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Workiz

Turn calls into Workiz leads for your team to schedule.

Your receptionist can add a caller to Workiz as a new lead, with their contact details, service address, and what they need, so your team can follow up and schedule the work. Workiz’s API expects its secret inside the request body, where webhook tools would expose it to the AI, so Reception connects through Zapier.

Zapier’s Workiz app can create leads and jobs, but it can’t look up clients or check your schedule.

Before you start

Zapier connects to Workiz with your API token and API secret, which need the Developer API add-on:

  1. In Workiz, select Feature Center in the navigation bar.
  2. Under Add-ons, select Developer API and turn on the toggle.
  3. Open the Developer page and copy your API token and API secret. Zapier asks for both when you connect Workiz.

If you can’t see the Feature Center or the Developer page, ask your account admin to turn on the Account Settings permission for your user type in Roles & Permissions.

The API token and secret give access to your Workiz account. Store them safely and don’t share them.

Set up

1

Connect Zapier

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

2

Add the Workiz action

In your Zapier MCP server at mcp.zapier.com, add the Workiz Create Lead action and connect your account. Zapier’s fields aren’t in the same order as on the Workiz Developer page, so paste the token and the secret into the matching fields.

FieldValue
Zapier actionCreate Lead
Set in ZapierThe job source, for example Reception. It must already exist as an ad source in Workiz.
Let the AI fill inFirst and last name, phone, email, the service address, and the lead notes: what the caller needs, when they’re available, and anything else they told you.
Assign toClient
3

Assign the tool

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

4

Test it

Test your receptionist as a new caller who needs a repair. The lead appears in Workiz with your job source.

Add a procedure telling your receptionist to ask for the full address with the ZIP code and a 10-digit phone number before it creates the lead.

Limitations

  • Your receptionist can’t find existing clients, so a returning caller can be added as a new lead. Filter by your job source in Workiz to review new leads.
  • Zapier’s Workiz app can’t check your schedule. Create Job books a job at a set time and needs a job type, so leave it to your team unless you want callers’ preferred times to go straight onto your calendar.
  • 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 action stops until it resets.

Troubleshooting

ProblemWhat to check
Create Lead doesn’t appear in Reception.aiSelect Refresh tools on the Zapier integration after adding the action in Zapier.
The action shows Changed and isn’t usedYou edited it in Zapier. Select Update in the Tools tab.
Zapier says authentication failedThe token and secret may be in the wrong fields, or no longer valid. Copy them again from the Developer page.
Field validation error from WorkizThe job source must match an ad source in Workiz exactly. Phone numbers need 10 digits and ZIP codes 5.