⚡ Quick Answer
Create a WhatsApp flow that collects a user's email address with a User Input Flow, then go to Automation→Outbound Actions. Create an outbound webhook, paste the webhook URL, select the action that will trigger the webhook, choose the data fields to send, and save the configuration. When the email collection flow is completed, BotSailor sends the acquired data to the webhook.
Before You Begin
This guide uses an email collection flow as an example.
What Are Outbound Actions?
Outbound Actions in BotSailor let you send data collected from a chatbot flow to an external webhook. In this example, a WhatsApp flow asks the subscriber for an email address. After the user provides the email, BotSailor can send the selected flow data to a Zapier webhook for use in another automation.
Create the Email Collection Flow
1 | Open Keyword Replies and Create a New FlowLog in to BotSailor and select your connected WhatsApp bot. Follow this path: Dashboard→Chatbot Manager→Select WhatsApp Bot→Automation→Keyword Replies Click Create to open the Flow Block.  |
2 | Configure the Start Bot FlowDouble-click the Start Bot Flow block and create a trigger for the email collection flow. For this example, use a reference or flow title such as "Email Collection." Add the trigger keyword that should start the flow, select the appropriate keyword matching type, and save the Start Bot Flow configuration. |
3 | Add a User Input FlowAdd a User Input Flow to the Start Bot Flow. Create a campaign for collecting the subscriber's email address — in the example flow, the campaign is named "Collecting E-mail." |
4 | Add the Question BlockAdd a New Question block to the User Input Flow. Enter a question such as "What is your Email address?" Reply Type: Email This ensures the response is collected as an email address. Save the question settings. |
5 | Add the Thank You ReplyConnect a Text block after the email question. Enter a confirmation message such as "Thanks for sharing your Email address." Save the Text block and make sure all blocks are connected in the correct order.  |
6 | Save the Email Collection FlowReview the trigger, User Input Flow, question, and thank-you message, then click Save in the upper-right corner of the Flow Block. |
Create the Outbound Action
1 | Open Outbound ActionsReturn to your WhatsApp bot's Automation section and select Outbound Actions.  |
2 | Create and Name the WebhookClick Create to add a new outbound webhook. Enter a recognizable webhook name, for example "Zapier Connection for Email." |
3 | Paste the Zapier Webhook URLIn Zapier, create or open a webhook trigger and copy the webhook URL generated for your Zap. Return to BotSailor and paste that URL into the Outbound Webhook URL field. Use your own Zapier webhook URL — do not copy the example URL shown in screenshots. 🔒 Keep the Webhook URL Private A webhook URL can function like an endpoint credential. Use the URL generated for your own Zapier workflow and avoid publishing it in documentation, screenshots, or public posts. |
4 | Select the Action That Triggers the WebhookChoose the action or event that should trigger the outbound webhook. For this guide, select the event associated with the email collection or User Input Flow so the webhook runs after the subscriber provides the requested information. |
5 | Select the Data Fields to SendChoose the subscriber and flow data that BotSailor should include in the webhook request. For an email collection workflow, include the fields needed by your Zapier automation, such as the collected email address and any other subscriber data you want to pass. Save the outbound webhook configuration.  |
Test and Verify the Outbound Action
1 | Test the WhatsApp FlowSend the configured trigger keyword to the connected WhatsApp Business number. Complete the User Input Flow by entering a valid email address, and confirm that the thank-you message is returned after the email is submitted. |
2 | Check the Outbound Webhook ReportGo back to Automation → Outbound Actions and open the report for the webhook (click the eye icon). A successful request shows an HTTP response code such as 200 and no cURL error. Click the eye icon again to see the Post Data.   |
How to Know It Worked
You can then continue the Zapier workflow using the received data.
Common Troubleshooting
The webhook is not being called
Confirm that the outbound action is saved and that the correct trigger action is selected. Make sure the subscriber completes the User Input Flow that is intended to trigger the webhook.
Zapier does not receive the expected email data
Check the selected data fields in the outbound webhook configuration. Open BotSailor's Post Data report and confirm that the email question and answer are included in the payload.
The webhook report shows an error instead of HTTP 200
Recheck the Zapier webhook URL and make sure it is active. If you replaced or regenerated the Zapier webhook, update the URL in BotSailor and save the outbound action again.
Next Steps
