Ruuster Zapier triggers and actions

The Ruuster app on Zapier has 14 events. Each comes in two versions: Individual Agent Zap for your own clients and Brokerage Level Zap for every agent's clients. There's also one action, Create Client.

Every trigger sends the agent's name and email and the client's name, email and phone, plus the fields below.

To connect Zapier in the first place, see Connect Ruuster to Zapier.

Individual Agent and Brokerage Level

In Zapier, the event starts with	It fires for	Use it when
Individual Agent Zap:	Clients assigned to the person whose token connects the Zap	You want only your own clients' activity
Brokerage Level Zap:	Clients of every agent in your brokerage	You want activity from the whole brokerage

Triggers

Event name after the prefix	Fires when	Extra fields it sends
Client Has Signed Up	A client creates their account	None
New Client Invitation Sent	A client invitation goes out	None
Client Completed Onboarding	A client finishes the onboarding questions	Their answers: buying stage, first-time buyer, where and when they plan to buy, price range, property type and use, pre-approval and credit range
Client Runs a Search	A client runs a property search	Location (street, city, state, county, ZIP, neighborhood, subdivision, school), filters and a link to the search
Create or Update a Saved Search	A client or agent creates or changes a saved search	Search name, whether it's a rental search, who changed it, location, filters, a link to the search and the alert settings
Client Views a Property	A client opens a property's details	Address, MLS number, price, link, property type, beds, baths, square footage and lot size
Client Manages Saved Property	A client favorites or unfavorites a property	The same property fields, plus whether it's now liked
Requested Tour by Client	A client requests a tour from a property page	The client's full name, phone and email, the property's address and link, and the tour date and time
Client Contacted via Contact Agent Form	A client messages their agent with the contact agent form	Their message and the property's details
In-App Chat Message Sent	A client or agent sends a chat message	Who it's from and to, the message text and a link to it
Contact Information Was Updated by Client	A client changes their contact details	None
Client Reassigned to a Different Agent	An admin reassigns a client to another agent	None
Preferred Vendor Contact Me Request	A client clicks Contact Me on a vendor card	Vendor name, job title, company, email, phone, type and city, and how the client wants to be contacted
Client Views an Education or Providers.	A client opens an Education article or a Services tab	Page title and address

Action: Create Client

Create Client creates a client invitation in Ruuster from a Zap. The client appears on All Clients as invited.

Field	Required	Notes
First name	Yes
Last name	Yes
Email	Yes	Must not already belong to someone on your Ruuster account
Phone number	Yes
Client ID	No	Your own reference, for example the contact's ID in your CRM
Agent's email	No	Assigns the client to that agent. If it's blank or doesn't match an agent, the client goes to your default user.

Good to know

• One name is shorter. The brokerage version of the education event is listed as "Brokerage Level: Client Views an Education or Providers." without the word Zap.
• Client actions only. Searches, property views, favorites and onboarding fire when a client acts. Your own test searches don't trigger them.
• Duplicates are refused. Create Client returns an error, and creates nothing, when the email already belongs to someone on your account.
• Default user catches the rest. See Choose who gets new sign-ups to set who gets clients with no matching agent.

FAQ

What's a Brokerage Level Zap?

A version of each event that fires for every agent's clients, not only yours. Admins use it to send the whole brokerage's activity to one place.

Can I filter a Brokerage Level Zap to one agent?

Yes. Every trigger sends the agent's email, so add a Zapier filter on that field.

Does Create Client send the client an invitation?

It creates the invitation in Ruuster, the same as inviting from All Clients, and the client shows as invited there.

Why does Client Has Signed Up fire later than I expected?

It fires when the client finishes creating their account, not when you send the invitation. Use New Client Invitation Sent for the invitation itself.

Still need help? Reach out to us at helpme@ruuster.com and we'd be happy to assist!