Koachly + Zapier: Automate Your Sales Coaching Workflow

Koachly handles what happens on a call. Zapier handles what happens after. Connecting the two means you can automate the workflows that currently depend on a rep remembering to do something — logging a call, notifying a manager, updating a spreadsheet, sending a follow-up. Once the connection is set up, those actions happen automatically every time a call ends.

This guide covers what the integration can do, how to set up webhooks in Koachly, five practical Zap ideas, and how to build your first one.

What Koachly + Zapier can do

Koachly can send data to Zapier after every call, after specific call events, or when a coaching score crosses a threshold. Zapier then routes that data to any of its 6,000+ connected apps.

The events Koachly can trigger on include:

• Call ended — fires after every call completes, with full call metadata
• Coaching score threshold met — fires when a score exceeds or falls below a defined value
• Specific topic flagged — fires when pricing, competition, objections, or a custom keyword is detected during a call
• Next step not confirmed — fires when a call ends without a next step being captured
• New contact created — fires when Koachly creates a new contact record from a call

Each event payload includes the rep's name, call duration, talk-to-listen ratio, coaching score, flagged topics, call summary, and the associated contact's name and email if available. This gives downstream Zaps enough context to make decisions — not just notify, but route and act. See the Zapier integration page for the full event payload schema.

Setting up webhooks in Koachly

Koachly connects to Zapier via outbound webhooks. This means Koachly sends data to a URL whenever an event fires — Zapier provides that URL, and your Zap receives the payload.

To set up a webhook in Koachly:

1. Go to Settings → Integrations → Webhooks in your Koachly account.
2. Click New Webhook.
3. In Zapier, create a new Zap and search for Webhooks by Zapier as the trigger app. Select Catch Hook as the trigger event. Zapier will generate a unique webhook URL — copy it.
4. Back in Koachly, paste the Zapier webhook URL into the Endpoint URL field.
5. Select the event type you want to trigger the Zap. You can create multiple webhooks pointing to different Zapier URLs for different events.
6. Save the webhook. Koachly will send a test payload to verify the connection.
7. Back in Zapier, click Test trigger. Zapier will pick up the test payload, letting you use real field names when you build the Zap's action steps.

Each event type requires its own webhook endpoint. If you want five different Zaps triggered by five different Koachly events, you create five webhooks. The automation features page and the developer documentation cover the full webhook specification, including authentication options for production deployments.

5 ready-to-use Zap ideas

Here are five automations that sales teams consistently find useful after connecting Koachly to Zapier.

1. Notify a manager in Slack when a rep's coaching score drops below target.
Trigger: Koachly coaching score threshold (below X). Action: Send a Slack message to the manager's DM or the team channel with the rep's name, score, and a link to the call summary. This replaces managers having to manually check dashboards — the alert comes to them.

2. Log every call to a Google Sheet for custom reporting.
Trigger: Koachly call ended. Action: Create a new row in Google Sheets with call date, rep name, duration, talk-to-listen ratio, coaching score, and flagged topics. Useful for teams that want to build their own reports or share call data with stakeholders who don't have Koachly logins.

3. Create a follow-up task in Asana or Notion when a next step isn't confirmed.
Trigger: Koachly next step not confirmed. Action: Create a task assigned to the rep in Asana or Notion reminding them to follow up and confirm a next step. Prevents deals from going dark after a call because no one captured what was agreed.

4. Add a row to a competitor tracking sheet when a competitor is mentioned.
Trigger: Koachly specific topic flagged (competitor). Action: Append a row to a Google Sheet or Airtable with the call date, rep, contact name, and which competitor was mentioned. Over time, this gives marketing and product teams a clear picture of which competitors come up most often.

5. Send a congratulations message when a rep hits a personal best coaching score.
Trigger: Koachly coaching score threshold (above X). Action: Send a Slack message to the team channel or a direct message to the rep. Small public recognition reinforces good behaviour and gives managers a moment to acknowledge improvement without having to watch every call.

How to build your first Zap

If you haven't built a Zap before, the process is simpler than it looks. Here's a walkthrough using the Slack notification example.

1. Create the Zap. Log in to Zapier and click Create Zap. Search for Webhooks by Zapier as the trigger and select Catch Hook.
2. Copy the webhook URL. Zapier gives you a unique URL. Copy it and paste it into Koachly's webhook settings as described in the previous section. Select Coaching score threshold met as the event type and set your threshold value.
3. Test the trigger. Back in Zapier, click Test trigger. If Koachly's test payload came through, you'll see the fields — rep name, score, duration, and so on. If nothing appears, check that the Koachly webhook was saved and that the test payload was sent.
4. Add the Slack action. Click the plus button to add an action step. Search for Slack and select Send Channel Message (or Direct Message). Connect your Slack account, choose the channel, and write the message text. Use Zapier's field references to include the rep's name and score dynamically.
5. Test and turn on. Click Test action to send a test message to Slack. If it looks right, click Publish Zap. The Zap is now live.

The whole process takes about ten minutes for a straightforward Zap. More complex multi-step Zaps with filters and conditional paths take longer but follow the same pattern.

Koachly's Zapier integration turns call events into actions across your entire tool stack — without writing any code. Combined with live coaching during calls and automatic CRM logging, it gives sales teams a complete workflow from preparation to follow-through. Koachly is free to start, and the Zapier integration is available on all plans. Start free and build your first automation today.