AI Workflow Templates

Zapier’s AI features let you describe an automation in plain English and have it built for you. This guide provides ready-to-use prompts you can paste into Zapier AI, along with manual step-by-step instructions for each workflow.

How to use these templates

1. Go to zapier.com and click Create
2. Select Start with AI (or open the Zapier chatbot)
3. Paste the prompt from any template below
4. Zapier AI builds the Zap — review the steps, connect your accounts, and test

Each template also includes manual instructions if you prefer to build the Zap step by step.

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1. Form submission to meeting request

What it does: When someone submits a demo request form, SkipUp automatically creates a meeting request and the AI emails the prospect to find a time.

Zapier AI prompt

When a new form is submitted in Typeform (or Google Forms, Jotform), create a
meeting in SkipUp with these mappings:

- Organizer Email: [email protected]
- Participant Emails: the form respondent's email address
- Meeting Title: "Demo with " followed by the respondent's full name
- Meeting Purpose: the form field for "What are you interested in?"
- Duration: If the form field "Meeting type" is "Quick Chat" use 15 minutes,
  if "Consultation" use 30 minutes, if "Demo" use 45 minutes,
  otherwise default to 30 minutes
- AI Instructions: combine the respondent's name, email, company,
  interest, and any additional notes into a structured prompt like:

  Prospect: [name] ([email])
  Company: [company]
  Interested in: [interest]
  Additional notes: [notes]
  Source: Inbound form submission
  Tone: Friendly and helpful. Acknowledge what they're interested in.

Manual instructions

1. Create a new Zap
2. Trigger: Search for your form tool (Typeform, Google Forms, Jotform) and select New Submission (or New Response)
3. Connect your form account and select the form
4. Test the trigger to pull in sample data
5. Action: Add a step, search for SkipUp, select Schedule Meeting
6. Connect your SkipUp account
7. Map the fields according to the table below
8. For Duration, add a Zapier Formatter step before the SkipUp action:
   • Use Lookup Table to map meeting type values to durations
9. For AI Instructions, use a Zapier Formatter > Text step to combine fields into the template above
10. Test the action step, then publish the Zap

Field mapping

Form field	SkipUp field	Example value
(hardcoded)	Organizer Email	[email protected]
Email address	Participant Emails	{{email}}
Full name	Meeting Title	Demo with {{name}}
What are you interested in?	Meeting Purpose	{{interest}}
Meeting type	Duration (via Formatter)	45
All fields combined	AI Instructions	See template above

Tips and variations

• Multiple form types: Duplicate this Zap for different forms (pricing inquiry, support escalation, partnership request) and assign different organizers to each.
• Dynamic duration: If your form doesn’t have a “meeting type” field, hardcode the duration to 30 minutes as a safe default.
• Company routing: Add a Zapier Filter or Paths step to route enterprise companies (e.g., more than 500 employees) to a senior rep and others to the general queue.

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2. Round-robin organizer assignment

What it does: Same as the form-to-meeting workflow above, but distributes meetings across team members in a round-robin rotation. Each new submission goes to the next person in the list.

Zapier AI prompt

When a new form is submitted in Typeform:

1. Get the value of a key called "round_robin_index" from Zapier Storage.
   If it doesn't exist, treat it as 0.

2. I have a list of organizer emails in this order:
   - 0: [email protected]
   - 1: [email protected]
   - 2: [email protected]

   Use a Formatter Lookup Table to pick the organizer email based on the
   index value from Storage. If the index is 0 pick alice, 1 pick bob,
   2 pick carol.

3. Create a meeting in SkipUp:
   - Organizer Email: the selected organizer from step 2
   - Participant Emails: the form respondent's email
   - Meeting Title: "Demo with " followed by the respondent's name
   - Meeting Purpose: the form field for interest/reason
   - Duration: 30 minutes
   - AI Instructions: combine the respondent's name, email, company name,
     and interest into a structured prompt. Include tone guidance:
     "Friendly and professional."

4. Calculate the next index: take the current index, add 1, then use
   Formatter modulo 3 to wrap around. Set the "round_robin_index" key
   in Zapier Storage to the new value.

Manual instructions

1. Create a new Zap
2. Trigger: Your form tool, New Submission
3. Step 2 — Storage: Add Storage by Zapier > Get Value
   • Key: round_robin_index
   • If the key doesn’t exist, Zapier returns empty — handle this in the next step
4. Step 3 — Formatter: Add Formatter by Zapier > Numbers > Perform Math Operation
   • Use the storage value (default to 0 if empty)
5. Step 4 — Formatter: Add Formatter by Zapier > Utilities > Lookup Table
   • Input: the number from step 3
   • Map: 0 to [email protected], 1 to [email protected], 2 to [email protected]
6. Step 5 — SkipUp: Add SkipUp > Schedule Meeting
   • Organizer Email: output from step 4 (the selected email)
   • Map remaining fields as described in the form-to-meeting workflow
7. Step 6 — Formatter: Add Formatter by Zapier > Numbers > Perform Math Operation
   • Calculate (current_index + 1) % 3
8. Step 7 — Storage: Add Storage by Zapier > Set Value
   • Key: round_robin_index
   • Value: output from step 6
9. Test end-to-end and publish

Field mapping

Source	SkipUp field	Notes
Lookup Table output	Organizer Email	Rotates through the team list
Form email field	Participant Emails	The prospect
Form name field	Meeting Title	Demo with {{name}}
Form interest field	Meeting Purpose	What the prospect wants to discuss
(hardcoded)	Duration	30
Combined form fields	AI Instructions	Structured context template

Tips and variations

• Google Sheets instead of Storage: If you prefer, use a Google Sheet with a single cell tracking the index. This lets you see the current position and reset it manually.
• Weighted round-robin: Instead of equal distribution, duplicate entries in the lookup table. For example, if Alice should get 50% of meetings: 0: alice, 1: alice, 2: bob, 3: carol (modulo 4).
• Skip unavailable reps: Add a Filter step that checks the organizer’s calendar via Google Calendar before creating the SkipUp request. If they’re on PTO, increment the index again.

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3. Meeting booked to Slack notification

What it does: When SkipUp confirms a meeting time, posts a formatted notification to a Slack channel so the team stays in the loop.

Zapier AI prompt

When a meeting is scheduled in SkipUp (use the "Meeting Scheduled" trigger),
send a message to the Slack channel #sales-meetings with this format:

New meeting booked
Organizer: [organizer_email from SkipUp]
Participant(s): [participant_emails from SkipUp]
Title: [title from SkipUp]
Purpose: [purpose from SkipUp]

Keep the message clean and easy to scan.

Manual instructions

1. Create a new Zap
2. Trigger: Search for SkipUp, select Meeting Scheduled
3. Connect your SkipUp account and test the trigger
4. Action: Add Slack > Send Channel Message
5. Select your Slack workspace
6. Set Channel to #sales-meetings (or your preferred channel)
7. Set the Message Text:

*New meeting booked*
*Organizer:* {{organizer_email}}
*Participant(s):* {{participant_emails}}
*Title:* {{title}}
*Purpose:* {{purpose}}

8. Test and publish

Field mapping

SkipUp trigger field	Slack message placement
organizer_email	Organizer line
participant_emails	Participant(s) line
title	Title line
purpose	Purpose line

Tips and variations

• DM instead of channel: Use Slack > Send Direct Message and send to the organizer so they get a personal heads-up when their meeting is confirmed.
• Include calendar link: If your calendar tool provides a booking URL, include it in the Slack message for one-click access.
• Cancellation notifications: Create a second Zap with the Meeting Cancelled trigger that posts to the same channel, so the team knows when meetings fall through.

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4. Meeting booked to CRM activity (HubSpot)

What it does: When SkipUp books a meeting, creates an activity note on the HubSpot contact record and moves the deal to the next pipeline stage.

Zapier AI prompt

When a meeting is scheduled in SkipUp (use the "Meeting Scheduled" trigger):

1. Search for a HubSpot contact using the participant email from SkipUp.

2. Create a HubSpot engagement (Note) on that contact:
   - Note body: "Meeting scheduled via SkipUp. Title: [title].
     Purpose: [purpose]. Organizer: [organizer_email]."

3. Search for an open HubSpot deal associated with that contact.

4. Update the deal stage to "Demo Scheduled" (or your equivalent stage name).

Manual instructions

1. Create a new Zap
2. Trigger: SkipUp > Meeting Scheduled
3. Step 2 — Search: Add HubSpot > Find Contact using {{participant_emails}} from the SkipUp trigger
4. Step 3 — Action: Add HubSpot > Create Engagement (Note type)
   • Associate with the contact from step 2
   • Note body:

Meeting scheduled via SkipUp
Title: {{title}}
Purpose: {{purpose}}
Organizer: {{organizer_email}}

5. Step 4 — Search: Add HubSpot > Find Deal associated with the contact
6. Step 5 — Action: Add HubSpot > Update Deal
   • Set Deal Stage to “Demo Scheduled”
7. Test and publish

Field mapping

SkipUp trigger field	HubSpot field	Notes
participant_emails	Contact search (email)	Finds the CRM record
title	Engagement note body	Logged as activity
purpose	Engagement note body	Context for the rep
organizer_email	Engagement note body	Who’s running the meeting
(hardcoded)	Deal Stage	Demo Scheduled

Tips and variations

• Salesforce: Replace the HubSpot steps with Salesforce equivalents: Find Record (Contact), Create Record (Task or Event), and Update Record (Opportunity stage).
• Pipedrive: Use Pipedrive’s Create Activity action to log the meeting and Update Deal to advance the stage.
• Multiple CRMs: If your team uses different CRMs across regions, use Zapier Paths to route to the correct CRM based on the organizer’s email domain.

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5. Meeting cancelled to follow-up task

What it does: When a meeting is cancelled in SkipUp, creates a follow-up task in your project management tool so the team remembers to re-engage the prospect.

Zapier AI prompt

When a meeting is cancelled in SkipUp (use the "Meeting Cancelled" trigger),
create a task in Asana (or Trello, or Monday.com):

- Task name: "Follow up: " followed by the meeting title from SkipUp
- Description: "Meeting with [participant_emails] was cancelled.
  Original purpose: [purpose]. Please follow up to reschedule
  or check in."
- Due date: 2 business days from today
- Assignee: the organizer email from SkipUp (if it matches an Asana user)
- Project: "Sales Follow-Ups" (or your preferred project)

Manual instructions

1. Create a new Zap
2. Trigger: SkipUp > Meeting Cancelled
3. Action: Add your project management tool:
   • Asana > Create Task, or
   • Trello > Create Card, or
   • Monday.com > Create Item
4. Map the fields:

SkipUp trigger field	Task field	Example
title	Task name	Follow up: Demo with Acme Corp
participant_emails	Description	Included in the task body
purpose	Description	Original meeting context
organizer_email	Assignee	The rep who should follow up
(calculated)	Due date	2 business days from now

5. For the due date, add a Formatter > Date/Time > Add/Subtract Time step: add 2 days to the current date
6. Test and publish

Tips and variations

• Slack alert too: Add a Slack notification step so the organizer gets an immediate heads-up in addition to the task.
• Conditional follow-up: Add a Filter step to only create tasks for certain cancellation reasons or participant domains (e.g., skip internal cancellations).
• Auto-reschedule: Instead of a follow-up task, use SkipUp’s Schedule Meeting action to immediately create a new meeting request with the same participant, adding a note like “Rescheduling our previous meeting.”

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Combining workflows

These templates work well together. A typical setup for a sales team:

1. Form to meeting (with round-robin) handles inbound lead routing
2. Meeting booked to Slack keeps the team informed
3. Meeting booked to CRM logs activity automatically
4. Meeting cancelled to follow-up task prevents leads from slipping through the cracks

Each Zap runs independently, so you can adopt them one at a time.

What’s next

• Your First Zap — Step-by-step walkthrough for your first SkipUp Zap
• How to Write Great AI Context — Improve scheduling email quality
• HubSpot + SkipUp — Full CRM integration guide
• Troubleshooting Zapier — Common issues and fixes