How to Integrate Zapier with PartnerPortal

Zapier connects PartnerPortal to the rest of your stack so your lead and partner data can move automatically instead of being copied by hand.

Today, the PartnerPortal Zapier app supports several patterns:

• Create a lead in PartnerPortal from another app such as HubSpot, Typeform, or another form tool
• Update an existing lead when its details change in another system
• Add a comment to a lead, which notifies the partner and their agent by email just like a comment left in the portal
• Find a lead by email or a custom field value so you can update it or comment on it
• Create a partner (a partner company plus its owner) from another system, just like inviting one from the portal
• Find a partner by domain or owner email so you can avoid creating duplicates
• Trigger Zaps from lead activity when a lead is created or updated
• Trigger Zaps from partner activity when a partner is added, updated, or approved

That makes Zapier useful both when you want data to flow into PartnerPortal and when you want PartnerPortal activity to kick off follow-up automation elsewhere.

• Create a PartnerPortal lead automatically when an external form is submitted
• Send new or updated lead activity to internal workflows, routing logic, or notification tools
• Keep partner-program data in sync with systems that do not have a native PartnerPortal integration

Use a PartnerPortal trigger when you want activity in your portal to start automation somewhere else — for example, posting to Slack when a lead comes in, or creating a CRM record when a partner is approved. The PartnerPortal app offers four trigger events:

• Lead Created — a new lead is registered in your portal
• Lead Updated — an existing lead’s details change
• Partner Created — a partner is added, whether your team invited them or they self-registered
• Partner Updated — a partner’s details change, including when a partner is approved

• A Zapier account and the PartnerPortal account you want to connect
• Your Organization Name, found on the Integrations → Zapier card of your PartnerPortal Account page

1. In Zapier, create a new Zap and choose PartnerPortal.io as the trigger app.

2. Select the trigger event — Lead Created, Lead Updated, Partner Created, or Partner Updated.

3. Connect your PartnerPortal account if you have not already, entering your Organization Name when prompted.

4. Run the trigger test. Zapier pulls a recent record so you can confirm the connection and preview the fields available to later steps.

Each trigger hands the full record — including its ID — to the rest of your Zap, so you can map those values into later steps: pass a Lead ID into Update Lead or Add Comment to Lead, or send a partner’s details on to your CRM.

Use this workflow when you want an external form or automation tool to create leads directly in PartnerPortal.

• Customize your lead registration form in PartnerPortal first
• Make sure your trigger app’s form includes the lead fields you want to send into PartnerPortal
• Have a Zapier account ready

In your source app, create or update the form so it includes the same information your PartnerPortal lead registration form expects.

1. In Zapier, open Zaps.

2. Click Make a Zap.

3. Choose your trigger app, such as HubSpot or Typeform.

1. Connect the trigger app to Zapier.

2. Choose the trigger event, such as a new form submission.

3. Submit a real test form entry.

4. Run the trigger test and confirm Zapier can retrieve the submission.

After the trigger is working, choose PartnerPortal.io as the action app and select Create Lead as the action event.

1. Follow Zapier’s prompts to connect PartnerPortal, and sign in with the PartnerPortal account that should create leads.

2. When Zapier asks for your Organization, enter your Organization Name exactly. This is how Zapier knows which portal to connect to. Find it in PartnerPortal on your Account page, under the Integrations → Zapier card — it is your portal subdomain plus your company ID (for example, acme-1a2b3c4d5e6f).

3. Finish the connection so Zapier can load your portal and field schema.

Map each field from the trigger app to the matching PartnerPortal lead field. Make sure every required PartnerPortal field is covered before you test the action.

If your portal requires a specific partner or partner user assignment, include those values in the Zap as well so the lead lands in the correct place.

1. Run the action test and confirm that Zapier creates the lead in PartnerPortal.

2. Check the new lead inside PartnerPortal to make sure the values were mapped correctly.

3. Publish the Zap once the test looks right.

Use the Update Lead action to change the details of a lead that already exists in PartnerPortal — for example, to push a status change or a corrected value from another system, or to move the lead to a different portal phase.

• The Lead ID of the lead to update. You can get this from a Lead Created or Lead Updated trigger, from the Create Lead action’s output, or from the Find Lead search below.
• The fields you want to change. As with Create Lead, the available fields — including the portal phase and your custom fields — come from your portal’s current lead schema.

1. Add an action step and choose PartnerPortal.io.

2. Select Update Lead as the action event.

3. Map the Lead ID field from an earlier step.

4. Fill in only the fields you want to change. Update Lead only changes the fields you provide — anything you leave blank is left as it was.

5. Run the action test and confirm the lead updated correctly in PartnerPortal.

Use the Add Comment to Lead action to post a comment on a lead. The comment appears on the lead in PartnerPortal, and the partner and their agent are notified by email — exactly as if the comment had been left in the portal.

• The Lead ID of the lead to comment on (from a trigger, from Create Lead, or from Find Lead).
• The comment text.

1. Add an action step and choose PartnerPortal.io.

2. Select Add Comment to Lead as the action event.

3. Map the Lead ID from an earlier step.

4. Enter the comment text. You can mix in values from earlier steps.

5. Run the action test and confirm the comment appears on the lead in PartnerPortal.

Use the Find Lead search to look up an existing lead by email or a custom field value. It returns a single lead, so you can pass its Lead ID into Update Lead or Add Comment to Lead later in the same Zap.

• An email to match, and/or a custom field and the value to match. Custom fields are pulled live from your portal’s lead schema.

1. Add a search step and choose PartnerPortal.io.

2. Select Find Lead.

3. Enter an email to match, or choose a custom field and enter its value. If you search by a custom field, provide both the field and a value.

4. Run the test and confirm the correct lead is returned.

5. In a later action, map the Lead ID from the Find Lead step to update the lead or add a comment.

Use the Create Partner action to add a new partner — a partner company plus its owner login — to PartnerPortal from another system, such as your CRM. It works exactly like inviting a partner from the portal: the partner is activated immediately, and the owner is emailed a set-password invite.

• The partner’s company name and website domain. The domain must be unique within your portal.
• The owner’s first name, last name, email, and phone number — all four are required.
• Optionally, the partner’s PayPal email, where partner payouts are sent.

1. Add an action step and choose PartnerPortal.io.

2. Select Create Partner as the action event.

3. Map Partner Company Name and Partner Domain.

4. Map the owner’s Owner First Name, Owner Last Name, Owner Email, and Owner Phone. Optionally add a PayPal Email.

5. Run the action test and confirm the partner appears in PartnerPortal.

In a real Zap you don’t type these values — you map them from the step that starts the Zap. Click into each PartnerPortal field and pick the matching field from your trigger app’s output, so the value fills in automatically for every record. You can mix in static text and add Formatter by Zapier steps to reshape data before it reaches PartnerPortal:

• Owner Phone is required and should include a country code (for example, +15555550100). If your source stores phone numbers differently, add a Formatter step to normalize the value — and set a fallback so the field is never empty.
• If your source has a single full-name field, add a Formatter → Text → Split step and map its two halves into Owner First Name and Owner Last Name.
• You can map a full website URL into Partner Domain. PartnerPortal normalizes it — stripping https://, www., and any path — so https://www.acme.com/signup is stored as acme.com.

Say new partners come in through a form — a Typeform, a Google Form, or a CRM webhook — that collects the partner company’s details and the owner’s contact information. You can turn each submission into a PartnerPortal partner automatically.

1. Trigger: choose your form or CRM app and its “new submission” (or “new record”) event, then run the test so Zapier loads a sample submission with its fields.

2. Action: add PartnerPortal.io and select Create Partner.

3. Map the submitted values to the PartnerPortal fields: the company name to Partner Company Name, the website to Partner Domain, and the owner’s details to Owner First Name, Owner Last Name, Owner Email, and Owner Phone.

4. If the submitted data needs reshaping — a single full name to split, or a phone number to reformat — add Formatter by Zapier steps between the trigger and the action, then map their output instead.

5. Run the action test, confirm the partner is created in PartnerPortal, and publish the Zap. From then on, every submission creates the partner and emails the owner their set-password invite.

Because a trigger can fire more than once for the same partner — and PartnerPortal returns an error rather than creating a duplicate domain — pair Create Partner with Find Partner so you never create a partner twice. On a Find Partner search step, turn on the option to create a partner if one isn’t found: Zapier shows the full Create Partner form on that same step and only runs it when the search comes up empty. See Find a partner using Zapier below for the search setup.

Use the Find Partner search to look up an existing partner by domain or owner email. It returns a single partner, so you can pass its details into later steps — or pair it with Create Partner so a Zap only adds a partner when a matching one does not already exist.

• A domain to match, and/or an owner email to match. Provide at least one.

1. Add a search step and choose PartnerPortal.io.

2. Select Find Partner.

3. Enter a Domain, an Owner Email, or both.

4. Run the test and confirm the correct partner is returned.

5. To create the partner when none is found, turn on Zapier’s option to create a record if the search comes up empty, and choose Create Partner.