Zapier

Zapier turns changes in AI visibility into steps in tools Trakkr does not integrate with directly. A finished report can start a reporting workflow. A priority action can become a task or a message. An approved research question can become a tracked prompt.

There are two ways to wire the two products together, and they suit different jobs.

Two ways to connect

The Trakkr Zapier app is the full integration. You connect once through Trakkr's OAuth screen, then every Zap step gets a brand picker and typed fields. It uses polling triggers, so there is no webhook to configure and no API key to copy. Everything below describes this path.

A catch hook is the quick one-way option, and it lives in the Integrations hub rather than in Zapier's app directory. In Zapier, create a Zap with the Webhooks by Zapier trigger, choose Catch Hook, and copy the generated URL. Paste it into the Zapier card at /integrate and use Test connection. Trakkr then posts automation events to that URL. It is faster to set up, but it only pushes events out. It cannot search or write back.

Before you connect

You need a paid Trakkr brand with integration access, and a Trakkr user who can view that brand. Steps that create a prompt or complete an action also need editor access.

Brand access comes from your current membership, team grant, or active client assignment. Connecting Zapier grants nothing extra. Client portal access is read-only here and cannot run either write action.

Connect Trakkr to Zapier

1. 1.Add a Trakkr trigger or action to a Zap.
2. 2.Choose Connect a new account.
3. 3.Zapier opens Trakkr's authorization page over HTTPS.
4. 4.Sign in to Trakkr if needed, review the connection, then approve it.
5. 5.Back in Zapier, confirm the connection label shows the Trakkr email address you expect.
6. 6.Choose a brand in the Zap step and test it with sample data.

Zapier stores a short-lived access token and a rotating refresh token. The token carries Trakkr's dedicated Zapier scope and cannot call Trakkr's hosted MCP tools or the partner APIs. It never receives your Trakkr password. Revoke it from Trakkr, or remove the connection in Zapier.

Triggers, searches, and actions

All triggers return the newest matching records first, up to 100 per poll. Zapier remembers each trigger's primary event ID and does not run an unchanged event twice.

Useful Zap patterns

Send priority actions to your task system

Use New or Updated Priority Action as the trigger, then map title, description, priority_score, and url into the task app. Store action_id if a later Zap should find or complete the same Trakkr action.

Add visibility snapshots to a reporting sheet

Use New Visibility Snapshot, then write visibility, presence, average_rank, mentions, models_mentioned, and created_at as columns in your destination.

Notify a team when a report is ready

Use Report Ready, then send report_name, report_type, time_range, and url to email or chat. The recipient has to sign in to Trakkr and have access to the brand before that page opens.

Add approved research questions as prompts

Use Create Tracked Prompt after an approval, form, or research step. Pick an editable Trakkr brand, map the question into Prompt, and leave Start Tracking on when it should join the active prompt set.

Permissions and data safety

Read steps check the connected user's current effective brand access and the entitlement for the feature they touch. Write steps additionally require editor access, a paid brand, and direct brand authority rather than client portal authority.

Trakkr binds every action or prompt to the brand chosen in the Zap step. An action ID from another brand does not reveal whether that action exists. Responses never include OAuth tokens, passwords, internal stack traces, report storage URLs, or Trakkr service credentials.

Troubleshooting

The brand is missing. Check the connected Trakkr user still has access to it. Reconnect the account if their membership changed recently, then reload the brand field in Zapier.

A trigger returns no samples. Confirm the brand has a matching record. Priority actions must be open and pinned or scored 70 or above. Visibility snapshots must have completed successfully. Generated reports must be complete, active, and not archived.

A create or complete step is forbidden. The connected user needs editor access to the selected brand. Client portal and viewer access cannot write. A paused subscription or a missing integration entitlement blocks it too.

The connection expired. Zapier normally refreshes an expired access token once. If the connection was revoked, or the refresh fails, reconnect the Trakkr account in Zapier.

The Zap is waiting to retry. Trakkr allows up to 120 reads and 30 writes per connected user per minute. A 429 response includes Retry-After, which tells Zapier when to try again.

If the problem continues, contact Trakkr support with the Zap step name, the approximate time, the brand name, and the Zapier request ID. Do not send passwords, OAuth tokens, or client secrets.

API reference for the official Zapier integration

The integration calls https://api.trakkr.ai/zapier/v1 over HTTPS. These endpoints accept a Trakkr OAuth bearer token with the exact zapier:integration scope issued to the registered Zapier client. They reject MCP and other partner tokens, and they do not accept Trakkr API keys.

Create a tracked prompt

POST /prompts

{
  "brand_id": "brand UUID",
  "text": "Which tools improve AI visibility?",
  "active": true
}

An exact same-text retry in the same brand returns the existing prompt with created: false.

Complete an action

POST /actions/complete

{
  "brand_id": "brand UUID",
  "action_id": "action UUID",
  "note": "Optional completion context"
}

The note is optional and capped at 2,000 characters. A repeated completion returns the current action with replayed: true.

Response codes

OAuth credentials belong in Zapier's authentication configuration. Never put an access token, refresh token, client ID, or client secret into a trigger, search, or action field.

Common questions

Which Trakkr plan do I need for Zapier?

A paid brand with integration access. Triggers also need access to the feature they read, and the two write steps need editor access to the brand.

Can one Zapier connection use more than one brand?

Yes. Each Zap step has its own brand picker, limited to the brands the connected Trakkr user can access.

Why did a priority action trigger twice?

A priority action triggers again after it changes. Trakkr combines the action ID and its update time into the event ID, so an unchanged action is deduplicated while a later update counts as a new event.

Can Zapier download a finished Trakkr report?

No. The Report Ready trigger returns an authenticated Trakkr page URL. It exposes no storage URL, bearer download link, or report file.

Should I use the app or a catch hook?

Use the app when a Zap needs a brand picker, typed fields, or the ability to write back to Trakkr. Use a catch hook when you only want automation events pushed into an existing Zap and want it working in two minutes.