Skip to product menu
close
  • Recent Launches
    Press Space or Enter to display list of options
EXPLORE ALL PRODUCTS

Recent Launches

New

Easy domain registration, transfer, and secured DNS management.

Try now
New

Payroll software with automated tax payments and filing.

Try now
New

Low-code IoT platform and solutions for connected businesses.

Try now
New

Business formation service to launch and grow your businesses.

Try now
New

Unified payment solution built for all businesses.

Try now
New

Comprehensive email security and archiving for every business.

Try now
Suites

Cloud-based qualitative data analysis tool.

Try now
New

Online community platform for individuals and businesses to grow their network and brand.

Try now
New

Modern retail POS to sell better, manage your entire business, and join the digital revolution.

Try now
SuitesNew

Unified project management platform for intelligent, data-driven work.

Try now
Suites

Unified platform for customer service and support teams.

Try now

Sales

CRM

Comprehensive CRM platform for customer-facing teams.

CRM
Voice

Cloud Contact Center Software for businesses.

Voice
Sign

Digital signature app for businesses.

Sign
Forms

Build online forms for every business need.

Forms
Bigin

Simple CRM for small businesses moving from spreadsheets.

Bigin
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
Bookings

Appointment scheduling app for consultations with customers.

Bookings
RouteIQ

Comprehensive sales map visualization and optimal route planning solution.

RouteIQ
Thrive

Complete loyalty and affiliate management platform.

Thrive
Suites
CRM Plus

Unified platform to deliver top-notch customer experience.

CRM Plus

Marketing

Campaigns

Create, send, and track targeted email campaigns that drive sales.

Campaigns
Voice

Cloud Contact Center Software for businesses.

Voice
Sign

Digital signature app for businesses.

Sign
Forms

Build online forms for every business need.

Forms
Social

All-in-one social media management software.

Social
Survey

Design surveys to reach and interact with your audience.

Survey
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
Sites

Online website builder with extensive customisation options.

Sites
Backstage

End-to-end event management software.

Backstage
PageSense

Website conversion optimization and personalisation platform.

PageSense
Marketing Automation

All-in-one marketing automation software.

Marketing Automation
LandingPage

Smart landing page builder to increase conversion rates

LandingPage
Webinar

Webinar platform for webcasting online webinars.

Webinar
NEW
LeadChain

Sync, manage, and convert leads across channels seamlessly.

LeadChain
NEW
Domains

Easy domain registration, transfer, and secured DNS management.

Domains
NEW
CommunitySpaces

Online community platform for individuals and businesses to grow their network and brand.

CommunitySpaces
Thrive

Complete loyalty and affiliate management platform.

Thrive
Publish

Manage all your local business listings on a single platform.

Publish
Suites
Marketing Plus

Unified marketing platform for marketing teams.

Marketing Plus

Commerce and POS

Commerce

eCommerce platform to manage and market your online store.

Commerce

Service

Desk

Helpdesk software to deliver great customer support.

Desk
Assist

Remote support and unattended remote access software.

Assist
Voice

Cloud Contact Center Software for businesses.

Voice
SalesIQ

Live chat app to engage and convert website visitors.

SalesIQ
Bookings

Appointment scheduling app for consultations with customers.

Bookings
FSM

End-to-end field service management platform for service businesses.

FSM
Lens

Interactive remote assistance software with augmented reality.

Lens
Solo

The all-in-one toolkit for solopreneurs.

Solo
Suites
Service Plus

Unified platform for customer service and support teams.

Service Plus

Finance

Books

Powerful accounting platform for growing businesses.

Books
Expense

Effortless expense reporting platform.

Expense
Sign

Digital signature app for businesses.

Sign
Inventory

Powerful stock management and inventory control software.

Inventory
FREE
Invoice

100% Free invoicing solution.

Invoice
Billing

End-to-end billing solution for your business.

Billing
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
Commerce

eCommerce platform to manage and market your online store.

Commerce
Checkout

Collect payments online with custom branded pages.

Checkout
Practice

Practice management software for accounting firms.

Practice
Solo

The all-in-one toolkit for solopreneurs.

Solo
NEW
Payments

Unified payment solution built for all businesses.

Payments
Suites
Finance Plus

All-in-one suite to manage your operations and finances.

Finance Plus

Email, Storage, and Collaboration

Mail

Secure email service for teams of all sizes.

Mail
Voice

Cloud Contact Center Software for businesses.

Voice
Sign

Digital signature app for businesses.

Sign
WorkDrive

Online file management for teams.

WorkDrive
Bookings

Appointment scheduling app for consultations with customers.

Bookings
Cliq

Stay in touch with teams no matter where you are.

Cliq
Notebook

Beautiful home for all your notes.

Notebook
Meeting

Online meeting software for all your video conferencing & webinar needs.

Meeting
Connect

Employee experience platform to communicate, engage, and build positive employee relations.

Connect
Learn

Knowledge and learning management platform.

Learn
Office Integrator

Built in document editors for web apps.

Office Integrator
Writer

Word processor for focused writing and discussions.

Writer
TeamInbox

Shared inboxes for teams.

TeamInbox
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
Show

Create, edit, and share slides with a sleek presentation app.

Show
Tables

Work management tool to connect people, processes, and information.

Tables
Sheet

Spreadsheet software for collaborative teams.

Sheet
Office Suite

Powerful collaborative work platform for teams.

Office Suite
Calendar

Online business calendar to manage events and schedule appointments.

Calendar
ToDo

Collaborative task management for individuals and teams.

ToDo
FREE
PDF Editor

Collaborative online PDF editing tool.

PDF Editor
Suites
Workplace

Application suite built to improve team productivity and collaboration.

Workplace

Human Resources

Expense

Effortless expense reporting platform.

Expense
Recruit

Intuitive recruiting platform built to provide hiring solutions.

Recruit
People

Organize, automate, and simplify your HR processes.

People
Sign

Digital signature app for businesses.

Sign
NEW
Payroll

Payroll software with automated tax payments and filing.

Payroll
Shifts

Employee scheduling and time tracking app.

Shifts
Workerly

Manage temporary staffing with an employee scheduling solution.

Workerly
Suites
People Plus

Comprehensive HR platform for seamless employee experiences.

People Plus

Security and IT Management

Creator

Build custom apps to simplify business processes.

Creator
Assist

Remote support and unattended remote access software.

Assist
Vault

Online password manager for teams.

Vault
Directory

Workforce identity and access management solution for cloud businesses.

Directory
Lens

Interactive remote assistance software with augmented reality.

Lens
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA
NEW
eProtect

Comprehensive email security and archiving for every business.

eProtect
FREE
OneAuth

Secure multi-factor authenticator (MFA) for all your online accounts.

OneAuth
Toolkit

Complete resource for any admin-related lookup queries.

Toolkit

BI and Analytics

Analytics

Modern self-service BI and analytics platform.

Analytics
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep
NEW
IoT

Harnessing IoT analytics for real-time operational intelligence.

IoT
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI

Project Management

Projects

Manage, track, and collaborate on projects with teams.

Projects
Sprints

Planning and tracking tool for scrum teams.

Sprints
BugTracker

Automatic bug tracking software for managing bugs.

BugTracker
Solo

The all-in-one toolkit for solopreneurs.

Solo
Suites
Projects Plus

Unified project management platform for intelligent, data-driven work.

Projects Plus

Developer Platforms

Creator

Build custom apps to simplify business processes.

Creator
Flow

Automate business workflows by creating smart integrations.

Flow
Office Integrator

Built in document editors for web apps.

Office Integrator
DataPrep

AI-powered data preparation service for your data-driven organization.

DataPrep
ZeptoMail

Secure and reliable transactional email sending service.

ZeptoMail
Tables

Work management tool to connect people, processes, and information.

Tables
QEngine

Test automation software to build, manage, execute, and report testcases.

QEngine
Catalyst

Pro-code platform to build and deploy your apps.

Catalyst
RPA

Automate manual, tedious, and repetitive tasks easily.

RPA
NEW
IoT

Build, deploy, and scale IoT solutions for connected businesses.

IoT
Apptics

Application analytics for all apps.

Apptics
Embedded BI

Embedded analytics and white label BI solutions, tailored for your needs.

Embedded BI

IoT

NEW
IoT

Low-code IoT platform and solutions for connected businesses.

IoT

Search Result

CRM Plus

Unified platform to deliver top-notch customer experience.

Try now
CRM Plus
Service Plus

Unified platform for customer service and support teams.

Try now
Service Plus
Finance Plus

All-in-one suite to manage your operations and finances.

Try now
Finance Plus
People Plus

Comprehensive HR platform for seamless employee experiences.

Try now
People Plus
Workplace

Application suite built to improve team productivity and collaboration.

Try now
Workplace
Marketing Plus

Unified marketing platform for marketing teams.

Try now
Marketing Plus
Projects Plus

Unified project management platform for intelligent, data-driven work.

Try now
Projects Plus
All-in-one suite

Zoho One

The Operating System for Business

Run your entire business on Zoho with our unified cloud software, designed to help you break down silos between departments and increase organizational efficiency.

TRY ZOHO ONE
Zoho Marketplace

With over 2000 ready-to-use extensions across 40+ categories, connect your favorite business tools with the Zoho products you already use.

EXPLORE MARKETPLACE
Skip to main content
  • HOME
  • Apps
  • How to integrate Ninja Forms and Zoho CRM to automate lead management

How to integrate Ninja Forms and Zoho CRM to automate lead management

  • Last Updated : March 17, 2025
  • 1.8K Views
  • 5 Min Read
Integrate Ninja Forms and Zoho CRM using Zoho Flow

If you're a business owner and use WordPress to power your website, you're most likely using an online form builder to generate leads, collect contacts and feedback, and conduct surveys. Among them, generating and managing leads would be one of your biggest marketing challenges. That's probably why 50% of marketers say inbound marketing strategies, such as onsite forms, are their primary source of leads

When it comes to online form builders for websites powered by WordPress, Ninja Forms is a hugely popular choice because of its beginner-friendly interface, attractive form designs, and advanced features. 

When you capture contacts from web forms on your website, they should be properly and quickly recorded in your CRM platform to initiate communication and potentially convert them to customers. You also need to ensure that your CRM is up to date with the latest contact information, as well as avoid any duplication. You'd also want your team to be notified instantly about new leads, so they can act on them immediately. Did you know that firms that respond to leads within an hour were nearly seven times more likely to have quality conversations with important decision makers?

Such a workflow, if performed manually, would be immensely laborious, and will rack up human errors. However, if you use an automation platform such as Zoho Flow, you can not only automate this particular workflow, but also numerous others—saving you hours of otherwise unproductive time. You can set up these workflows (we call them flows) once, and your data will securely move between the connected apps going forward.

Prerequisites

  • Your WordPress account must have the Ninja Forms plugin installed
  • Your WordPress account must have the Zoho Flow plugin installed
  • A Zoho CRM subscription
  • A Zoho Flow subscription

How to set up the flow

The steps of the workflow should be set up in the same way a human would carry out the task. First, you need to receive the information collected in the form. Then you need to check if the lead already exists in your CRM. If it exists, then you just need to update the information. Otherwise you need to create a new record. Then, you need to send a channel message to your sales team with the lead's contact information for them to follow up.

Let's go ahead and configure these steps as a workflow in Zoho Flow:

Step 1: Set up the Zoho Flow plugin in your WordPress account

You need to install and activate the Zoho Flow plugin in your WordPress account to create connections for WordPress plugins such as Ninja Forms, Gravity Forms, and so on. If you already have the Zoho Flow plugin activated, proceed to step 2.
 

  1. Log in to your WordPress account.
  2. In the left panel, navigate to Plugins
  3. Click Add new.

  4. Then, search for Zoho Flow and click Install now
  5. Alternatively, you can also download the Zoho Flow plugin and use the WordPress built-in plugin installer, or extract the contents into the wp-content/plugins/ directory of your WordPress installation.
  6. Once the installation is complete, activate the plugin from the Plugins menu in your WordPress admin dashboard.

Step 2: Create a new flow with the Ninja Forms trigger

  1. Log in to your Zoho Flow account.
  2. Navigate to the My Flows section on the left, then click CreateFlow at the top-right corner.
  3. Enter a name and description for the flow.
  4. Click Configure adjacent to App trigger to choose an app (NinjaForms) as your flow's trigger.

  5. Select Ninja Forms, then click Next.
  6. Click Connect to create a new connection. If you already have a Ninja Forms connection, choose it from the dropdown.
  7. You need an API key and the BaseURL of your WordPress website to authorize Zoho Flow to connect to your Ninja Forms account. Learn how here. Then, click Authorize.

  8. You need to choose your form, then click Done.

Now that you've set up the trigger, you need to add actions to it.

Step 3: Add action to create new leads

Once the form submission is made in Ninja Forms, you need the data to be moved to your CRM as a lead. If a record with the same email address (an ID that is unique to a person) already exists, then it doesn't need to create a duplicate entry. It just needs to update the details of the existing lead.

  1. On the left section of the builder, under Apps, search for ZohoCRM.
  2. Drag and drop the Createor update lead action into the builder.

  3. If you already have a Zoho CRM connection, choose it from the dropdown. Otherwise, create a new connection by clicking New.
  4. Configure the action with the lead details you've collected from the form. Make sure that you've mapped the Email field with the variable Email passed by the trigger to check for an existing record.

  5. Click Done.

Step 4: Add action to notify your sales team

Once the lead is created, you need the flow to automatically notify your sales team about the lead's interest in your product. If you use Slack, you can do this by sending a message in your sales team's private channel. Let's see how:

  1. From the Apps section on the left, search for your team communication app—say Slack.
  2. Drag and drop the Send private channel message action to the builder.
  3. If you already have a Slack connection, choose it from the dropdown. If not, create a new connection by clicking New.
  4. Similar to the previous step, configure the action by mapping the required fields to their respective variables from the previous steps. Then click Done.

  5. Next, click Test and Debug at the top right of the builder. Make a sample submission in your web form to test the flow for possible errors.
  6. Once you've verified everything, switch the flow on.

The best thing about building your own workflow in Zoho Flow is that you can create it exactly the way you want, with logic elements, custom functions, and more. For example, if you're collecting feedback, you can use a custom function to analyze the sentiments of a text input and automatically escalate it as a ticket to your customer support. Similarly, you can set up more flows to collect contacts, store information in spreadsheets, generate invoices, or add subscribers for newsletters from form submissions.

If you need any help with setting up these workflows for your business, or would like to know more about the possibilities of workflow automations that you can achieve by using Zoho Flow, feel free to write to support@zohoflow.com.

Related Topics

  • Arjun

    Product Marketer at Zoho Flow: Passionately curious, with a love for thinking, writing, and exploring creative ways to connect people with science and technology.

Leave a Reply

Your email address will not be published. Required fields are marked

By submitting this form, you agree to the processing of personal data according to our Privacy Policy.

You may also like