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Connecting Webhooks to Zapier

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Molly
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This article walks through connecting Brilliant Assessments to Zapier using the native Brilliant Assessments V2 integration, which automatically sets up webhooks and provides built-in triggers and actions.

Overview

The Brilliant Assessments V2 integration in Zapier lets you trigger automated workflows when assessment responses are created, started, or completed. The integration works in three steps:

  1. Trigger - Select an event (e.g., Response Completed) and the assessment's External ID. When the event occurs, the Zap fires automatically.
  2. Get Response - The built-in BA action retrieves the full response data (answers, scores, ratings, report details) using the ResponseID from the trigger.
  3. Action - Route the data to your destination app (Google Sheets, Slack, CRMs, and 6,000+ more).

This replaces the need to poll for changes and provides instant, real-time notifications. The integration also automatically creates the webhook in BA when you publish the Zap, so you do not need to manually configure webhooks in Site Settings.

Note: You will need your API V2 keys before starting. Go to Site Settings > Integrations > API & Webhooks to generate them. See Using the API for details.

On this page

Step 1: Set Up the Trigger

  1. In Zapier, click Create Zap
  2. For the trigger, search for Brilliant Assessments V2. If the integration does not appear, you may need to accept the invite first: Accept Brilliant Assessments V2 Zapier Invite

  3. Select a trigger event:

    Event When It Fires
    Response Created A new response record is created
    Response Started A respondent saves their first page or clicks Save Progress
    Response Completed A respondent completes the assessment
  4. Connect your Brilliant Assessments account by entering your API Public Key and API Private Key
  5. Select Continue. Enter the External ID of the assessment you want to monitor. Or enter ALL ASSESSMENTS if you want to include all available assessments. (see Assessment Settings: General Tab for how to find your assessment's external ID)
  6. Click Test trigger. Zapier will pull a real sample record from your assessment data to use for mapping in later steps.

Note: When you publish the Zap, a webhook is automatically created in your BA site under Site Settings > Integrations > API & Webhooks. You do not need to create it manually.

Step 2: Retrieve Full Response Data

The trigger provides a ResponseID. To get the full response data, add the built-in Get Response action.

  1. Click + Add Action after the trigger step
  2. Search for Brilliant Assessments V2
  3. Select Get Response or Get Response Zapier as the action event
  4. Map the Response ID field from the trigger step (Step 1)
  5. (Optional) If you selected Get Response Zapier, you can enter up to 10 Question Path fields to include specific answers in the response. Use the notation S{section} SS{subsection} Q{question} - for example, S1 SS1 Q1 for Section 1, Sub Section 1, Question 1. Leave these fields empty to skip custom answer mapping.
  6. Click Test step to verify the full response data is returned

The test result will show the complete response data including answers, scores, ratings, report URLs, and dashboard URL. You will map fields from this step in your action (Step 3).

Step 3: Add Your Action

  1. Click + Add Action
  2. Choose your destination app (e.g., Google Sheets, Slack, HubSpot)

  3. Map fields from the Get Response step (Step 2). See Payload Fields below for available fields.

    Tip: Not all fields from previous steps appear in the dropdown by default. Start typing the field name (e.g., "First" for FirstName) to search and find the field you need.

  1. Click Test step, then Publish the Zap

Note: When you publish the Zap, the webhook is automatically created in your BA site. You can view it in Site Settings > Integrations > API & Webhooks.

Payload Fields for Zapier Mapping

Note: These fields are available from the Get Response step (Step 2). The trigger step only provides the ResponseId.

Map these fields from the Get Response step when configuring your action:

Field Description
ResponseId Unique response identifier
ExternalId Your external reference for the assessment (if set)
Email Respondent's email address
FirstName / LastName Respondent's name
CompletionDate When the assessment was completed
AdvisorName Assigned advisor
BusinessName Business/company name
OrganisationLevel1 Organization level 1 value
Status Response status (e.g., "Completed")
Rating.Rating Overall rating label (e.g., "Strong")
Rating.Score Overall numeric score
Rating.RatingText Rating interpretation text
Rating.RatingColour Rating color hex code
SectionRatings[].SectionName Section name
SectionRatings[].Score Section score
SectionRatings[].Rating Section rating label
Answers[].QuestionText Question text
Answers[].AnswerText Selected answer
Answers[].AnswerScore Answer score
Answers[].QuestionPath Question location (e.g., "Section 1 > Communication")
ReportDetails[].Name Report name
ReportDetails[].ReportUrl Link to the generated feedback report
DashboardUrl Link to the respondent's dashboard

Common Zapier Actions

Map fields from the Get Response step (Step 2) when configuring these actions.

Use Case Zapier Action
Log responses to a spreadsheet Google Sheets > Create Spreadsheet Row
Notify a team channel Slack > Send Channel Message
Send a follow-up email Gmail > Send Email
Create a CRM contact HubSpot / Salesforce > Create Contact
Add to a mailing list Mailchimp > Add Subscriber
Create a task Asana / Trello > Create Task

Troubleshooting

Use the questions below to troubleshoot common Zapier webhook issues.

+ The trigger test doesn't return any data. What should I check?

Check that your API keys are correct and that the External ID matches an assessment with at least one response. The test pulls a real sample record from your data, so the assessment must have existing responses.

+ The trigger only shows a ResponseId. Where is the full data?

This is by design. The trigger provides the ResponseID only. Add the Get Response action (Step 2) to retrieve the full data including answers, scores, and ratings. If the Get Response step returns empty data, check that the ResponseId is mapped correctly from Step 1.

+ The webhook shows as "Failed" in BA. What's wrong?

Verify that the Zap is turned on (published). A turned-off or paused Zap will not accept webhook deliveries. You can check the webhook status in Site Settings > Integrations > API & Webhooks.

+ The Get Response step returns an error. How do I fix it?

Check the following:

  • Your API keys are correct (re-enter them in the account connection if needed)
  • The ResponseId from Step 1 is mapped correctly
  • The response exists and has not been deleted

You can test the API independently using the Swagger documentation.

Webhook vs Polling: Which Should I Use?

If you have an existing Zapier integration using the BA polling connector (as described in Integrating CRMs and Other Systems with Zapier), you may be wondering whether to switch to webhooks.

Polling (existing BA connector) Webhooks (new)
Setup 3-step Zap (Get Changes > Get Response > Action) 3-step Zap using the Brilliant Assessments V2 integration (Trigger > Get Response > Action). Webhook is auto-created in BA.
Timing Zapier polls on an interval (typically every 1-15 minutes depending on your Zapier plan) Instant notification when the event occurs
Data Limited to 10 custom question responses ResponseID from trigger, full data from built-in Get Response action
Authentication Single API key (V1) Two-key auth (V2), entered once during account connection
Best for Existing integrations that work well New integrations, real-time workflows, full data access

Our recommendation: For new integrations, use the Brilliant Assessments V2 integration with webhooks. It provides instant notification, automatic webhook setup, and access to the full response data. For existing integrations that are working well, there is no urgent need to switch, but you may want to migrate before V1 is retired on December 31, 2027. See Using the API for migration guidance.

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