Connect Crisphive to Zapier

By the end of this guide, each time a job is confirmed in Crisphive, Zapier sends one email to your office within a second — with the job code, the customer, the address, the problem, the technician and the visit time in your local time.

Zapier is a service that connects apps without code: a Zap starts on a trigger (something happens in one app) and runs actions (it does something in another). Crisphive is a field operations platform: constraint-based scheduling on a deterministic solver that books each job and assigns the right technician automatically — and it is manageable from Claude or ChatGPT too. The Crisphive app for Zapier connects the two.

What you will have at the end

One email per confirmed job, sent by Email by Zapier. It looks like this:

Subject: Job confirmed: REQ-CA-JK6VHKQC

Customer: Sam Tremblay - +16135550188
Address: 300 Bank Street, Ottawa
Problem: Thermostat not responding.
Technician: Alex Morin
When: October 14 2026 10:00:00

The Zap has three steps, top to bottom. It takes about 15 minutes to build.

Crisphive — New Event (Job Confirmed)  →  Formatter — Date / Time  →  Email by Zapier — Send Outbound Email

The same app also books jobs from any form (Book Job), finds a customer by phone, and has instant triggers for new customers and for jobs that are booked, completed or rescheduled — see What the app can do.

Before you start

Step 1 — Accept the Crisphive invite on Zapier

Step 2 — Create the Zap and choose the trigger

In this step you choose the trigger and, inside the same step, connect your Crisphive account. Zapier connects with sign-in and approval (OAuth): you never paste a password or an API key into Zapier.

Step 3 — Make the time readable (Formatter step)

Crisphive sends times in UTC (for example 2026-10-14T14:00:00Z). This step turns them into your local time.

Step 4 — Send the email (Email by Zapier)

Body, one line each (press Shift+Enter for a new line). Words in brackets are values you insert with /; 2. Output is the result of the Formatter step:

Customer: [Customer Name] - [Customer Phone]
Address: [Address Line], [Address City]
Problem: [Description]
Technician: [Crew Technician Name]
When: [2. Output]

Click Continue, then Test step. On a trial plan the test email goes to your Zapier login email, not to To.

Step 5 — Test, then turn it on

• If it says Cannot publish your draft, the Status panel names the step still to test; test it and click Publish again.
• When you publish a change to a Zap that is already on, Zapier first asks for a Version name (optional) in a Publish new version box.

On the Crisphive side, Settings → Developer → Webhooks (crisphive.com/app/settings/developer/webhooks) lists an endpoint on hooks.zapier.com with status Active while the Zap is on.

Templates

Ready-made automations you copy instead of working out yourself. Zapier cannot import a file, so each template is the list of steps and field mappings to copy. Each card says what the template does, what is inside and why it is safe before you take it.

Google Forms, Typeform, Jotform, Webflow or WordPress → Crisphive. The customer picks a time on your form and the job lands on the board already confirmed, with a technician.

To use it:

More templates. Four more workflows to start with. Each lists the steps in order and exactly which field maps where.

Job completed → review request.

Job completed → invoice.

Every new or assigned job → your team channel.

New customer → CRM or mailing list.

What the app can do

“Instant” means Crisphive pushes the event to Zapier the moment it happens — there is no 15-minute polling delay. Under the hood each trigger is a webhook: a message Crisphive sends to a web address Zapier gives it. Zapier creates that webhook when you turn the Zap on and deletes it when you turn the Zap off. Every delivery is signed, and the app checks the signature, so a forged request cannot start your Zap.

Triggers

All five triggers are instant. When you turn the Zap on, the app subscribes in Crisphive to exactly one event; when you turn it off, the subscription is deleted. Each live trigger takes one of the 25 webhook slots your business has per environment.

Fields a job trigger gives you

Job triggers read the full job from Crisphive before the Zap runs, so you always get current data. Zapier builds each label from the field’s name and puts the parent name in front of nested values (for example customer name, address city); its exact capitalisation may differ slightly from this list. The most useful ones:

New Event — every event you can choose

The Event dropdown is read live from Crisphive (GET /v1/webhooks/event-types), so new Crisphive events appear without a new version of the app. Today the list is:

Search: Find Customer by Phone

It is an exact match on the stored number and returns up to five customers. Output fields (Zapier’s labels may be capitalised slightly differently): ID, UID (your own reference, for example a CRM ID), Full Name, Tier (regular or vip), Status, Request Count (number of jobs), Last Request At, SMS Opt In, Updated At. Phone and email are not part of the search result — you already have the phone.

Action: Book Job

Book Job calls POST /v1/job-requests/book-and-confirm. In one step it creates the job, sizes it (from the job type’s default duration, or the Duration you give), confirms it at the start time, and lets Crisphive’s solver assign a technician. Send the customer and the job address in the customer fields and leave Customer ID empty: Crisphive matches an existing customer by phone or email and never creates a duplicate. If Customer ID is filled, the customer and address fields are ignored.

What Book Job returns

Retries are safe: Book Job sends an Idempotency-Key built from the Zap and the step run, so if Zapier retries the same step after a network error, Crisphive returns the first answer instead of booking twice.

Field mapping tips

Most failed runs come from two fields: the phone number and the start time. Get these two right and the rest maps one to one.

Phone numbers: convert to E.164 with Formatter

Crisphive refuses a phone number it cannot place in a country, rather than guessing. Forms usually collect 613-555-0177 or (613) 555-0177; Crisphive needs +16135550177. Add a Formatter by Zapier step before the Crisphive step:

Start time: business-local, no time zone

Start (business local time) is read on your business’s own clock (the time zone set in Crisphive → Settings). Send 2026-10-13T10:00:00 for 10 am at your business. If your form gives a date and a time in another shape, convert it with Formatter by Zapier → Date / Time → Format:

• Never send a value ending in Z or -04:00 unless it names the same wall-clock time at your business. Crisphive refuses an offset that disagrees with your business time zone (JOB_REQUEST_INVALID_INPUT, with the local reading in the error) rather than guessing which hour you meant.
• Times coming out of Crisphive are UTC (Scheduled At, Completed At). Before putting one in a customer message, convert it with the same Formatter step: From Timezone UTC, To Timezone your business zone, and a friendly To Format such as dddd, MMMM D [at] h:mm A.
• Country codes are two letters (CA, US); State / Province likewise (ON).
• Job Type from a form: if a dropdown on your form names the service, use a Formatter → Utilities → Lookup Table step to turn the label into a Crisphive job type ID, or simply leave Job Type empty and let the default type apply.

Reference: what the app sends

You never type this — it is what Book Job sends to Crisphive for the Website form → confirmed job template, useful when you read Zap history or ask support for help.

POST https://api.crisphive.com/v1/job-requests/book-and-confirm
Authorization: Bearer <your connection's OAuth token>
Idempotency-Key: zap-<zap id>-<step run id>-book-and-confirm
Content-Type: application/json

{
  "customer": {
    "full_name": "Alex Martin",
    "phone": "+16135550177",
    "email": "alex.martin@example.com",
    "sms_opt_in": false
  },
  "address": {
    "line": "145 Laurier Avenue West",
    "city": "Ottawa",
    "state": "ON",
    "postal_code": "K1P 5J3",
    "country": "CA"
  },
  "scheduled_at": "2026-10-13T10:00:00",
  "description": "No cooling upstairs"
}

Empty fields are left out. When a trigger is turned on, the app sends POST /v1/webhooks with one event type and expires_in_days: 365; turning the Zap off sends DELETE /v1/webhooks/{id}. See Automation platforms for the full protocol.

Test Book Job

Good to know

• Want an email the moment a job is booked, before it is confirmed? Use trigger event New Job instead. That fires at booking, so Technician and the time are still empty — leave those two lines out of the body and drop the Formatter step.
• The customer’s email is included only if the customer has one. It sits under the customer fields of the trigger data. Customers created from a phone call often have only a phone number.
• Zapier adds a footer to every email from Email by Zapier: Visit this link to stop these emails: … It cannot be removed on that action; use Gmail or Outlook as the action if that matters.
• The trigger subscription lasts one year. Crisphive gives the Zapier subscription a 365-day signing secret. The Owner and Administrators get an email 7 days before it ends. Turning the Zap off and on again renews it.
• Test records are not filtered by state. Test trigger may show jobs that are not in the state the event names. The real event arrives only after you publish the Zap.

Then set the connection to last a year. A new connection lasts 90 days. So that Zapier does not stop on that day, the Owner sets it to 365 days right after connecting. Settings → Developer → MCP connections (crisphive.com/app/settings/developer/mcp-servers) lists every app connected by signing in to Crisphive, not only AI apps, so Zapier appears there.

What the connection is allowed to do

• Exactly what your role can do — nothing more. Crisphive checks your current role on every request. If an Owner later narrows your role, the connection narrows with it; if you are removed or suspended, it stops working immediately.
• Only one business and one environment — the business and the sandbox/live environment you were in when you approved.
• Only what this app uses. The app reads job types, reads and books jobs, looks up customers, and creates and deletes its own webhook subscriptions. It never sees prices (Crisphive stores none) and cannot change your settings.
• It expires. A connection lasts 90 days from approval by default (1–365 days with Set lifetime under Settings → Developer → MCP connections), and also stops if it is not used for 30 days. The Owner and Administrators are emailed 14 days before the 90-day limit. To renew, reconnect in Zapier (sign in and approve again). See Go live.

Troubleshooting

Go live

Zapier does not use API keys, so there is no chsk_test_ → chsk_live_ swap. Going live means making a new connection while your dashboard is in Live.

Removing access

• In Zapier: turn off the Zaps (this deletes their webhook subscriptions), then delete the connection under Apps → Crisphive.
• In Crisphive: the Owner can disconnect Zapier for everyone under Settings → Developer → MCP connections (/app/settings/developer/mcp-servers). Its tokens stop working and the webhooks it created are disabled.
• Automatically: removing or suspending the member who connected Zapier stops the connection and the triggers they turned on.

Related guides and reference

• Automation platforms overview — what every automation integration shares
• Make — the same booking and triggers in Make scenarios
• n8n — the verified Crisphive node on n8n Cloud or self-hosted, plus n8n AI Agents
• Webhooks reference — events, signatures and retries
• Book and confirm a job — the API call behind every booking step