Zapier Integration

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Overview

ProBeya integrates with Zapier in two ways:

1. REST API Polling — Zapier polls the ProBeya REST API at regular intervals to detect new data
2. Webhooks (Real-time) — ProBeya pushes events to a Zapier webhook URL in real-time

Both methods use API key authentication. The REST API supports all standard CRUD operations, and the webhook system provides instant notifications for supported events.

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Prerequisites

Before setting up a Zapier integration, you need:

1. An ProBeya account with admin access
2. A Zapier account (free or paid)
3. An API key from ProBeya (Settings > API Keys)

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Method 1: REST API (Polling Triggers)

Zapier can poll ProBeya’s REST API endpoints at regular intervals to detect new or changed data.

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Step 1: Create an API Key

1. Navigate to Settings > API Keys in ProBeya
2. Click Create API Key
3. Name it “Zapier Integration”
4. Copy the key immediately (it is shown only once)

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Step 2: Discover Available Triggers

Query the trigger discovery endpoint to see all available trigger events:

curl -H "Authorization: Bearer probeya_sk_live_YOUR_KEY_HERE" \
  https://your-org.probeya.com/api/v1/zapier/triggers

Response:

{
  "data": {
    "triggers": [
      {
        "key": "item_created",
        "label": "Item Created",
        "description": "Triggers when a new item is created on a board.",
        "pollingEndpoint": "/api/v1/items",
        "webhookEvent": "item.created",
        "requiredParams": ["boardId"]
      },
      {
        "key": "kpi_threshold_breached",
        "label": "KPI Threshold Breached",
        "description": "Triggers when a KPI value crosses the red or amber threshold.",
        "pollingEndpoint": "/api/v1/kpis",
        "webhookEvent": "kpi.threshold_breached",
        "requiredParams": ["boardId"]
      },
      {
        "key": "action_created",
        "label": "Action Created",
        "description": "Triggers when a new action item is created.",
        "pollingEndpoint": "/api/v1/actions",
        "webhookEvent": "action.created",
        "requiredParams": ["boardId"]
      }
    ]
  }
}

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Step 3: Set Up in Zapier

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Available REST API Endpoints

All endpoints require the Authorization: Bearer <api_key> header. See the Authentication page for details.

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Method 2: Webhooks (Real-Time Triggers)

For instant notifications (no polling delay), use ProBeya’s webhook system to push events directly to Zapier.

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Step 1: Get Your Zapier Webhook URL

1. In Zapier, create a new Zap with Webhooks by Zapier as the trigger
2. Select Catch Hook as the trigger event
3. Copy the webhook URL Zapier provides (e.g., https://hooks.zapier.com/hooks/catch/...)

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Step 2: Register the Webhook in ProBeya

1. Navigate to Settings > Webhooks in ProBeya
2. Click Create Webhook
3. Paste the Zapier webhook URL as the endpoint URL
4. Select the events you want to trigger the Zap
5. Click Create

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Step 3: Test the Connection

1. In ProBeya, click the Test button on your webhook
2. In Zapier, click Test trigger — it should receive the test payload
3. Map the payload fields to your Zap action

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Step 4: Configure Your Zap Action

Map the webhook payload fields to your action:

• event — The event type (e.g., “item.created”)
• data.id — The entity ID
• data.name / data.title — The entity name
• data.boardId — The board ID
• data.priority — Priority level (for actions)
• data.alertStatus — Alert status (for KPI breaches)

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Common Zap Recipes

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Item Created → Slack Notification

Trigger: ProBeya Webhook (item.created) Action: Slack — Send Channel Message

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KPI Alert → SMS via Twilio

Trigger: ProBeya Webhook (kpi.threshold_breached) Filter: Only when data.alertStatus is “red” Action: Twilio — Send SMS

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Action Created → Jira Ticket

Trigger: ProBeya Webhook (action.created) Action: Jira — Create Issue Mapping: Title → Summary, Priority → Priority, Description → Details

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Escalation → Microsoft Teams Alert

Trigger: ProBeya Webhook (action.escalated) Action: Microsoft Teams — Send a Message Mapping: Include tier levels and reason in the message body

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Troubleshooting