Zapier & DentalFlo Integration: Setting Up Automations to Assign Lead Source

When new leads come in, it's important to know where they originated—whether from your Facebook campaigns, website forms, or Google Ads. This guide walks you through creating automations that automatically assign the correct lead source to each new lead.

We'll cover three common lead sources:

Facebook Leads
Website Leads
Google Leads

This article walks you through how to:

Create a workflow in DentalFlo to manage leads
Create automations in Zapier to push lead information to DentalFlo

Before you start

Make sure you have:

A Zapier account.
Access to your lead source platforms:
- Facebook Lead Ads
- Website form provider (e.g., Webflow, WordPress, Gravity Forms)
- Google Ads Lead Forms

Create a workflow in DentalFlo

In DentalFlo, go to Agentic Ops → Workflow Builder.
Click + New Workflow. The Workflow Builder page appears.
At the top-left side of the page, name the workflow as you prefer.
Add Webhook Trigger as the trigger for the workflow.
Click on the Webhook Trigger node and in its settings, do the following:
1. Name the webhook trigger and route as you like. The route changes the suffix
2. Copy the webhook URL. You will need this when you set up your automations in Zapier.
3. Generate a secret key.
4. In the Payload Structure Section, specify the source and you can also add more custom data for the lead information.
Continue building the workflow by adding actions, controls, and logic as needed.
Publish the workflow.

Create lead workflows in Zapier

For Facebook Leads

In Zapier, create a new Zap.
Set up the Trigger:
- App: Facebook Lead Ads
- Event: New Lead
- Connect your Facebook Page and choose the lead form.
Add an Action:
- App: Webhooks by Zapier
- Event: POST
- URL: Use the webhook URL from the workflow you created in DentalFlo.
- Headers: Type "Authorization" and use the secret key you generated in the workflow you created in DentalFlo.
- Payload Type: json
- Data (map fields): Create and map the following fields.
  - first_name → Facebook First Name
  - last_name → Facebook Last Name
  - email → Facebook Email
  - phone → Facebook Phone Number
  - other_data__source → type "Facebook"
Example Facebook Lead JSON
```
{
"first_name": "John",
"last_name": "Doe",
"number": "+1234567890",
"email": "john.doe@example.com",
"other_data": {
    "source": "Facebook"
 }
}
```
important
In this step, make sure to add and map any custom data you added to the workflow you created in DentalFlo.
Test and publish.

For Website leads

In Zapier, create a new Zap.
Set up the Trigger:
- App: Your Form Tool (e.g., Gravity Forms, Typeform, Webflow).
- Event: New Form Submission.
- Connect your website form.
Add an Action:
- App: Webhooks by Zapier
- Event: POST
- URL: Use the webhook URL from the workflow you created in DentalFlo.
- Headers: Type "Authorization" and use the secret key you generated in the workflow you created in DentalFlo.
- Payload Type: json
- Data (map fields): Create and map the following fields.
  - first_name → Website Form First Name
  - last_name → Website Form Last Name
  - email → Website Form Email
  - phone → Website Form Phone Number
  - other_data__source → type "Website"
Example Facebook Lead JSON
```
{
"first_name": "John",
"last_name": "Doe",
"number": "+1234567890",
"email": "john.doe@example.com",
"other_data": {
    "source": "website"
 }
}
```
important
In this step, make sure to add and map any custom data you added to the workflow you created in DentalFlo.
Test and publish.

For Google leads

In Zapier, create a new Zap.
Set up the Trigger:
- App: Google Ads Lead Form Extensions
- Event: New Lead Form Entry.
- Connect your Google Ads account.
Add an Action:
- App: Webhooks by Zapier
- Event: POST
- URL: Use the webhook URL from the workflow you created in DentalFlo.
- Headers: Type "Authorization" and use the secret key you generated in the workflow you created in DentalFlo.
- Payload Type: json
- Data (map fields): Create and map the following fields.
  - first_name → Website Form First Name
  - last_name → Website Form Last Name
  - email → Website Form Email
  - phone → Website Form Phone Number
  - other_data__source → type "Website"
Example Facebook Lead JSON
```
{
"first_name": "John",
"last_name": "Doe",
"number": "+1234567890",
"email": "john.doe@example.com",
"other_data": {
    "source": "Google"
 }
}
```
important
In this step, make sure to add and map any custom data you added to the workflow you created in DentalFlo.
Test and publish.

Troubleshooting

If your leads are not reaching DentalFlo, check the following:

Test Data in Zapier

In Zapier, go to your automation (Zap).
Use Test Trigger to confirm data is coming from Facebook, Website, or Google
If no data appears, check that your form or ad is active and collecting leads.

Verify Webhook URL

Make sure you are using the correct DentalFlo endpoint. A typo in the URL will prevent data from being delivered.

Check Payload Type

In Zapier, ensure Payload Type is set to JSON.
If it's set to form or raw, DentalFlo may reject the request.

View Zapier Task History

In Zapier, open Task History under your Zap.
Look for errors (red X).
Expand the failed task to see details like "400 Bad Request" or "401 Unauthorized".

Duplicate or Missing Leads

If you see duplicates, check whether your form app or ad platform is re-sending test data.
If leads are missing, confirm that the automation (Zap) is turned on and not in draft mode.

Summary

By setting up these automations, you ensure every lead entering DentalFlo has a clear source tag. This makes it easier to track performance, analyze campaigns, and optimize your lead-generation strategy.

Facebook leads → "source": "Facebook"
Website leads → "source": "Website"
Google leads → "source": "Google"

Before you start​

Create a workflow in DentalFlo​

Create lead workflows in Zapier​

For Facebook Leads​

For Website leads​

For Google leads​

Troubleshooting​

Test Data in Zapier​

Verify Webhook URL​

Check Payload Type​

View Zapier Task History​

Duplicate or Missing Leads​

Summary​