Connect Real Geeks to Sure Send with Zapier

What you'll build

Zapier is a tool that connects two apps. A Zap is one automation, made of steps. You'll build a Zap that runs every time someone signs up on your Real Geeks website, and puts that lead in Sure Send with:

• The person, with name, email, phone, and address.
• A lead source that starts with RG -, like RG - Website Property Search, so you always know the lead came from Real Geeks.
• A tag for the lead type, like RG Buyer.
• A note with everything Real Geeks knows about the lead, including the ad campaign and the keyword they searched.

If the lead is already in Sure Send (same email or phone), Zapier adds the tag and note to that person instead of creating a duplicate.

New to Zapier? Watch Connect Sure Send to Your Tools with Zapier first.

Direct integration or Zapier?

	Direct integration	Zapier
New leads	Yes	Yes
Updates to existing leads	Yes	No
Leads you already have	Yes, with a one-time export	No
Ad campaign and keyword details	No	Yes
Extra service needed	None	A paid Zapier plan
Setup time	About 10 minutes	About 30 minutes

Want the direct integration instead? See Connect Real Geeks to Sure Send.

What you need

• Owner or admin access to your Real Geeks website.
• A paid Zapier account at zapier.com, on a plan that allows multi-step Zaps.
• Your Sure Send login.
• Enough Zapier tasks. Zapier counts "tasks" each month. The Basic Zap uses about 3 tasks per new lead, and the Full Zap about 5. For example, 100 leads a month on the Full Zap is about 500 tasks. If you run out, Zapier pauses and new leads stop reaching Sure Send until your tasks reset.

Have more than one Real Geeks website? Build one Zap per website.

Pick your version

• Basic Zap (4 steps): the person, source, tag, and a note with all the lead details. Start here.
• Full Zap (7 steps): the full package. Everything in Basic, plus the ad campaign, keyword, ad network, and lead type saved in their own fields on the person, so you can filter and report on them with Smart Lists. Do the Basic Zap first, then add Part 2.

Part 1: Build the Basic Zap

In Zapier, click Create and choose Zap. In each step below, when Zapier asks you to fill in a box, click into the box and pick the matching field from the list Zapier shows you. Text in "quotes" is typed in by you.

Step 1: Real Geeks, New Lead

1. For the trigger, search for Real Geeks and choose the event New Lead.
2. Sign in to your Real Geeks account when Zapier asks.
3. For Site, pick your Real Geeks website.
4. Click Test trigger. Zapier pulls in a recent lead so you have something to work with.

Step 2: Sure Send, Create Person

1. Add a step. Search for Sure Send and choose Create Person.
2. Sign in with your Sure Send login when Zapier asks.
3. Fill in the boxes like this:

   Sure Send box	What to put in it
   First Name	Real Geeks First Name
   Last Name	Real Geeks Last Name
   Email	Real Geeks Email
   Phone	Real Geeks Phone
   Street, City, State, Zip	Real Geeks Street Address, City, State, Zip
   Source	Type "RG - " (with a space after the dash), then pick Real Geeks Source
   Assigned User	Leave empty. Lead Flow assigns the lead.

4. Click Test step. This creates a real person in Sure Send.

Step 3: Sure Send, Add Tags to Person

1. Add a step: Sure Send, Add Tags to Person.
2. Person ID: pick ID from Step 2 (Create Person).
3. Tag: type "RG " (with a space), then pick Real Geeks Type. That gives you tags like RG Buyer. (More on tags: Tags: Setup & Use.)
4. Click Test step.

Step 4: Sure Send, Create Note

1. Add a step: Sure Send, Create Note.
2. Person ID: pick ID from Step 2.
3. Subject: type "New Real Geeks lead".
4. Body: type these labels and pick the matching Real Geeks field after each one:
   • "Source:" then Source
   • "Details:" then Source Details (this is where the ad campaign and keyword show up)
   • "Lead type:" then Type
   • "Region:" then Region
   • "View on website:" then Site Login as Lead URL
5. Click Test step.

Turn it on

1. Click Publish so the Zap runs on its own.
2. In Sure Send, delete the test person from your testing.

That's the Basic Zap. Stop here, or keep going for the Full Zap.

Part 2: Upgrade to the Full Zap (optional)

The Full Zap pulls the ad campaign, keyword, ad network, and lead type out of the Real Geeks details and saves each one in its own field on the person.

Here's what Real Geeks sends in Source Details for a lead from a Google ad:

google, campaign Zip Homes, keywords: google_cpc-91739 real estate (click id ABC123)<br>IP Address: 12.23.26.82

The Full Zap turns that into RG Campaign = Zip Homes, RG Keyword = 91739 real estate, RG Ad Network = Google Ads, and RG Click ID = ABC123. Leads that didn't come from an ad usually have no campaign, so those fields stay empty.

A. Create the custom fields in Sure Send first

In Sure Send, go to Team Settings > Custom Fields and create the fields you want. New to custom fields? See Custom Fields: Setup & Use.

You don't need all six. Pick only the ones you'll use. Whatever you create, the name must match exactly, including capital letters and spaces.

Field name	Type	What it holds
RG Campaign	Text	The ad campaign, like Zip Homes
RG Keyword	Text	What they searched before clicking your ad
RG Ad Network	Text	Where the ad ran, like Google Ads
RG Click ID	Text	Google's ID for the ad click
RG Lead Type	Text	Buyer, Seller, and so on
RG Website Login	URL	A link to view the lead on your website

Use Text, not Dropdown, for every field except RG Website Login.

B. Add a Code step right after the trigger

This step sorts the Real Geeks details into clean pieces. You don't need to understand it. You just copy and paste it.

1. Click the + between Step 1 and Step 2 to add a step there.
2. Search for Code by Zapier and choose Run Python.
3. Under Input Data, add these rows. On the left, type the name exactly. On the right, pick the Real Geeks field.

   Type this on the left	Pick this Real Geeks field on the right
   source	Source
   source_details	Source Details
   lead_type	Type
   first_name	First Name
   last_name	Last Name
   email	Email
   region	Region
   site_domain	Site Domain
   login_url	Site Login as Lead URL
   lead_id	Lead ID

4. Delete anything already in the Code box, then copy and paste the code below exactly. To copy it: click just before import re on the first line, scroll to the bottom of the box, hold Shift and click just after the last }, then copy.

   import re
   
   def val(key):
       return (input_data.get(key) or '').strip()
   
   rg_source = val('source')
   sd = val('source_details')
   
   ip = ''
   m_ip = re.search(r'IP Address:\s*([0-9a-fA-F\.:]+)', sd)
   if m_ip:
       ip = m_ip.group(1)
   attribution = re.split(r'<br\s*/?>', sd, flags=re.I)[0].strip()
   
   network = campaign = keyword = click_id = ''
   m = re.match(r'^(?P<network>[^,]+),\s*campaign\s+(?P<campaign>.+?),\s*keywords:\s*(?P<keyword>.*?)'
                r'(?:\s*\(click id\s+(?P<click>[^)]+)\))?\s*$', attribution, flags=re.I)
   if m:
       network = m.group('network').strip()
       campaign = m.group('campaign').strip()
       keyword = re.sub(r'^[a-z]+_cpc-', '', m.group('keyword').strip(), flags=re.I)
       click_id = (m.group('click') or '').strip()
   
   network_labels = {'google': 'Google Ads', 'bing': 'Microsoft Ads', 'facebook': 'Facebook Ads', 'fb': 'Facebook Ads'}
   ad_network = network_labels.get(network.lower(), network.title()) if campaign else ''
   
   ss_source = f"RG - {rg_source}" if rg_source else "RG - Website Lead"
   
   type_map = {'buyer': 'Buyer', 'seller': 'Seller', 'buyer and seller': 'Buyer and Seller',
               'renter': 'Renter', 'potential seller': 'Potential Seller'}
   lead_type = type_map.get(val('lead_type').lower(), val('lead_type'))
   
   def fix_case(n):
       return n.title() if (n.islower() or n.isupper()) else n
   
   region = val('region')
   region = '' if region.lower() in ('', 'unknown') else region
   
   lines = []
   lines.append(f"<p><strong>Real Geeks source:</strong> {rg_source or 'Not provided'}</p>")
   if campaign:
       lines.append(f"<p><strong>Campaign:</strong> {campaign} ({ad_network})</p>")
   if keyword:
       lines.append(f"<p><strong>Keyword:</strong> {keyword}</p>")
   if lead_type:
       lines.append(f"<p><strong>Lead type:</strong> {lead_type}</p>")
   if region:
       lines.append(f"<p><strong>Region:</strong> {region}</p>")
   if val('login_url'):
       site = val('site_domain') or 'the website'
       lines.append(f"<p><strong><a href=\"{val('login_url')}\">View this lead on {site}</a></strong></p>")
   meta = [f"Real Geeks lead ID: {val('lead_id')}" if val('lead_id') else '', f"IP: {ip}" if ip else '']
   meta = ' | '.join(x for x in meta if x)
   if meta:
       lines.append(f"<p>{meta}</p>")
   
   output = {
       'ss_source': ss_source,
       'campaign': campaign,
       'keyword': keyword,
       'ad_network': ad_network,
       'click_id': click_id,
       'lead_type': lead_type,
       'type_tag': f"RG {lead_type}" if lead_type else 'RG Lead',
       'first_name': fix_case(val('first_name')),
       'last_name': fix_case(val('last_name')),
       'email': val('email').lower(),
       'region': region,
       'ip_address': ip,
       'note_subject': f"<strong>New Real Geeks lead: {lead_type}</strong>" if lead_type else "<strong>New Real Geeks lead</strong>",
       'note_html': ''.join(lines),
   }

5. Click Test step.

C. Point your other steps at the Code step

Go back into each step and swap these boxes to the new Code by Zapier fields:

Step	Box	Change it to this Code field
Create Person	First Name, Last Name, Email	first_name, last_name, email
Create Person	Source	ss_source (delete the "RG - " you typed before)
Add Tags to Person	Tag	type_tag (delete the "RG " you typed before)
Create Note	Subject	note_subject
Create Note	Body	note_html, and set Is HTML to True

Leave Phone and the address boxes on the Real Geeks fields.

D. Add a Filter at the end

This makes the last step run only for brand-new people, so it never changes anything on a person you already had.

1. Add a step at the end: Filter by Zapier.
2. Set it to: Only continue if Create Person Was Created, (Text) Exactly matches, "true".

E. Add Sure Send, Update Person at the end

This is the step that fills in your custom fields.

1. Add a step after the Filter: Sure Send, Update Person.
2. Person ID: pick ID from Create Person.
3. Street, City, State, Zip: pick the Real Geeks Street Address, City, State, Zip. Don't skip these, or the person's address gets cleared.
4. Under Custom Fields, add one row for each field you created in Part A. Skip the rows for any field you didn't create. On the left, type the field name exactly. On the right, pick the value:

   Type this on the left	Pick this on the right
   RG Campaign	Code: campaign
   RG Keyword	Code: keyword
   RG Ad Network	Code: ad_network
   RG Click ID	Code: click_id
   RG Lead Type	Code: lead_type
   RG Website Login	Real Geeks: Site Login as Lead URL

5. Leave every other box empty.
6. Click Test step, then Publish.
7. In Sure Send, delete any test people you created.

After it's running

The first time a new RG - lead source shows up in Sure Send, it has no routing yet, so those leads can come in unassigned. Set up routing for each RG - source in Lead Flow so every new lead goes to the right agent. Not sure how? Watch the Lead Flow Workshop.

Troubleshooting

Problem	Fix
New leads stopped coming in	Check your Zapier task count. If you ran out, Zapier pauses until your tasks reset or you upgrade. Also check that the Zap is still turned on.
Leads come in unassigned	Set up routing for the RG - source in Lead Flow.
Custom fields are empty	Check that the field names in Sure Send match the names in Update Person exactly, and that the Update Person step is after the Filter. Custom fields only fill in for brand-new people. People you already had get the tag and note instead.
The Code step shows an error	Delete everything in the Code box and paste the code again. Make sure the Input Data names on the left match the table exactly.

Build summary

All the steps in one place. Handy as a checklist, or to share with an AI assistant helping you build it.

#	App and action	Key settings	Version
1	Real Geeks: New Lead	Site = your Real Geeks website	Basic and Full
2	Code by Zapier: Run Python	Input Data rows from Part 2B, code pasted exactly	Full only
3	Sure Send: Create Person	Name, email, phone, address. Source = "RG - " + Real Geeks Source (Full: ss_source). Assigned User empty	Basic and Full
4	Sure Send: Add Tags to Person	Person ID from Create Person. Tag = "RG " + Real Geeks Type (Full: type_tag)	Basic and Full
5	Sure Send: Create Note	Person ID from Create Person. Basic: labeled Real Geeks fields. Full: note_subject, note_html, Is HTML = True	Basic and Full
6	Filter by Zapier	Only continue if Create Person Was Created (Text) exactly matches "true"	Full only
7	Sure Send: Update Person	Person ID from Create Person. Street, City, State, Zip from Real Geeks. Custom Fields rows for the RG fields you created	Full only

Example lead from Real Geeks: First Name Sarah, Last Name Smith, Email [email protected], Phone 3235550123, Street Address 100 Test Street, City Riverside, State CA, Zip 92506, Source Website Property Search, Type Buyer, Region Riverside, Source Details google, campaign Zip Homes, keywords: google_cpc-91739 real estate (click id ABC123)<br>IP Address: 12.23.26.82.

What Sure Send ends up with: person Sarah Smith, Source RG - Website Property Search, tag RG Buyer, a note with the lead details, and (Full Zap) RG Campaign = Zip Homes, RG Keyword = 91739 real estate, RG Ad Network = Google Ads, RG Click ID = ABC123, RG Lead Type = Buyer.

Quick answers

• Will my existing Real Geeks leads come over? Not through Zapier. To bring over leads you already have, use the direct integration and its one-time export.
• If a lead looks at homes on my website later, does that show up in Sure Send? Not through Zapier. It only sends the lead when they first sign up.
• Can I use the direct integration and Zapier at the same time? Talk to support before you set up both on the same website.