Smokeball | ElevenLabs Documentation

Your receptionist can recognize callers who are already in Smokeball, add new callers as contacts and leads, and create a follow-up task for your team. Smokeball’s API uses OAuth and requires registering as a Smokeball partner, so Reception connects through Zapier.

Set up

Connect Zapier

If you haven’t yet, connect Zapier in Reception.ai.

Add the Smokeball actions

In your Zapier MCP server at mcp.zapier.com, add the actions below. When Zapier asks, confirm your Smokeball region and sign in with your Smokeball username and password. For each field, either set a fixed value or let the AI fill it in, as listed.

Assign the tools

In Reception.ai, open the Zapier integration’s Tools tab, select Refresh tools, and assign each action to the Client (receptionist).

Test it

Test your receptionist as a new caller looking for a lawyer. The contact, the lead, and a task appear in Smokeball.

Actions

Find the caller

Field	Value
Zapier action	Find Contact
Set in Zapier	Nothing.
Let the AI fill in	Contact number (mobile, home or work), and Name or Email if the caller gives them.
Assign to	Client

Add a new caller

Field	Value
Zapier action	Create Person Contact
Set in Zapier	Nothing required.
Let the AI fill in	The caller’s first name, last name, phone number, and email.
Assign to	Client

Add a new lead

In Smokeball, a lead is a potential matter. Your team converts it to a matter once the firm takes the case.

Field	Value
Zapier action	Create Lead
Set in Zapier	Lead Type: the type you use for phone inquiries. Person Responsible: the staff member who handles new inquiries.
Let the AI fill in	Description (a short, factual summary of what the caller needs), and the caller’s contact if Zapier shows a client field for the lead type.
Assign to	Client

Create a follow-up task

Field	Value
Zapier action	Create Task
Set in Zapier	Created By and Assignees: the staff member who handles callbacks.
Let the AI fill in	Name, Details (who called, their number, and what they need), and Due Date.
Assign to	Client

Opening a matter usually comes after a conflict check, so this guide leaves Create Matter to your team.

To let your receptionist put consultations on the firm’s calendar, add Create Calendar Event with Organizer and Attendees set to fixed values. It doesn’t check for conflicts, so agree on the time with the caller as a request and have your team confirm it.

Add a rule telling your receptionist to take down the caller’s details and never give legal advice.

Limitations

Zapier’s Smokeball app can’t check availability, so your receptionist can’t offer open times. For real-time booking, use Reception’s own booking with Google Calendar, Calendly, or Cal.com.
Each action your receptionist runs uses tasks from your Zapier plan. Zapier currently counts two tasks per successful call; failed calls aren’t counted. When the plan runs out, the actions stop until it resets.

Troubleshooting

Problem	What to check
A Smokeball action doesn’t appear in Reception.ai	Select Refresh tools on the Zapier integration after adding actions in Zapier.
An action shows Changed and isn’t used	You edited it in Zapier. Select Update in the Tools tab.
Zapier can’t connect to Smokeball	Check that you chose the region your firm’s Smokeball account is in.
Returning callers are added twice	Add a procedure so your receptionist runs Find Contact before creating a contact.
Known callers aren’t found	Check that phone numbers in Smokeball are stored in one format, or search by email instead.