Google Forms & Zapier ~ Simple data entry for new contacts

Real Estate Agent with John L. Scott Renton


Can I just start by giving a full NERD ALERT and fully disclose my obsession with technology? 


Let's talk tech.


I'm Generation X. Modern innovations of my youth had falsely guaranteed saving time and money and all sorts of other resources.. So when it failed to deliver, it's more than understandable why my fellow X and Baby Boomer friends roll their eyes everytime a new app, smart phone, tablet, or any other fancy gadget is introduced to the market.


Millennials actually got the technology we were promised, and it really does save time and money! The resulting culture clash and eyerolls when us older folks refuse to adapt, in their point of view, is probably justified, at least in some senses. For those of you who simply refuse to adapt to the constantly evolving climate we're all in, please consider a new perspective. As we all know in business, you either adapt.. or you die. 


I use technology to simplify my life with two of my favorite tools, Google Forms & Zapier. Let's start with a brief introduction of both tools.

Google Forms allow you to ask any numbere of people any number of questions with a simple to create and beautiful interface. It also allows you to save that information to a spreadsheet. 


Zapier integrates thousands of apps and programs and lets you create rules and properties (Zaps) to seamlessly connect them all on your own terms. Data entry can become a breeze when that one tool, can automatially update or input information onto all of your other programs.


My favorite trick, was to use the above for my internal office use to create new contacts. 


The problem I was having with a new contact, be it a lead or a professional, was the near infinite number of platforms to enter the data into and the complication of each of those platforms. 


I like simple. I like all my contacts to have one phone number, one email address, a timestamp of when I entered the contact in my system and the notes of who they are and how we met. I also don't like to duplicate my work. 


In the past, I was having my staff input a contact into my Google address book and also my CRM programs and my follow up program. Of course, you can sync some of these systems up but that wasn't the only source of frustration. 


Half my contacts in Google have home addresses, and the other 1/2 have business address, making a simple mailing project tedious. And while Google allows you to create custom fields, it is a pain to do that for each and every new entry and maintain consistency in a database. 


So here's the recipe to simply your business life:


  1. Create a simple Google form for your new contacts. I have one for leads and another for professionals. The form only asks the questions I want to know about each contact to keep things simple and it time stamps them.
  2. Now create a rule in Zapier that everytime a form is submitted, that data will automatically be entered into the platforms you want. 
  3. Save the form entry page on your smart phone as a button to make it easy to entry new contacts while you are out and about. 


For our team, every new contact that is entered into the Google form, is added to my Google address book (with a timestamp and notes). The contact is also added to my BombBomb account and to a Trello board. This ensures they get added to my automated mailing lists and to my follow-up board on Trello, so nobody falls through the cracks. I've also set up Zapier to send an email to our team account once the whole process completes, so whomever is watching the inbox at that specific time knows to do the proper lead followup. 


Once you learn the above recipes, you can cook up all sorts of time saving techniques specific to your individual business. We followed the recipe above for expense tracking, for new home questionnaires for buyers, for pre-listing questionnaires for home sellers, and the list goes on.


Sales is hard work, use technology to make the tedious easier so you can focus on what matters, being in front of the people building relationships. 


We are all in this together!

~ Jana & the #JanaSellsHomes Team 






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Jana L. Schmidt


John L. Scott KMS Renton



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Faye Y. Taylor
StepStone Realty, LLC - Floresville, TX
Homes for Sale Floresville, La Vernia & San Antoni

OK, I am a baby boomer and my website uses Zapier to integregate the CRMs-- I currently use MailChimp.  In the past I have never needed this technology of CRMs, FB, Instagram or such.  AR pretty much was it for me and worked well with the google juice.  But I am moving into SM so have to adjust.

I am pretty tech savvy as I can program databases, use word & excel with almost all the best of them, keep my computer locked down to the nth degree and blog and post.  I maintain my own website with the great help of my web provider but 

Zapier escapes me.   While great in other areas, my website provider training with Zapier is pretty much:  Set up Zapier. 

And I am having a bit of a problem with Mailchimp.  It is a little easier to work with but not much.  More so because I am trying to integrate with Zapier.  UGH.

So far the training I have tried did not help so I have to set aside time to search You Tube and other areas to figure this out.  Really I don't have that type of time nor don't want that frustration level.  Is it me, my age or the complex overall nature of the beast? Or lack of comprehensive training?

Not to mention I hate Google docs and the nature of the exposure that your Gmail address book has to the internet.  I don't find google docs as sophisticated as Word.   But that and exposure  is another issue entirely. 

So when I return from my afternoon appointment I will read this again for tips. 


May 16, 2019 10:44 AM #1
Jana Schmidt
John L. Scott Renton - Renton, WA
Jana L. Schmidt

Faye Y. Taylor I can share with you I did stuggle to learn Zapier at first too. Once I got it, now I don't know if I could really tell you how to I figured it out. But do feel free to call me at 425-891-0088 when you are working through it and if I'm at my computer I can look at my set up and maybe that will help you. 

The world is divided into two types of people, Google people and Microsoft people. I love Google but I know lots of people who like Microsoft products better, so I think it's just a personal preferrence  like coke vs pepsi.

The nice thing about Zapier is it works with both platforms so it is worth learning. 

Thanks for your comments. 

May 16, 2019 10:49 AM #2
Endre Barath, Jr.
Berkshire Hathaway HomeServices - Beverly Hills, CA
Realtor - Los Angeles Home Sales 310.486.1002

OK I am well lets just say when I look in the mirror I still see the same young guy in my  photo:) but when I mention senior citizen discount they do not ask for an ID... with that said  thank you for introducing me Zapier here I come:)Endre

May 16, 2019 11:18 PM #3
Kathy Streib
Room Service Home Staging - Delray Beach, FL
Home Stager - Palm Beach County,FL -561-914-6224

Jana- I love all things tech and any app that will save me time or make life fun and easy. I do most everything in Google Docs and love it. 

May 21, 2019 04:57 PM #4
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