Connect OBIE to Zapier: Triggers, Actions, and Setup

Connect OBIE to Zapier to start automations when something happens in your account, or let another app create and update users and manage AI Hub access in OBIE. You'll connect with the Secret and an API Token from Account → Service Integrations → General.

OBIE supports four triggers and seven actions. A trigger starts a Zap from an OBIE event. An action lets a Zap make a change in OBIE after an event in another app.

Connect OBIE to your CRM and other tools

Zapier can help you connect OBIE to CRMs, email marketing tools, and sales platforms such as HubSpot, Keap, Kit, ActiveCampaign, Ontraport, GoHighLevel, ClickFunnels, and many more. Zapier integrates with over 9,000 apps, so you can connect the tools you already use without building a custom integration.

For example, you can use an OBIE trigger to create or update a contact in ActiveCampaign, or let an event in your CRM start a Zap that creates an OBIE user and adds AI Hub access. Choose the triggers and actions available for each app to build the workflow you need.

Before you connect

You'll need a Zapier account and access to the OBIE account owner's Service Integrations settings. Make sure you're working in the OBIE account you want to connect, especially if you use more than one account.

For your first connection, create a new API Token specifically for Zapier. A separate token makes it easier to identify the connection and disable its credentials later without disabling the token used by another service.

Get your Secret Key and API Token

Zapier's Secret Key comes from the field labeled Secret in OBIE. Your API Token is a separate value. Don't put the same value in both fields.

1. Sign in to OBIE as the account owner.

2. Open Account → Service Integrations.

3. Select General. This is where you'll find the credentials, even though there's also a Zapier tab.

4. Under Secret, select Copy Secret. Keep this value ready for Zapier's Secret Key field.

5. In New Token Label, enter a clear label such as “Zapier production.”

6. Select Add token. Your new token appears in API Tokens with an Active status.

7. Open that token's Token actions menu and select Copy. On desktop, you can also use the copy control beside the masked token.

8. In Zapier, choose OBIE and connect your account. Paste the copied Secret into the Secret Key field and the copied token into the API Token field, then complete Zapier's connection test.

You can use an existing token if it's active and you still have the value, but we recommend a new token when connecting Zapier for the first time. If an older migrated token can't be viewed or copied, create a new token instead.

Keep both values private, especially your API Token. Don't include them in shared screenshots, Zap descriptions, or support messages.

The Zapier tab in Service Integrations links to technical API documentation. You don't need to write code or use that documentation to connect the standard OBIE app in Zapier.

Choose an OBIE trigger

Choose OBIE as your trigger app when you want something in OBIE to start the automation. The four triggers cover new users, Step completion, and changes to AI Hub access.

AI Hub Access Assigned

Starts a Zap when a user gains access to the AI Hub you select. Choose the specific AI Hub you want the Zap to watch.

Use this trigger when the next action should depend on access to a particular hub, rather than just the existence of a user record. For example, when a user gains access to your “Client Launch” hub, your Zap could add an onboarding tag in your CRM or notify your support team.

The event includes the hub's ID, name, and slug; the user's details; and the time access changed. Adding access that's already present doesn't represent a new access change.

AI Hub Access Removed

Starts a Zap when a user loses access to the AI Hub you select. Choose the specific AI Hub you want the Zap to watch.

For example, your Zap could remove a hub-specific CRM tag or notify your team when access ends. This trigger reports a change in hub access. It doesn't mean the user was deleted, a subscription was canceled, or a payment was refunded.

The event includes the affected hub, the user's details, and the time access changed. If the user still has access through another access source, removing one assignment may not produce an access-removed event.

Step Completed

Starts a Zap when a user completes the specific Step you select. Choose the Step you want to watch, rather than assuming the Zap watches every Step in your account.

For example, completing a “Create Your Action Plan” Step could notify a coach or update a progress field in your CRM.

The event includes the user's details, the hub, the Step's ID and name, its Milestone and Journey identifiers, the Step Response ID, and the completion time. It doesn't include the user's full answer or generated result text.

Don't treat this as a guaranteed once-per-user event. If your follow-up should happen only once, build that check into your Zap or the receiving app.

User Created

Starts a Zap when a new user record is created in your connected OBIE account. You don't select an individual hub or Step for this trigger.

For example, your Zap could create a contact in your CRM or add a row to an onboarding tracker. Updating an existing user's name or assigning another hub isn't the same as creating a new user.

The event includes the user's ID, email, available first and last name, creation time, tags, and a list of AI Hubs they can access. A new user doesn't necessarily have hub access yet. If your automation depends on access to one particular hub, use AI Hub Access Assigned instead.

Use the trigger data in later Zap steps

All four triggers include user details you can map into another app, including email, available first and last name, tags, creation time, and hub access. Hub access entries include each hub's ID, name, and slug.

Hub-access triggers add the affected hub and access-change time. Step Completed adds the Step and completion information.

OBIE provides readable timestamps in UTC as well as numeric timestamps. Convert them in your Zap if you need a local time.

Zapier's trigger test may show sample data when a matching record isn't available. A sample helps you map fields, but it isn't proof that a real user just completed a Step or gained or lost access. Verify the live automation with a controlled test before relying on it.

Choose an OBIE action

Choose OBIE as an action app when another app starts the Zap and you want it to change something in OBIE. These actions work with your account's users, not team-member invitations or team permissions.

Map the user's email from the earlier Zap step. OBIE uses that email to find the user in the connected account. Using an email as the lookup doesn't change the user's email address.

Activate User

Makes an existing inactive user active again. Use it when you want to restore the user's ability to sign in after a temporary suspension.

You'll need the user's email. Activation doesn't create a missing user or assign new AI Hub access. The user's existing hub access and other access requirements still determine what they can use.

If the user is already active, there's no status change. If the email doesn't match a user, this action doesn't create one.

Add AI Hub Access

Adds the selected AI Hub access to an existing user. Use it when a purchase, registration, or other event outside OBIE should give someone access to a hub.

You'll need the user's email and the AI Hub you want to add. Adding hub access should preserve the user's other hub assignments. If the person doesn't have an OBIE user record yet, create the user before adding access.

OBIE's access updates also apply the selected hub's required access tags. Hub publication and content visibility rules still apply, so access assignment isn't the same as publishing the hub or all its content.

Welcome-email behavior can apply when a new hub assignment is added. If the action gives you a welcome-email option, choose it deliberately and verify delivery in your test. Adding an assignment that's already present doesn't automatically send another welcome email.

Create User

Creates a user in your connected account using an email address, first name, and last name.

Use it when someone signs up or purchases through another system and needs an OBIE user record. Map all three values from the earlier Zap step.

OBIE's create-user endpoint also updates a matching existing user rather than creating a duplicate. That means a repeated run can update the person's first and last name. Make sure the mapped names are correct even when the user may already exist.

Creating a user doesn't by itself guarantee access to an AI Hub. Add the intended hub access as part of the workflow. Creating or updating a user also doesn't automatically reactivate an existing inactive user; use Activate User when that's needed.

Deactivate User

Makes an existing user inactive without deleting the user record. Use it for a reversible suspension when the user shouldn't be able to sign in.

You'll need the user's email. This is an account-level user status change, not the removal of access to just one AI Hub. Use Activate User to make the user active again later.

Deactivation doesn't cancel billing, refund a purchase, or delete the user's record. If the user is already inactive, there's no status change. If the email doesn't match a user, this action doesn't create one.

Modify User

Updates an existing user identified by email. Use it to keep their first name, last name, and any supported tag or hub-access fields in sync with another system.

The email identifies the user; this action isn't an email-address change. First and last name are optional for an update, and omitted name fields are left unchanged. The user must already exist.

Where your action offers tag or hub-access operations, check what you've selected:

• Merge adds the supplied values while keeping existing ones.
• Replace replaces the current set with the supplied values.
• Remove removes the supplied values.

Be careful with Replace. For example, replacing hub assignments with a single hub can remove other registration-based assignments you wanted to keep. Hub-required access tags can also be applied during a hub update.

Remove AI Hub Access

Removes the specified hub assignment from an existing user without deleting their user record or deactivating them across the account. Use it when an external system should stop a particular hub assignment.

You'll need the user's email and the AI Hub you want to remove. This operation removes registration-based access and can remove associated free-pass access where the registration is removed. It also adjusts the hub's required access tags.

It doesn't cancel subscriptions, refund purchases, or erase paid offer records. Those records can still affect access, so verify what the user can actually access after the action runs. Don't use this action as a substitute for managing a paid offer or its billing.

Remove User

Deletes the matching user record from your connected account. You'll need the user's email.

Use this only when you intend to remove the user, not just pause their sign-in or stop one hub assignment. Deactivate User is the reversible status option; Remove AI Hub Access targets a particular hub.

If the email doesn't match a user, there's nothing to delete. Removing a user isn't a subscription cancellation or refund, and it shouldn't be treated as a complete purge of every related record.

Test your Zap before turning it on

1. Use a separate test user and a hub you can safely test. Don't test deletion or access removal on a real customer's record.

2. Check the connected OBIE account and the email mapped into each action.

3. For a hub-access trigger, select the intended hub. For Step Completed, select the intended Step.

4. Test each Zap step and inspect the data passed to the next step. Replace sample values with the fields from your actual trigger.

5. Check the result in OBIE. User changes run in the background, so an accepted action means the request was queued, not that the final change has already finished.

6. Where access is involved, sign in with the separate test user and check what they can see. Creator preview isn't proof of that user's access.

7. If the workflow sends an email or changes another app, verify that result too, then turn on your Zap.

Avoid circular automations. For example, don't let User Created repeatedly create the same user through another system that sends the event back to OBIE without a check to stop the loop.

Manage or troubleshoot your connection

If Zapier can't connect, return to Account → Service Integrations → General and confirm that the token is Active. Copy the full token with Copy, rather than copying its masked display, and make sure the Secret and token came from the same OBIE account.

If Service Integrations isn't available to you, ask your account owner to make the connection. This settings area is restricted to the owner.

If an action appears accepted but the user hasn't changed, check the email, connected account, and required values, then verify the final result in OBIE. Acceptance isn't a guarantee that a background update succeeded.

If a trigger doesn't run, check that the Zap is turned on, that you've selected the correct hub or Step, and that a real matching event happened after setup. If those checks don't resolve it, contact OBIE support without sharing your credentials.

To change a token's status, open its Token actions menu and select Deactivate or Activate. To remove it, select Delete and confirm. Deactivating or deleting a token prevents future authenticated requests using that token; it doesn't undo changes your Zaps have already made.

If a token may have been exposed, create a replacement, update and retest the Zapier connection, and deactivate or delete the exposed token. Don't assume token deactivation is the same as turning off a Zap that already has a trigger subscription. Turn off the affected Zaps in Zapier too if you want them to stop.

For more on hub permissions and publishing, see Add Users and Control Who Can Access Your AI Hub and How Do I Make My AI Hub Live?.