How To Automatically Qualify Referrals Using Zapier

Automate your referral program with Zapier and Referral Factory! Use your regular workflows in an app of your choice to automatically qualify successful referrals, which, in turn, could trigger a reward to the person who referred them!

Overview

Referral Factory and Zapier provide powerful tools to streamline and automate your referral program. By setting up Zaps, you can ensure that your referral qualifications are automatically triggered based on specific criteria in your workflows. This guide will help you understand how to automatically qualify referrals using Zapier with three different methods:

1. Qualify by email address (recommended)
2. Qualify by code
3. Qualify by coupon (you must be using Referral Factory’s coupon feature to use this method)

Each method uses a different unique identifier to match referrals in your system, so choose the one that fits best with your existing setup.

Qualifying Users by Email Address

This is the most common and recommended method for most cases. 

Step 1: Create a New Zap

→ Log in to Zapier

→ Click on the “Create Zap” button on your dashboard.

Step 2: Set Up Your Trigger (The App Where You Track Conversion)

→ Select the app that contains the email addresses you want to use for the trigger. This could be your CRM, payment processor, email marketing tool, or any other application you use.

→ Select the event that will trigger the qualification in Referral Factory.

→ Follow the prompts to connect your account. 

→ Test your trigger to populate sample data. Be sure to select sample data that corresponds to a referred user inside Referral Factory. If none of your sample data corresponds to a referred user in Referral Factory, we recommend creating the user to ensure the Zap can be tested effectively.

Step 3 (Optional): Add A Filter To Make Your Trigger More Specific

→ If necessary, refine your trigger by adding a Filter by Zapier. This allows you to set specific conditions, such as triggering the event only when deals reach a certain stage.

Step 4: Set Up Your Action (Referral Factory - Qualify User With Email)

→ Select Referral Factory as the action app. 

→ Select Qualify User With Email as the action event.

→ Follow the prompts to connect your account.

→ Choose your Referral Factory campaign.

→ Map the field email address from your trigger app to Referral Factory. 

 

→ Test the action and check in the Users tab in Referral Factory to see that the user has been qualified as per your settings. Please remember that you can only qualify referred users that already exist in Referral Factory. 

Step 5: Activate the Zap

→ Once testing is successful, turn on your Zap to start automating the process. Zapier will then automatically qualify users when they meet the criteria set as per your trigger event. 

 

Qualifying Users By Code

This method uses the unique code (the “referral code”) that is automatically assigned to each user in Referral Factory as the unique identifying information. In order for this method to work, you must store each user’s referral code inside the trigger app. This method is recommended for advanced referral programs.

Step 1: Create a New Zap

→ Log in to Zapier

→ Click on the “Create Zap” button on your dashboard.

Step 2: Set Up Your Trigger (The App Where You Track Conversion)

→ Select the app that contains the data you want to use for the trigger. This could be your CRM, payment processor, email marketing tool, or any other application you use.

→ Select the event that will trigger the qualification in Referral Factory.

→ Follow the prompts to connect your account. 

→ Test your trigger to populate sample data. Be sure to select sample data that corresponds to a referred user inside Referral Factory. If none of your sample data corresponds to a referred user in Referral Factory, we recommend creating the user to ensure the Zap can be tested effectively.

Step 3 (Optional): Add A Filter To Make Your Trigger More Specific

→ If necessary, refine your trigger by adding a Filter by Zapier. This allows you to set specific conditions, such as a minimum spend amount or a certain deal stage.

Step 4: Set Up Your Action (Referral Factory - Qualify User With Code)

→ Select Referral Factory as the action app. 

→ Select Qualify User With Code as the action event.

→ Follow the prompts to connect your account.

→ Map the field user code from your trigger app to Referral Factory. 

→ Test the action and check in the Users tab in Referral Factory to see that the user has been qualified as per your settings. Please remember that you can only qualify referred users that already exist in Referral Factory. 

Step 5: Activate the Zap

→ Once testing is successful, turn on your Zap to start automating the process. Zapier will then automatically qualify users when they meet the criteria set as per your trigger event. 

Qualifying Users By Coupon 

This method uses the unique coupon code issued to the Person Invited (the referred user) as the unique identifying information. 

📌 Learn more about coupons in Referral Factory.

Step 1: Create a New Zap

→ Log in to Zapier

→ Click on the “Create Zap” button on your dashboard.

Step 2: Set Up Your Trigger (The App Where You Track Conversion)

→ Select the app that contains the data you want to use for the trigger. This could be your payment processor, e-commerce store, or any other application you use.

→ Select the event that will trigger the qualification in Referral Factory.

→ Follow the prompts to connect your account. 

→ Test your trigger to populate sample data. Be sure to select sample data that corresponds to an issued coupon code inside Referral Factory. If none of your sample data corresponds to a referred user in Referral Factory, we recommend creating and issuing the coupon code to ensure the Zap can be tested effectively.

Step 3: Set Up Your Action (Referral Factory - Qualify User With Coupon)

→ Select Referral Factory as the action app. 

→ Select Qualify User With Coupon as the action event.

→ Follow the prompts to connect your account.

→ Map the field coupon from your trigger app to Referral Factory. 

→ Test the action and check in the Coupons tab in Referral Factory to see that the coupon has been marked as used. The corresponding user will be qualified automatically. 

Step 4: Activate the Zap

→ Once testing is successful, turn on your Zap to start automating the process. Zapier will then automatically qualify users when the coupon code is used in your corresponding app.