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Connect to Other Tools

Connect to other tools​

Connector blocks let your flow talk to systems outside Waplify in the middle of a conversation — to look something up, save a record, send an email, or trigger an action elsewhere. There are three connectors: API Executor, Google Sheets, and Send Email (SMTP).

A bit more technical

Connectors are the most advanced blocks. The Google Sheets connector is friendly enough for most people, but the API Executor usually works best with a little help from a developer.

Call an API (API Executor)​

The API Executor block calls an external web service (an "API") and can save part of the reply back into your flow.

You configure:

  • The request — the method (such as GET or POST), the web address (URL), and any headers, query parameters, or authentication the service needs
  • The data you send — a body that can include saved answers from the conversation, like the customer's email
  • What to keep — map pieces of the response into variables so later blocks can use them (for example, an order status you just looked up)

The block then branches:

  • Success — the call worked; continue with whatever you saved
  • Failure — something went wrong; the error is saved so you can send a fallback message or hand off to a person
tip

You can test the call right from the block's settings before you publish, so you can confirm it returns what you expect.

Google Sheets​

The Google Sheets block reads from or writes to a connected Google Sheet — no code required. Use it to log leads, look up an order, or update a record straight from a conversation.

It can:

  • Add a row — append a new row (great for capturing leads or sign-ups)
  • Update a row — change an existing row that matches a value
  • Find a row — look up a single matching row and use its data later
  • Find multiple rows — pull back several matching rows

The block branches into:

  • Success — the action worked
  • Not found — no matching row (for "update" or "find" actions)
  • Failure — something went wrong connecting to the sheet

Send an email (Email / SMTP)​

The Send Email block sends an email from inside your flow — a great way to notify your team of a new lead, send yourself a summary, or email the customer a confirmation while you keep chatting on WhatsApp.

Connect your email server first​

The block sends through your own email provider, so you set that up once:

  1. Go to Settings > Connectors > Email (SMTP) (or click Manage servers from the block).
  2. Add your provider's details — server address, port, username, password, and the "from" name and address.
  3. Save. Your credentials are stored securely and are never shown to a flow.
note

Only Owners and Admins can add an email server. Once one is connected, anyone building flows can pick it in the Send Email block.

Configure the block​

  • Email server — pick one of your connected servers.
  • To — the recipient. Use a fixed address, or a saved answer like {{contact.email}}.
  • Subject and Message — both can include saved variables, so each email can be personal.
  • Advanced (optional) — add Cc, Bcc, a Reply-to address, or turn on Send as HTML for a formatted email.

The block then branches:

  • Success — the email was sent.
  • Failure — it couldn't be sent; the reason is saved so you can react.
tip

Keep it reasonable — each email can go to up to 20 recipients (across To, Cc, and Bcc), and there's an hourly sending limit per business to protect your sending reputation. For messaging lots of customers, use a campaign or sequence instead.

Tips & best practices​

  • Always handle the failure path — connectors depend on outside systems, so plan for the times they don't respond. A simple "Sorry, something went wrong — let me connect you to our team" message keeps the experience smooth.
  • Only keep what you need — map just the response fields you'll actually use into variables.
  • Test before you publish — try the call or sheet action from its settings first.
  • Combine with logic — follow a connector with a Condition to react to what came back (for example, branch on an order status).

Frequently asked questions​

Do I need a developer to use connectors?​

For Google Sheets, usually not. For the API Executor, a developer can quickly tell you the right address, authentication, and which response fields to keep.

What happens if the other system is down?​

The block follows its Failure path. Always connect that path to something helpful — a fallback message or a hand-off to your team.

Can I send a customer's answers to my own system?​

Yes. Use the API Executor to send saved answers (like a name and email) to your CRM or backend, or the Google Sheets block to log them in a sheet.