Automate Person Profile Creation with Zapier

Use Zapier to automatically create or update person profiles in Casebook from information collected in external systems, such as online forms, referral platforms, spreadsheets, or CRMs.

The Create a Person action allows you to map standard person information, contact details, and your organization's custom fields into Casebook without using the API.

Before You Begin

You'll need:

A Zapier account
Admin access to your Casebook tenant
A configured Casebook External Application (Client ID, Client Secret, and Casebook URL)
Any custom fields you want to map already created in Casebook

If you haven't connected Casebook to Zapier yet, see Integrate Casebook with Zapier.

How the Create/Update a Person Action Works

The Create a Person action creates a single person record in Casebook.

During setup, you'll map information from your trigger application (such as a referral form or CRM) to the appropriate Casebook person fields.

For example:

Source Application	Casebook Person Field
First Name	First Name
Last Name	Last Name
Birth Date	Date of Birth
Preferred Language	Preferred Language
Referral Source	Custom Field

Any custom person fields configured in your tenant are also available for mapping.

Only fields that receive a value from your Zap are updated.

If your source application can collect information for more than one person, you’ll need to add a separate Create a Person action for each person you want to create in Casebook.

For example, if your Google form allows users to enter information for both a primary participant and a secondary participant, your Zap would include:

Create a Person - Primary Participant
Create a Person - Secondary Participant

Each action maps the fields for one unique person record.

Once all required people have been created, you can use additional Casebook actions such as Create an Intake Report or Create a Case, to associate those people with the appropriate record.

Set Up the Create a Person Action

Step 1: Create a Zap

In Zapier, create a new Zap.

Choose the application that will trigger the automation, such as:

Google Forms
Microsoft Forms
Jotform
Airtable
Salesforce
Google Sheets

Or any other application supported by Zapier.

Step 2: Add the Casebook Action

Add an Action step. Search for Casebook, then select Create a Person.

Step 3: Map Standard Person Fields

Map any information you want to send to Casebook, including:

First name
Last name
Date of birth
Addresses
Phone numbers
Email addresses

Only fields that receive a value will be updated.

Step 4: Map Custom Fields

Your tenant's custom person fields appear near the bottom of the Zapier field list.

Map each Casebook field to the appropriate value from your trigger application.

Tip: If you've recently added or modified custom fields in Casebook, refresh the Casebook action in Zapier before mapping fields so the latest field list is available.

Step 5: Test Your Zap

Run a test to verify that:

The person is created successfully.
Contact information is populated correctly.
Custom fields contain the expected values.

Once everything looks correct, publish your Zap.

Creating Multiple People

Each Create a Person action creates one person.

If your workflow includes multiple people—such as a client, caregiver, witness, or family member—you'll need to add multiple Create a Person actions to your Zap.

For example:

This approach allows each person to be created independently before being associated with another Casebook record.

Preventing Duplicate Records

The “Match Before Creating” option allows Casebook to look for an existing person before creating a new record.

When enabled:

Casebook searches for an existing person using the configured matching criteria (currently, last name and date of birth).
If a matching person is found, that record is updated.
If no match is found, a new person is created.

Only fields that contain values are updated. Blank values do not overwrite existing information.

Tip: Enabling Match Before Creating can help reduce duplicate person records by updating an existing person instead of creating a new one. However, if a matching person is found, any fields mapped in your Zap that contain values will update the existing Casebook record. Before enabling this option, consider whether your source application should be treated as the authoritative source for that information or whether you want staff to review changes before existing records are updated.

Upgrading from the Legacy Action

If you're using an older version of the Create a Person action, Zapier will notify you that an updated version is available.

Your existing Zap will continue to work until you choose to upgrade.

After upgrading:

Existing field mappings must be recreated.
Custom fields become available for mapping.
Contact information can be mapped using the updated field schema.

Recommendation: Duplicate your existing Zap before upgrading so you can test the new version without affecting your production workflow.

Frequently Asked Questions

Will my existing Zap stop working?

No. Legacy Create a Person actions continue to run until you upgrade them.

Are custom fields supported?

Yes. Any existing custom person fields in your tenant can be mapped in Zapier.

I added a new custom field. Why don't I see it?

Refresh the Casebook action in Zapier to load your latest field configuration.

Can I create multiple addresses, phone numbers, aliases, occupations, incomes, relationships, or email addresses?

Yes. The action supports multiple contact records.

How does Match Before Creating work?

Casebook compares the person's last name and date of birth. If a match is found, the existing record is updated instead of creating a duplicate.

Does this work with Zapier's free plan?

Yes. Single-step automations can be created using Zapier's free plan. More complex workflows or higher task volumes may require a paid Zapier plan.

Can health and medical information be populated in Zapier?

No, Zapier is not HIPAA compliant, so sensitive health, medical, and social security numbers can not be populated.