Integrations

Zapier

About the Zapier integration

Zapier is an online platform that lets you easily connect different web applications with one another. Through what are called "Zaps," you can create automated workflows without any programming knowledge. Each connection consists of a trigger and one or more actions.

Integrating QUESTIONSTAR with Zapier opens up the possibility of automatically forwarding responses from your questionnaires to other applications. For example, you can transfer new contacts to your CRM system, create tasks in project management tools, or send email notifications about incoming responses. This automation saves you time and lets you make your processes more efficient.

Typical applications you can connect to QUESTIONSTAR via Zapier include, for example:

Google Sheets or Microsoft Excel – for automatically storing and managing your survey data,
Mailchimp or KlickTipp – for creating or updating subscriber lists for your email marketing,
Customer relationship management systems (CRM) such as HubSpot or Salesforce – to create or update leads and contacts directly from surveys,
Slack – to send notifications or summaries of survey responses directly to your team,
Stripe – to process payments or orders related to survey results,
Google Calendar or Calendly – to automatically create appointments or manage bookings,
Shopify – to update customer information and orders based on surveys,
ChatGPT – to automatically translate, analyze, classify, extract or summarize text from surveys,
Chatbots – to respond dynamically to survey responses or automate user interactions,
Content management systems (CMS) such as WordPress – to control content based on survey data,
Project management tools such as Trello, Jirra or Asana – to automatically create tasks from submitted forms.

In just a few steps, you can integrate your survey data from QUESTIONSTAR into over 5,000 Zapier apps and build custom workflows to fit your needs.

Eligibility

To connect QUESTIONSTAR with Zapier, you'll need:

An active QUESTIONSTAR account,
An active Zapier account,
Access to the target applications you want to connect, for example Google Sheets, HubSpot or Slack.

Please note that some advanced features or more complex workflows require a paid Zapier account.

Creating a simple Zap

(Example: saving new responses to Google Sheets or an Excel file)

A typical use case is saving the responses from your questionnaire to a Google Sheets or Excel spreadsheet. In this section, we'll walk you through the procedure step by step. The integration with other tools and web applications may differ slightly in detail, but it generally follows the same principle.

Here's how to proceed:

Preparation

Capture test responses:
Start your questionnaire and fill it out once completely. Zapier needs this first response in order to correctly recognize and map the fields from the response database.
Create a Google Sheet or Excel file:
Create a new Google Sheet file. In the first row, enter the headers for the columns into which the responses and/or values of the system fields should later be saved.

Note: Zapier doesn't offer an automatic option to create columns based on the data schema. So the fields you need have to be created manually as column headers. Zapier can only insert data into existing columns.

Tip: Use your questionnaire's raw data export to take the field names directly. This makes it easier to set up the correct column headers.

Note: We recommend placing the file in a subfolder. Zapier occasionally has trouble correctly recognizing files in the root folder.

Alternatively using an Excel file

Alternatively, you can create an Excel file and upload it to your Google Drive. The response data can be transferred automatically into this file as well.

If you have an Office 365 license, you also have the option of storing your Excel file on OneDrive. In the following steps, you can then select Excel directly as the target application instead of Google Sheets. The rest of the procedure remains largely identical.

Creating the Zap

Setting up the source app / trigger

Log in to your Zapier account. Since you've already completed all the preparations, you can now start setting up your Zap right away.

On the Zapier home screen, create a new Zap.
Select QUESTIONSTAR as the trigger app.
Set the event (Trigger Event) to: "New Survey Response".
This causes the Zap to fire every time a new response comes in on your questionnaire.
Authorize QUESTIONSTAR by signing in to your QUESTIONSTAR account with your credentials.
Important: Select "European Union and other European Countries" as the region.
This ensures that the data is processed in accordance with European data protection requirements.

Note: The authorization is saved by Zapier. So when you set up future Zaps with QUESTIONSTAR, the steps to re-authorize and to select the region (steps 6 and 7) are no longer needed.
Click "Continue" to proceed with setting up the trigger.
Now select the survey whose responses you want to transfer.
Test the trigger.
Zapier will load a sample response from the response database of the selected survey.

Note: If no response data is available, the test may fail. That's why it was important to capture at least one test response during preparation (see the preparation step).

Setting up the target app

Now select the target application. In our example, we're using Google Sheets. If you have an Office 365 license, you can alternatively choose the integration with Excel directly (see the preparation step).
Select the Action Event:
With the Google Sheets integration, the following actions are available to you:
- Create Spreadsheet Row – adds a new row at the end of the Google spreadsheet.
- Create Spreadsheet Row at Top – adds a new row at the beginning of the Google spreadsheet.
With a direct integration with Excel, there is only the option to insert a new row at the end of the spreadsheet. The corresponding event is called "Add Row".
Authorization:
Log in to your Google account or Microsoft Office 365 account to authorize the connection.
Select the appropriate Google Drive or OneDrive.
Select the target file:
Next, find your Google Spreadsheet or Excel file. A search function is available for this.
Select the worksheet:
Specify the worksheet where your target spreadsheet is located.
Map the fields:
Zapier automatically reads the spreadsheet and displays all the column headers it finds (see step 2).

Click the "+" symbol next to each field and connect the target column with the matching field from the QUESTIONSTAR response database, so that the right responses are written correctly into the target columns.
Test the Zap:
Run a test in which test data is written to your target file.

Then check your file to see whether the test data was entered as expected.
Publish the Zap:
If everything worked correctly, click "Publish" to activate your Zap.

Your Zap is now active. From now on, every time your questionnaire is completed in full in QUESTIONSTAR, the selected responses are automatically saved to your Google Spreadsheet or Excel file.

Note: If you specifically want to transfer only certain fields (for example, name and contact details in lead forms), you can adjust or reduce the structure of your target file and the field mapping accordingly. This ensures that only the data you want is saved.

More examples of typical workflows

Here are a few examples of how you can put QUESTIONSTAR data to further use with Zapier:

Capture leads: Automatically transfer responses to HubSpot or Salesforce.
Automate email marketing: Create new subscriber lists in Mailchimp or KlickTipp.
Improve team communication: Send Slack messages when new responses come in.
Trigger reactions to specific feedback: With Zapier, you can respond in a targeted way to particular responses. For example, you could send an internal Slack message when a participant gives a particularly poor rating, or send an automatic email when particularly positive feedback comes in. Alternatively, you can also use the notification automation built into QUESTIONSTAR, which was developed specifically for cases like these.
Manage appointment bookings: Automatic entries in Google Calendar or Calendly based on questionnaire input.
Analyze data intelligently: Have text input from surveys classified, extracted, summarized or translated by ChatGPT.
Optimize e-commerce: Automatically pass customer feedback on to Shopify and update orders.
Control chatbots: Trigger response-based reactions in chatbot systems.

Tip: Depending on the application, you can also have several actions run one after another — for example, saving data and sending a notification at the same time.

Notes and tips for using Zapier with QUESTIONSTAR

Keep an eye on the limitations of your Zapier account, especially regarding the number of tasks and the Zaps available to you.
Check whether your use complies with the requirements of the General Data Protection Regulation (GDPR), especially when transferring sensitive data.
Use error-handling features ("Paths" and "Filters") in Zapier to design flexible and robust workflows.

Tip: For important processes, set up notification or monitoring Zaps so you can respond quickly to errors.

FAQ: Common questions about the Zapier integration

Can I control several apps at once?
Yes, you can define several actions in one Zap or create what are called multi-step Zaps.
What happens if an app is no longer available?
Zapier notifies you if an application is no longer reachable. You can then adjust or pause the Zap.
Can I build in conditional logic (if/then)?
Yes, using "Filters" and "Paths" you can define conditions and run different actions depending on the responses.