CRM Integration with Zapier

Connect Harvest Media to your CRM with Zapier to automatically create a contact whenever a new member is added in your Harvest account.

Note: This is a paid Harvest add-on, please contact our Support team for more information.

This guide walks you through connecting your accounts, testing the Member and Daily Member Metrics triggers, and mapping member details to your CRM’s contact fields. We use HubSpot as the example, but you can follow the same approach with another supported CRM.

At the moment Hubspot, Salesforce and FreshSales have all tested successfully.

You can give this guide to the in-built AI chat tool in Zapier to help you build this integration, however please note there are a few steps that have to be actioned manually (eg. setting up the Trigger App and actions within the Harvest Admin to trigger test scenarios).

Harvest Media Integration 2.0 is invite-only. Before you begin, accept your integration invitation and have your provided Harvest Media API key ready, along with access to your Zapier and CRM accounts.

Step 1: Create a Zapier account if you don't have one already and accept the invite to our integration. Accepting the invite link will ensure that the integration appears in your Zapier account to create your Zap.

Step 2: Create a new Zap. Start a new Zap from the Zapier dashboard.

Step 3: Set up the trigger. Select the Trigger event, this will open an app search bar and then a set-up menu on the right hand side.
In the search bar look for "Harvest Media Zapier Integration", after you select it, it will be loaded in as the Trigger app.
Please note, if you see more than one version select the latest one, at the moment of writing it is 2.0.0.
If the app is missing, check that you have accepted the integration invitation.
If an AI assistant is helping, you must select the app yourself manually as it cannot detect invited apps.
 

In the next field called Trigger Event select the Member event. This starts the workflow whenever a new member is created in the Harvest platform.

Finally in the last field called Account select Connect a New Account, and insert the API key you've been given from Harvest. This will connect Zapier to your Harvest Account. You will only need to do this once, Zaps created after this don't require entering the API key again.

Step 4: Test the trigger. Zapier pulls a sample member record to confirm the connection is live.

An easy way to trigger this is to go into the Admin>Members>Search Members and edit one of the member's status, alternatively you could create a dummy Member profile. After you take the action, trigger the test and the member should appear. It should appear within the minute, but if it doesn't appear within the first ten minutes, please try contacting our Support team.

Step 5: Add and connect your CRM
Select the Action event, like with the Trigger event an app search bar menu will open with similar fields, search and choose HubSpot or your preferred CRM in the App field, and then select Create Contact or its equivalent for the Action Event field. Finally for the Account field you will have to sign in to your CRM and authorize the connection when prompted.

In some cases additional steps like an API key or other additional information will be required, simply follow the CRM's instructions to set that up.

Step 6: Map fields into the CRM. At this point open the action’s Configure tab (second tab in the menu). Match the fields from your tested member record to the corresponding CRM contact properties, such as email, first name, last name, and phone, where available. 

You can make use of AI here and let it try to map what it can as a good starting point. To do so click the star icon at the top of the tab, and then click 'customize generation' this will let their Copilot AI map its fields. 

Note that you should select dynamic values from the trigger using the forward slash / (eg. /firstname) rather than typing the exact name of the sample client (eg. John). 

It is recommended to review every member field, including custom fields, and identify any without a suitable destination.

Step 7: Test the integration.

In the last tab you can now test the integration, in some cases inputs can be mapped in a way where the data you're inputting is not accepted by the host, you may therefore get formatting errors. Typically this can be resolved by using a more appropriate field and running the test again. The use of the in-built AI button to troubleshoot is recommended.

Once a test is successful you can verify it by going into your CRM and checking the newly added member.

Step 8: Daily Member Metrics

For the second data point we offer, as well as any that will follow, repeat all the steps above but on a new Zap with the appropriate new data points (eg. Daily Member Metrics) as the trigger event and mapped correctly to the member fields or other CRM areas.