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  • How do I transfer franchisee leads to head office without logging into a head office account?

Quick context : I work as an Integration Specialist for a small company. At the moment, we are working on a project for a Franchise: 1 head office (Pro Zapier Account), 100 franchisees (Free Zapier Account).

Every time one of the Franchisee tick a certain property in HubSpot, it adds it to a HubSpot List.

I’ve designed a few simple solutions from updating the Head Office HubSpot List every time a contact is added to a Franchisee HubSpot List, to trying to submit a Form with the contact information on Typeform.

 

All of that works, but the real problem I have is:

Every solution I design require to log one of the Head Office account (Typeform, HubSpot, Gsuite) into one of the Franchisee free Zapier account, which could be a big issue if one of the Franchisee isn’t happy and decide to use any of the Head Office account, either to steal the available info of the other Franchisee (mostly Leads information), or something worse.

 

Is there any way someone can think of, that use a single step zap, and could for example submit a Form, fill a spreadsheet, whatever works to transfer the Leads information to the Head Office without having to log into a Head Office account. For example, submitting a form with a link, without having to ever log into whatever account the Form is hosted on.

 

Apologies is the explanation is a bit convoluted, I’m not a native speaker and sometimes struggle to explain things simply.

 

Thanks in Advance for the community help! 

Off the top of my head have you thought of getting the data from the franchisee via email and using head office to parse the email and enter the information into their system via their own zap?

What I’m thinking is that you create a zap for the franchisees that gets the contact or lead information from their hubspot account or form provider. You format it in a Code by Zapier block into html (which is quite easy using python).

You then use either their own email service or Email by Zapier to send the formatted html email to your HQ Zap

Where the data is parsed using Email Parser by Zapier and sent to the systems needed. The code block arranges and styles the data to make parsing easier.

It would mean having to create a zap for each franchisee. 

Do you think that would work for you?

  

Hi ​@Benoit Vaton 

It would be more helpful for us to have context with screenshots showing how the Zap steps are outlined.

 

One option is Webhooks, which can be used to send data between Zaps.

Help: https://zapier.com/apps/webhook/help

No need for your to connect your app accounts in THEIR Zap accounts.

 

EXAMPLE

THEIR ZAP ACCOUNT

Zap 1

  1. Trigger: gAPP] - PEVENT]
    1. Up to you to decide
  2. Action: Webhook - POST
    1. URL
      1. Use the webhook URL from Zap 2 step 1
    2. Data
      1. Add a Timestamp
        1. Help: https://zapier.com/help/create/customize/insert-the-time-your-zap-runs-into-a-field
      2. Add the other key/value pairs to send from Zap 1 to Zap 2

 

YOUR ZAP ACCOUNT

Zap 2

  1. Trigger: Webhook - Catch Hook
    1. This will generate a unique webhook URL to use in Zap 1 step 2 
  2. Action: cAPP] - AEVENT]
    1. Up to you to decide

I did think webhooks would be a good option, but noticed that they are premium service not open to the free accounts. They will not work for the franchisees with their free accounts.

Having spent 23 years working in a franchise for a franchisee, I see it as unlikely they’ll want to pay for Zapier only for reports to HQ.  

If you do manage to solve the problem, I would be interested in knowing the solution.

Thanks ​@Troy Tessalone and ​@Badger for your replies.

As Badger mentioned, Webhooks aren’t available on free accounts, and yes, franchisees aren’t going to pay Zapier Pro for something that doesn’t affect them, and the Head Office isn’t going to pay for 200 franchisees accounts monthly.

I’ll try what @Badger suggested, but being fairly new to Zapier it might take a bit of time to get it set up.

Once I’m done, whether it works or doesn’t, I’ll get back to you with an update.

Thanks for help in the meantime, much appreciated!

​@Benoit Vaton 

If you need a help at any point do reach out. 

Good Luck.

​@Benoit Vaton 

FYI: Zaps with 3+ steps require a Zapier paid plan.

 

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