IndyForms is available on Zapier, allowing you to connect your forms and documents to thousands of other apps — without writing any code. With Zapier, you can automatically send form submissions to Google Sheets, notify your team in Slack, create CRM records, trigger emails, and more.
This guide walks you through how the integration works, how to get your Access Token, and how to build your first Zap.
What You Can Do With IndyForms + Zapier
Using Zapier, you can create automations (called Zaps) such as:
New form submission → Add a row to Google Sheets
New form submission → Create a lead in your CRM
New form submission → Send a Slack or Teams notification
New form submission → Trigger follow-up workflows, emails, or reminders
New form submission → Send data to reporting or analytics tools
A Zap consists of a Trigger (something happens in IndyForms) followed by an Action (something happens in another app).
Zapier’s guide “Use the power of AI to generate Zaps” explains this concept well.
1. Get Your IndyForms Access Token
Zapier uses an Access Token to connect to your IndyForms account securely.
How to create an Access Token
Log in to IndyForms.
Click your Profile Avatar in the top-right corner.
Select Profile.
Go to the Access Tokens tab.
Click + Add New.
Enter a Token Name (e.g., “Zapier Integration”).
Set an Expiry Date (optional).
Click Create Token.
Copy the Token Extract shown — this is the value you’ll paste into Zapier.
⚠️ Important: For security reasons, you won’t be able to view a token again after you navigate away. Store it safely!
2. Connect IndyForms to Zapier
Now that you have your Access Token, you can link IndyForms to Zapier.
Go to Zapier: https://zapier.com
Click Create Zap.
Choose IndyForms as your Trigger app.
Select the trigger event:
Form Record Created (runs whenever a new form submission is received)
When prompted to connect IndyForms, paste in your Access Token.
Choose the specific form you want to use.
Test the trigger — Zapier will pull a recent submission (or sample data).
If you’re new to Zapier, their guide “Use the editor to build and view your Zaps” is helpful.
3. Add an Action (Send Data to Another App)
Once your IndyForms trigger is set up, your next step is to choose what you want to happen after a form submission.
Zapier supports thousands of apps, so your action could be anything: send a notification, create a record, trigger an email, update a calendar, post data to your CRM, etc.
Below are some practical examples commonly used with IndyForms:
Example: Send a Slack Notification When a Form Is Submitted
This is popular for clinical teams, support teams, and internal operations — the team gets notified instantly when an important form is completed.
Example: Create a Lead in Your CRM (HubSpot, Salesforce, Zoho)
If you use IndyForms for enquiries, referrals, or onboarding, Zapier can push the submission straight into your CRM.
Example: Send an Email via Outlook or Gmail
If you want automated email notifications — or templated follow-up emails.
4. Turn On Your Zap
Once your trigger and action are configured and have passed the test:
Give your Zap a meaningful name
Switch your Zap ON
Submit a real test form in IndyForms to confirm your automation is running
Zapier has a useful article on testing your workflows, "Test Zap steps".
Frequently Asked Questions (FAQ)
Q. Do I need an Access Token to connect IndyForms to Zapier?
Yes. Zapier requires an Access Token from your IndyForms profile to authenticate your account.
You can create one under Profile → Access Tokens → + Add New.
Q. What IndyForms events can Zapier trigger from?
Zapier currently supports the Form Record Created trigger, which fires whenever a new submission is received.
If more triggers are added in the future (e.g., record updated, document created), they will appear in Zapier automatically.
Q. Can Zapier pull data from any IndyForms form?
Yes — as long as you select the specific form in your Zap.
If the form is deleted or renamed, you will need to update your Zap.
Q. My Zap is not receiving sample data — why?
This usually means Zapier cannot find a recent submission.
Try:
Submitting a fresh test entry
Refreshing the “Find Data” step in Zapier
Checking that the correct form is selected
Zapier’s tips for testing Zaps: "Test Zap steps."
Q. What happens if I delete or regenerate my Access Token?
Your Zaps using that token will stop working.
Create a new token and reconnect IndyForms in Zapier.
Q. Is my form data secure when sent through Zapier?
Yes — Zapier connects through your Access Token over HTTPS.
However, if you are handling sensitive clinical or personal data, make sure the apps you connect (e.g., Slack, Airtable, email) follow your organisation’s privacy and compliance guidelines.
More on Zapier data handling: "Understand your Zapier account."
Q. Can I automate IndyForms document creation via Zapier?
You can trigger Zaps from submissions, then use Zapier actions (email, notifications, CRM entries, etc.).
For more advanced workflows, such as generating IndyForms documents or updating records, use the IndyForms Public API in Zapier’s Webhooks or Code steps.
Zapier advanced workflows: "Build advanced workflows using code and APIs."
Q. My Zap shows errors — what should I do?
Common causes include:
Token expired
Form renamed or deleted
Required fields mismatched
Connection to another app failed
Check the error log in Zapier: "How to troubleshoot errors in Zaps."
💡 Tips
+ Best Practices for Using Zapier With IndyForms
Use clear field names in your IndyForms so they’re easy to map in Zapier.
Submit a real test form after building your Zap to ensure the workflow works correctly.
Use Zapier Filters to control when a Zap should run (e.g., only for critical incidents).
Create separate Zaps for different IndyForms to keep workflows organised and reduce errors.
Monitor your Zapier task usage if you have high-volume forms or public forms.
Keep your Access Token secure and delete/regenerate it if it’s ever exposed.
Use Zapier to enhance IndyForms (notifications, CRM updates), not duplicate built-in features like Excel export.
Reconnect IndyForms in Zapier if your Access Token expires or is replaced.
Test each step in Zapier and review the Zap history if anything looks incorrect.
Review and update your Zaps when you rename or change fields in your form.