the Copy to all icon, which looks like a rectangle. Note: Copied appointment slots won't override any days marked Unavailable. 

   • Calendars checked for availability. Google Calendar will automatically block off busy times from your selected calendar on your booking page. By default, it'll only check your primary calendar. If you want Google Calendar to consider other connected calendars, indicate them here. 

   • Advanced features. You'll also find more advanced features that you can customize, like a scheduling window, adjusted availability for specific dates, and buffer times between bookings.

3. Click Next. 

4. Now it's time to set up your booking page. In the appointment schedule panel, you can customize a message for people to see when they view your booking page, along with booking confirmations and reminders. Unlike Google Calendar events, you can't set the default video conferencing to Zoom (much to my chagrin). 

   

5. Click Save. 

How to edit appointment schedule in Google Calendar

Here's the easiest way to edit the details of your appointment schedule in Google Calendar.

1. Click any appointment schedule block in your calendar grid.

2. In the appointment schedule window that appears, click the Edit appointment schedule icon, which looks like a pencil. 

   

3. Edit the details of your appointment schedule.

4. Click Next.

5. Edit the details of your booking page, if needed.

6. Click Save.

Need to delete your appointment schedule altogether?

1. Click the appointment schedule block that you want to delete in your calendar grid. 

2. In the appointment schedule window that appears, click the Delete appointment schedule icon, which looks like a garbage can. 

   

3. Select if you want to delete only that week's availability or the entire appointment schedule, and then click OK. 

   

How to share your Google Calendar appointment schedule 

Now that you've created your booking page, it's time to share it. Google Calendar lets you do this in a few ways: share a link to your booking page or embed it on your website. 

How to share a link to your Google Calendar booking page 

If you prefer to manually share your booking page, here's how to get the share link.  

1. On your Google Calendar grid, click any appointment schedule block. 

2. In the appointment schedule window that appears, click Share.

   

3. In the Link tab of the Share your booking page window that appears, click Copy link. 

   

4. Click Done. 

5. Paste the link wherever you want to share your appointment schedule. 

How to add your Google Calendar booking page to your website

If the words "embed" and "HTML" don't scare you, there's also the option to add your booking page to your professional website. Google Calendar lets you do this in two ways: add a button that opens a pop-up with your booking page or embed the booking page directly to your site. 

1. On your Google Calendar grid, click any appointment schedule block. 

2. In the appointment schedule window that appears, click Share. 

3. In the Share your booking page window that appears, click Website embed. 

4. Click the down caret (⋁) beside the embed option you want, and then click Copy code. If you choose Button with popup, you can also modify the button color and text. 

   

5. Click Done. 

6. Paste the embed code, and add it to the HTML of your website. 

Bonus: How to use the Google Calendar scheduling feature in Gmail 

Google lets you share your availability via Gmail and have recipients book a meeting with you directly from their inbox too.

How to find a time to meet in Gmail 

If you don't have access to your recipient's calendar, you can share your availability and let them book a meeting with you. 

1. In Gmail, click Compose. 

2. Draft your email as you normally would (add a recipient, subject line, and message).

3. Click the Set up a time to meet icon, which looks like a calendar, and then select Propose times you're free. (You can also choose to just embed your booking page if you've already made one.)

   

4. Your Google Calendar will open in a panel beside your draft message. Update the meeting duration and your availability, and click Next.

   

5. Review your meeting details, and update the event title, location, and description if you want. When you're done, click Add to email.

   

6. Your proposed meeting times will appear in your email draft. Review your email, and then click Send. 

   

Your recipient will be able to pick a time directly from their inbox, and then Google will schedule the meeting on both of your calendars.

How to schedule a meeting from Gmail 

If you have access to your recipient's Google Calendar, you can skip straight to creating an event from Gmail. From a draft message in Gmail, click the Set up a time to meet icon, and then select Create an event. 

Once you create and save your event, Google will send the event details in a separate email to your recipient, add the event to your calendars, and include the details in your draft email message. 

Automate Google Calendar

Once you've set up a Google Calendar booking page, use Zapier's Google Calendar integration to orchestrate powerful, AI-driven workflows that connect your scheduling to the rest of your tech stack. For example, when someone books a meeting, you could trigger an AI workflow that drafts a personalized confirmation email, sends the meeting information to your CRM, and then posts a prep brief in Slack—all before the meeting starts.

Learn more about how to automate Google Calendar, or get started with one of these pre-made workflows.

Hey, Google. Add Zoom. 

Don't get me wrong—the Google Calendar appointment schedule offers a lot of useful features that will drastically reduce the hassle of organizing a meeting. But there's still one downside for me: the inability to add Zoom as the default conferencing option. But who knows? Maybe Google will add it back as an option in the future. 

Related reading: 

• Stress-reducing Google Calendar settings you didn't know you needed

• How to create detailed Google Calendar events using Zapier

• How to send a reminder in Slack for Google Calendar events

This article was originally published in August 2022. The most recent update was in October 2025.

There are lots of reasons you might find yourself in need of a YouTube transcript. Left your headphones at home? You can use transcripts to "read" a video while keeping the volume all the way down. They also make it easier to translate content into other languages. And that hour-long video essay on symbolism in "The Shining"? Maybe it'll make more sense when you've got the text laid out right in front of you. Maybe.

If you're as loyal to the written word as I am, you're in luck. The process to get a transcript of a YouTube video is fairly straightforward: just expand the description box and click the Show transcript button.

Here, I'll walk through the steps for YouTube desktop and mobile, and give you a few tips on using transcripts.

Table of contents:

• What is a YouTube video transcript?

• How to transcribe YouTube videos on desktop

• How to transcribe YouTube videos on mobile

• Alternate ways to transcribe a YouTube video

• How do YouTube transcripts work?

• What you can do with YouTube transcripts

• Automatically transcribe YouTube videos with Zapier

• YouTube transcript FAQ

What is a YouTube video transcript?

A YouTube video transcript is a text version of all the words spoken during a video. Any audio that's recognizable as speech gets transcribed and converted into a readable format.

A transcript can be displayed as real-time closed captions or as scrollable text. 

How to transcribe YouTube videos on desktop

If you're using YouTube on desktop, the transcript feature is just a few clicks away.

1. Go to the video you want transcribed.

2. Click the description box to expand it. 

   

3. Scroll to the very bottom of the description box to find the Transcript section. Click the Show transcript button.

   

4. YouTube will pull you back up to the top of the page. Next to the video player, you'll see a lovely new box with a full transcript waiting for you.

   

5. From here, you can copy the text and paste it wherever you want it.

Click the three dots in the top-right to toggle timestamps on or off, or click on any section of the transcript to jump straight to that part of the video.

How to transcribe YouTube videos on mobile

To get a transcript on your phone, you'll need the YouTube app (the mobile website doesn't have a Show transcript option).

1. Open the YouTube app on your mobile device, and go to the video you want to transcribe.

2. Tap below the video player where it says ...more to open the full description box. (You can also tap the title instead.)

   

3. Swipe to the bottom of the description, and tap the Show transcript button. 

   

4. This will replace the description box with a transcript box, and you can scroll through the full text of the video.

   

I haven't found a way to copy the text out of the mobile app, unfortunately, but you'll get it on your screen.

Alternate ways to transcribe a YouTube video

While using YouTube's built-in transcript feature might be the fastest way to transcribe a video, it can be clunky to copy and almost definitely isn't fully accurate (because AI). Here are some other options to consider when YouTube's automatic transcript generator doesn't cut it.

Contact the content creator

Many content creators write scripts for their videos before they record them—however off the cuff they may seem. Depending on how accessible a creator is, you may be able to reach out and request a transcript directly. Worst case scenario, they say no.

Use third-party transcription services

There are plenty of transcription services available, many of which use AI. Some are free and some are… not free. Start by taking a look at Zapier's picks for the best transcription services.

How do YouTube transcripts work?

Unless the video publisher has uploaded their own transcript, YouTube defaults to an automatic caption generator. The transcript feature uses these automatically-generated captions to display the full text of the video. 

While it's an extremely handy tool, the accuracy can be lackluster. It has a hard time picking up muffled or unclear speech, so if complete accuracy is important, you may need to review the transcript line by line.

What you can do with YouTube transcripts

Although pretty much everybody uses YouTube, not everybody uses it in the same way. Here are some of the ways you can use a YouTube transcript: 

• If you host videos on your website in addition to YouTube, including a transcript can boost your SEO and GEO and aid comprehension for users. Pull the transcript from YouTube, and use it on your website too.

• Transcripts also make it easy to repurpose video content for blog articles, social media, and other text formats. Lots of AI marketing tools have features that turn YouTube links into fully fleshed-out blog posts automatically.

• Some folks just learn better by reading. If that's you, reading through a transcript instead of (or while) watching can help you internalize the content more.

Automatically transcribe YouTube videos with Zapier

Zapier's AI orchestration platform lets you connect YouTube with thousands of other apps, so you can automatically get transcripts—and then do something with them.

For example, you could create a workflow where every new YouTube video uploaded to your channel is automatically transcribed by AI, that transcript is rewritten into a blog article and LinkedIn post, and it's all stored in a Notion database alongside the video link. This kind of orchestration makes your content work for you across platforms without the need for constant manual effort.

Learn more about how to automate YouTube (like automatically uploading videos to YouTube from Google Drive, Discord, and other platforms), or get started with one of these pre-made templates.

YouTube transcript FAQ

Still have questions about how to transcribe a YouTube video? I've got answers.

How do I download a YouTube transcript as text?

YouTube doesn't allow users to directly download transcripts from the website or app. You'll need to copy the text yourself and paste it somewhere else (like Microsoft Word or Google Docs). From there, you can edit the transcript and download it in your chosen format. Alternatively, you can use Zapier to send YouTube videos to a transcription app for automatic transcription.

Why do some YouTube videos not have transcripts?

While YouTube should automatically generate transcripts for videos, content without speech (like music with no vocals) won't give you the option. In other cases, unclear or distorted speech can result in an incomplete transcript. 

How do I copy a transcript from YouTube without timestamps?

On desktop, you can toggle timestamps on or off after you hit the Show transcript button. Click the three little dots in the top-right corner of the transcript box, and the option will pop up. (Note: you can't remove timestamps on YouTube's mobile app.)

Related reading:

• YouTube marketing: tips, tricks, and strategies

• The best free video editing software

• The YouTube metrics you should focus on

• How to create video scripts from blog posts with ChatGPT

This article was originally published in April 2024. The most recent update was in October 2025.

Claude powers Amazon's new Alexa+ experience, autonomously resolves millions of customer support tickets via Intercom, and helps users build sophisticated apps through platforms like Cursor and Replit. It sits at the center of the "vibe coding" movement, where non-coders create apps just by chatting with AI, and has devoted fans who praise its surprisingly effective therapy-like conversation skills.

And yet, on paper, Claude seems limited compared to rivals. It can't generate images or videos, it's often months behind on features, and it doesn't have any impressive context windows.

What, then, explains Claude's popularity with consumers and enterprise brands alike? Why are major companies and everyday users turning to an AI that, by many metrics, offers less? In this article, I'll explore what makes Claude a powerhouse in enterprise AI and a favorite among professionals who need depth over breadth.

Table of contents:

• What is Claude?

• What makes Claude great?

• How to try Claude for yourself

• Automate Claude with Zapier

What is Claude?

Claude is a family of large language models (LLMs) developed by Anthropic, a company founded by former OpenAI researchers. Unlike competitors that aim to be all-in-one assistants, Claude prioritizes deep reasoning and specialized capabilities like code generation.

Claude is also the name of the AI chatbot built on top of these models.

Claude's model family: Sonnet, Haiku, Opus

Anthropic offers three main model variants (the most recent of which was released in September 2025), each with different performance characteristics and price points.

Claude Sonnet 4.5 is now considered by Anthropic to be the best model for coding and the best model for all-around performance. Opus still has an edge on the most complex tasks, but at $3 per million input tokens and $15 per million output tokens, Sonnet is the best default model for most users due to its balance of performance and cost.

Claude Opus 4.1 is still preferred by many developers for complex coding tasks and is also well-suited to research and enterprise applications that need maximum performance. At $15 per million input tokens and $75 per million output tokens, it's pricey, so it's best for complex tasks where accuracy is more important than speed or cost.

Claude Haiku 3.5 is optimized for speed and affordability. It costs just $0.80 per million input tokens and $4 per million output tokens. The current version was released in October 2024 and hasn't gotten an update since, but it's still a solid choice when cost and time are your most important factors.

Claude API pricing

What makes Claude great?

Claude is best for use cases like coding, deep reasoning, nuanced content creation, and privacy-focused enterprise applications. Here are the features that help Claude stand out.

Artifacts

Claude's Artifacts feature creates persistent, editable content that you can reference and update throughout a conversation or project. This might include interactive elements like shareable notes, code snippets, charts, small apps, or calculators. 

Since Claude has access to the web, you can ask it to source information and create an interactive artifact in one shot. Want to compare how different investing styles performed over a specific timeframe? Claude can find the answer, create an interactive chart, and include different ways to view the data.

With Artifacts, you can create anything from AI-generated mini-games and data visualizations to productivity apps like interactive FAQs or workflow calculators.

You might be surprised how useful this is for satisfying your everyday curiosity. Seriously: download the Claude app, ask Claude to generate data visualizations for random questions, and see what happens. It still blows my mind that from the comfort of my couch, I can ask Claude for "an interactive visualization showing which countries export the most bananas per capita" and get a masterpiece like the chart below.

But React-powered interactive charts and graphs are just the start. Anthropic now allows you to create AI-powered artifacts and share them publicly without worrying about blowing up your API budget, since users have to authenticate with their Claude account and are responsible for their own usage. 

That means it's easier than ever to create a Claude-hosted app for team productivity, language learning, or goofy multiplayer games.

Advanced coding skills

Claude is wildly popular for coding among developers and enterprises. Even before the release of Sonnet 4.5, Claude was firmly in the lead in enterprise AI markets with 42% coding market share (a big reversal from 2023, when OpenAI had a 50% market share).

So what changes with Sonnet 4.5? The big story is how autonomous Sonnet 4.5 is when dealing with complex multi-step coding challenges. According to Anthropic, Sonnet 4.5 can work autonomously for as long as 30 hours on complex tasks. It also features improvements in accuracy, debugging, multi-step reasoning, and managing tasks across multiple codebases.

Claude has also made Claude Code, its agentic coding tool, easier to access. It's now included in all Pro plans, and in August 2025, organizations on Team and Enterprise plans got access to Claude Code too. This has big implications for Claude's usefulness, particularly within organizations. As Kieran Klaassen, general manager of Cora, an email app, said in July 2025: "Every piece of code I've shipped in the last two months was written by AI. Not assisted by AI. Written by AI… Claude Code is the first tool that makes everyday coding genuinely optional."

Whether you're a coding hobbyist or a big tech developer, Claude should probably be your AI coding tool of choice.

Research and extended thinking mode

All of the leading LLMs now have some form of "deep thinking" mode. Claude offers two variations: research and extended thinking mode.

Like ChatGPT's Deep Research, Claude's Research feature looks through dozens (and often hundreds) of sources to create comprehensive reports addressing nuanced requests. For example, I asked Claude to do a comprehensive review of Alaska Inner Passage cruise options, specified a few parameters, and got a thoroughly-researched recommendation in under six minutes.

Extended thinking mode, on the other hand, isn't intended for ultra-comprehensive research reports. Instead, it employs a kind of "hybrid reasoning" approach that lets the AI either respond almost instantly or take time to reason step-by-step before answering. 

In my testing, extended thinking mode has become less self-questioning over time. When I asked an earlier Claude model, Sonnet 3.7, to figure out how many basketballs fit inside a 747 airplane, it stopped no less than three times to check its math, revise its assumptions, and redo its calculations. For me, observing this process built trust: it was helpful to see why certain approaches were discarded and why the final answer was the most logical.

Now, with Sonnet 4.5, Claude simply takes a few seconds to outline its thought process before confidently giving an answer. When you read through the Thought process box, it's almost as if Claude is acting as a highly-qualified expert prompting itself. I still think it adds helpful context, though, since you can see implicit assumptions that don't always make it into the final answer.

Projects

Claude's Projects feature isn't as groundbreaking now as when it first came out—ChatGPT now offers something similar—but it's still super helpful. With Projects, you get consistent, tailored responses across interactions without constant re-prompting.

For example, let's say you use Claude to write captions for your business's social media posts. Unless you copy and paste the same prompt and include detailed instructions, you're likely to end up with a different brand voice and formatting each time. Projects lets you anchor all of your chat activity with the same instructions, while also uploading materials to a persistent file archive so Claude knows everything it needs to know about your business.

You can also use Claude Projects for personal use cases, like creating a personal tax advisor to review all your financials and make sure you don't miss any deductions.

Personality (a.k.a. "vibes")

No, personality isn't actually a feature. But you might be surprised at how often this comes up when people talk about why they use Claude. As Eric Simons, CEO and co-founder of StackBlitz, says: "Sonnet is just more fun and friendlier which goes a long way. It tries to empathize in a way that's not obviously robot fake."

While each new AI model inevitably benchmarks its performance against older models (now 5% better at math!), they're all incredibly powerful at this point, which means the subjective experience of interacting with them is a kind of X-factor that can tip the scales. This makes sense: if you're spending all day brainstorming with bots, you want the experience to be pleasant.

For me, Claude is hands down the best AI to have a conversation with. ChatGPT somehow sounds both robotic and overenthusiastic, and Grok has plenty of personality but goes a little overboard. Claude, on the other hand, manages to bring emotion to the conversation in a way that's believable.

Web search

Claude's competitors launched web search in mid-2024, which is basically a decade ago in the world of AI. But Claude finally caught up in March 2025.

While there's nothing revolutionary about Claude's take on web search, it's integrated seamlessly. As long as you keep the Web Search function toggled on, Claude automatically searches the web when needed based on the context of your query. Claude does a particularly good job of citing its sources: after each statistic, there's a clearly-labeled link you can follow so you can cross-check the information yourself.

How to try Claude for yourself

For access, sign up at Claude.ai. From there, you can start a conversation or use one of Claude's default prompts to get started. As a free user, you'll get access to Claude Sonnet 4.5, plus limited use of Opus 4.1. Upgrading to one of Claude's paid plans (starting at $20/month) gives you access to additional models (including Haiku 3.5) and priority access even during times of high traffic.

Automate Claude with Zapier

If you decide to use Claude as your AI chatbot of choice, you can connect it to Zapier, so you can initiate conversations in Claude whenever you take specific actions in your other apps. Build solutions in minutes and solve tough challenges with AI and automation. Learn more about how to automate Claude with Zapier, or get started with one of these pre-made templates.

Anthropic also developed the Model Context Protocol (MCP), a standard that allows you to take action in other apps straight from Claude. With Zapier MCP, you can access your entire tech stack from Claude, no code required. Learn more about how to empower Claude to work across your apps with Zapier.

Related reading:

• What is Llama and why does it matter?

• What is Google Gemini?

• What is Sora? OpenAI's text-to-video model

• What is Perplexity AI?

• What are Claude computer use and OpenAI Operator?

This article was originally published in September 2023. The most recent update was in October 2025.

If you apply to Zapier, you may be invited to a recruiter screen with an AI agent.

We want you to know why.

Our Talent Acquisition (TA) team is experimenting with agentic recruiters—AI-powered screening conversations designed to help us manage high application volume while giving more candidates a chance to shine.

In keeping with Zapier's Default to Transparency value, we're sharing this for two reasons:

1. So candidates understand how this may shape their experience with us.

2. To contribute to the broader talent community dialogue on what's possible—and what requires guardrails—as recruiting evolves with AI.

The challenge: Volume, noise, and candidate experience

Job seekers are increasingly using AI to write their resumes and applications—and to send many more applications. On one hand, candidates can highlight skills more effectively. On the other hand, recruiters now face a flood of submissions that look strong on paper but often don't hold up in practice.

When we opened a recent software engineering role, we received several thousand applications in just 48 hours. Zapier commits to responding to every candidate within seven days. But at this scale, our recruiters would need to spend hundreds of hours on initial candidate interviews. We don't have the human bandwidth to do this, but we want to give every qualified candidate a chance to shine.

On top of applications per job growing beyond what we can manage conventionally, we're finding that up to 30% of applications are fraudulent. We've witnessed fake identities, unverifiable credentials, and misleading profiles. We even caught some deepfakes on live interviews! Our fraud alert systems are helpful, but every minute spent here takes time away from genuine candidates. We want to ensure our focus stays on people who could truly thrive at Zapier.

Our experiment: Bringing the power of AI into the first interview

To address these challenges, we're going to start our experiment to pilot agentic recruiter screens this fall. We'll test this approach with a small number of roles, primarily software engineering, where we have the highest volume of applications.

Here's how it works:

• After an initial application review by a member of our team, significantly more candidates can now move forward to a 15–20 minute AI-led screening call.

• The AI recruiter asks the same structured questions our human recruiters would, with smart follow-ups tailored to our criteria.

• Candidates can complete their interview at their convenience, making interviewing with Zapier more flexible and accessible.

• Afterward, AI helps summarize responses against our rubric, and a human Zapier recruiter reviews the notes, transcript, and recording—alongside your application. That same human recruiter makes the final decision on whether to move the candidate forward.

Your experience as a candidate

Participation is completely optional. If you'd prefer not to participate, you can opt out with no impact on your candidacy; we'll review your application as usual.

That said, we believe there are real benefits to participating:

• A chance to tell your story—because we're not limited to the handful who look "perfect" on paper.

• Flexibility to schedule on your own terms and in your time zone.

• Confidence that your candidacy will always be reviewed by a real recruiter, not an algorithm.

• Transparency into how we're testing and refining the process.

For recruiters, this experiment means more time to build relationships with candidates who advance deeper into the interview process. This translates into more personal, tailored support from our team if you advance.

And this experiment reflects how Zapier operates as an AI-first company: always looking for ways to let computers do more, so humans can focus on what we do best—building meaningful connections and making thoughtful decisions.

Keeping humans at the center

Most importantly: AI does not make hiring decisions at Zapier. Our recruiters and hiring managers do.

The AI supports us by:

• Applying consistent criteria across hundreds of candidates, reducing the risk of unconscious bias.

• Focusing on the content of answers, not accents or speech patterns, thanks to safeguards we've built.

• Surfacing details busy humans might miss when screening dozens of candidates a day.

But the final call always rests with people. We use AI to amplify human judgment, not replace it.

The bigger picture

Zapier isn't alone in trying to shape the future of hiring. Across industries, companies are exploring AI in recruiting, while researchers remind us of the risks if these tools aren't applied with care. We believe AI can transform hiring—but only when paired with strong guardrails. Our approach is simple: experiment thoughtfully, learn openly, and keep people at the center.

Looking ahead, the future of talent acquisition will rely on human judgment amplified by AI precision. AI isn't replacing recruiters—in fact, we've recently added recruiters to our team. Instead, we see AI as a tool that frees recruiters to focus on what matters most: connecting with candidates who are the best fit.

This is just the beginning of our journey. We know the use of AI in recruiting will shape the candidate experience in different ways—some will see it as an exciting signal of innovation, others may find it less personal. Either way, we'll continue to share what we learn and invite feedback from candidates and the broader TA community. Because ultimately, improving hiring isn't just about moving faster—it's about building fair, human experiences that lead to the right match.

Everyone seems to find themselves fumbling with hyperlinks in Slack, but it's almost magic how easy it is. There are two main ways to do it.

Table of contents:

• How to hyperlink in Slack with a keyboard shortcut

• How to add a Slack hyperlink and see the URL

• How to add a Slack Markdown link

• The case for not hyperlinking

• Automate Slack with Zapier

• Slack hyperlink FAQs

How to hyperlink in Slack with a keyboard shortcut

1. Copy the URL you want to link to.

2. Highlight the text you want to hyperlink.

3. Type Ctrl + V on Windows or command + V on Mac.

That's it: the text will hyperlink. It seems like a small thing—cutting out a click or two—but when you spend your day adding links to Slack, it adds up. When Zapier customer champion Michelle Poterek shared this insight in an internal blog post, the people went wild for it.

Who knew creating a link in Slack would be such a party?

How to add a Slack hyperlink and see the URL

If you want to see the URL you're adding to be sure you're not accidentally pasting a link to your dog-cave Pinterest board, you can still use a keyboard shortcut—it's just a couple more keystrokes and one extra click.

1. Copy the URL you want to link to.

2. Highlight the text you want to hyperlink.

3. Type command + shift + U on Mac or Ctrl + Shift + U on Windows. (You can also just click the link icon right above the message field, but why do that when you can use a shortcut?)

4. The hyperlink box will pop up: paste the link in the Link field, and click Save.

How to add a Slack Markdown link

Until I worked at Zapier, I'd never even heard of Markdown. Now, half the people I work with prefer writing in it—and Slack supports it. To add a link using Markdown:

1. First, you need to make sure you have the setting enabled. Go to Preferences by clicking the name of your workspace, and selecting Preferences, or by using the shortcut Ctrl + , or command + ,.

2. Click the Advanced tab, and check the box next to Format messages with markup.

   

3. Type your hyperlink in Markdown format, which is [anchor text](URL). For example: [I dare you to click this!](https://sketchywebsite.com).

4. Hit Enter or return, or click the send button. (Confusingly, it won't render as a hyperlink in the text box, but once you send it, it'll be hyperlinked.)

   

One thing to keep in mind. Once you enable the markup setting, you won't be able to add hyperlinks (or much else) the normal way. So only check that box if you live and breathe Markdown.

The case for not hyperlinking

Now you know how to create a Slack link—but should you?

I much prefer when people just drop the full URL somewhere in their Slack message. When there's a hyperlink, I find myself hovering over it to see what I'm about to click on.

So far, I haven't been trolled by a Slack hyperlink, but it's worth keeping in mind.

Automate Slack with Zapier

A semi-magical keyboard shortcut is one thing, but when you connect Slack with Zapier, you can turn Slack into an AI-orchestrated command center, where messages can trigger complex workflows across your entire tech stack. For example, Zapier can detect a critical incident report in Slack, use AI to classify severity, auto-create a Jira ticket, spin up a dedicated Slack channel, and post AI-generated summaries to stakeholders.

Learn more about how to automate Slack, or get started with one of these pre-made templates.

Slack hyperlink FAQs

For something so simple, there are still questions to answer.

Why is my Slack Markdown link not working?

If your Slack Markdown link isn't working, it's probably because you don't have the checkbox checked. Go to Preferences > Advanced, and check the box next to Format messages with markup. Then try again, and it should work. (Just keep in mind that it prevents you from adding hyperlinks the regular way.)

Can you add a Slack hyperlink on mobile?

Yes! You can hyperlink on mobile by typing your anchor text, highlighting it how you normally would on your phone, and then tapping the hyperlink icon. You'll get a pop-up to add the link—click Save, and you're done.

Why can't I see the hyperlink option in Slack?

If you can't see the link icon above the message field, and using the keyboard shortcut (Ctrl + V or command + V) isn't working, it's possible you have markup enabled. To disable it, go to Preferences > Advanced, and uncheck the box next to Format messages with markup. When you go back to the message field, you should see the link option, along with all the other formatting options.

Related content:

• The best automations for Slack users

• How to delete Slack messages

• How to survive on a Slack that's way too busy

• How to customize your Slack sidebar

• 6 examples of Slack workflows to automate your business

• How to send a GIF in Slack

This article was originally published in March 2022. The most recent update was in October 2025.

Granola works differently from the typical AI meeting assistants you see on most calls these days, the ones that invite a virtual note-taking attendee. Instead, Granola records audio locally on your machine, then pairs that transcript with an AI-generated summary and the notes you type during the meeting. By incorporating your own notes into the AI-generated content, it surfaces the points you actually care about rather than guessing at what's most relevant.

Because every Granola note is stored as a plain text file, when you connect the app with Zapier, you're free to auto-move that file anywhere. In the sections that follow, I'll show you how to extend Granola's capabilities with Zapier. Let's get started.

Skip ahead

• Keep your meeting notes organized

• Share notes with your team

• Turn notes into tasks and follow-ups

• Keep your CRM up to date

Keep your meeting notes organized

Granola makes it easy to generate clear, reliable notes after every meeting. But if those notes stay in Granola, and you don't make a habit of reviewing them, they can easily get lost. With Zapier, you can automatically route new notes into the tools you already use, like Google Docs or Airtable.

I use an AI notetaker for all my meetings, and while it's great to have a transcript waiting afterward, it can be a little annoying to log in and hunt down the notes each time. I usually end up copying and pasting them into a Google Doc just to keep everything in one place. Automating that step means the notes are already where I expect them to be without me having to do anything.

Whether you prefer a spreadsheet, a shared drive, a Google Doc, or a database, Zapier ensures your notes are automatically sent there, so you can focus on acting on the results of the call instead of copying text.

Instantly share notes with your team

One of the easiest ways to get value from Granola is to make sure your meeting notes are seen by the right people. With Zapier, you can automatically share Granola notes to tools like Slack, Microsoft Teams, or email. This way, the team is notified instantly rather than having to search manually through Granola records or waiting for you to send out a recap.

This makes it simple to keep everyone aligned. A client call can be shared with your account managers in Slack, or an internal sync can be routed to your team's email list so everybody has a record of what was discussed—even if they weren't able to attend in real-time. Whether it's a quick share to a group channel or a direct message to a teammate, Zapier helps ensure nothing gets lost after the meeting ends.

You could even layer in an AI step to refine what gets shared. Instead of sending the full note, you might have AI highlight only next steps or pull out specific client updates before posting them. That way, your team receives just the context they need rather than the full note.

Automatically turn notes into tasks and follow-ups

Meeting notes are only as valuable as the actions that come out of them. Granola captures everything that was said, and Zapier can take the next step by turning those insights into tasks in your project management tools. That way, action items don't just sit in a note in Granola. Instead, they automatically show up where you and your team already track your work and tasks.

For example, a client call might generate three follow-ups: sending a proposal, updating a timeline, and booking the next meeting. Instead of copying those into Asana or ClickUp yourself, Zapier can automatically create the tasks. This helps you close the loop on meetings more efficiently.

Keep your CRM up to date

In general, the more timely data you're able to add to your CRM, the better. A complete CRM record is only possible when every call, demo, and follow-up chat is logged in real time. By connecting Granola to Zapier, you can push fresh notes straight into HubSpot, Salesforce, Zoho, Pipedrive, or Keap the moment they're captured. With this setup, your team can rely on a single source of truth rather than chasing details across multiple systems.

Because these automations run in the background, you never have to wonder whether the last discovery call made it onto the correct contact record. Zapier can even look up the specific deal or contact first, so the note lands in exactly the right place. Sales reps see the latest conversation history before their next call, and managers get more reliable reporting without chasing people for updates.

Want to avoid pasting an entire transcript into your CRM? Add an AI step to generate a summary or extract the next steps. That way, the CRM stays tidy with just the highlights, and you can link to the whole note in Granola for deeper reference whenever you need it.

Manage your Granola meeting notes on autopilot with Zapier

Granola already makes it easy to capture meeting notes, and pairing it with Zapier unlocks even more value. With just a handful of automations, Zapier files each note where you'll actually look for it, no matter what app you use.

And that's just the start of what you can do with Granola and Zapier. What will you automate first?