How to Set Up Zapier to Send Pearl Diver Data to Another CRM or Email Tool

Zapier connects Pearl Diver to platforms without a native integration. Here's how to build a Zap that sends your audience data on a schedule.

Zapier is an automation tool that connects your favorite apps and services. This guide covers building a Zap that sends Pearl Diver audience data somewhere on a daily or hourly schedule, without you having to import it manually. Pearl Diver already has many native integrations; use Zapier for a platform we don't yet support, or to build a fully custom version of an integration we do.

Note: Zapier added an option on professional plans to keep a Zap running after it hits an error, instead of turning off (see Zapier's post on error handling). We recommend enabling this once a Zap is already working reliably.

✅ Prerequisites

A Zapier account. Sign up at Zapier's website if you don't have one.
At least one Pearl Diver audience already created for the data you want to send through Zapier.

Warning: Expect this Zap to use at least 3 tasks per contact transferred, covering import, transformation, and export. Watch Looping by Zapier's limits: 500 records or 6MB per run. Anything beyond a single trigger and action needs a paid Zapier plan; Google Sheets works on the free plan.

Step 1: Add Zapier as an action on your audience

In your audience's Actions section, choose the Zapier option, then save or create the audience.

Zapier selected as an action on a Pearl Diver audience

Step 2: Open Zapier from the dashboard

Go to the dashboard and select Zapier under Actions. You may need to enable Zapier first, then click Go to Zapier.

Zapier action on the Pearl Diver dashboard

Step 3: Log in to Zapier

You're redirected to Zapier's website to sign in.

Step 4: Create a new Zap

Click Accept Invite & Build a Zap. Once logged in, click + Create, then New Zap in the top right of your Zapier dashboard.

Step 5: Choose a trigger app

In the trigger app search bar, type "Schedule by Zapier" and select it.

Note: Pearl Diver isn't a trigger app, so it's greyed out here.

Configure the trigger:

In the Event section, set the frequency to "Every day" or "Every hour" based on your preference, then click Continue.
For Every day: in Time of Day, set 12:00 AM EST (11:00 PM CST, 9:00 PM PST), which is when Pearl Diver's daily data completes, or an earlier time if you prefer.
For Every hour: set Time Offset to 00 to start on the hour, and set "Trigger on weekends?" based on your preference.
Click Continue.

Note: Zapier's help documentation covers configuring triggers and actions in more detail.

Step 6: Test the trigger

Click Test Trigger.
Scroll down and select "Continue with selected."

Step 7: Add a datetime formatter (Every hour only)

Warning: Skip this step if your trigger frequency is "Every day."

Add a step below the Schedule by Zapier trigger. In the action app search bar, type "Formatter by Zapier" and select it, then configure it:

In the Action event section, set the type to "Date / Time," then click Continue.
In Transform, set "Add/Subtract Time." Leave Input blank. Set the expression to "-1 h." Set To Format to "YYYY-MM-DDTHH:mm:ssZ" (shown as "2006-01-22 23:04:05 -0000" in the picker). Leave From Format unset.
Click Continue.

Test the action: click Test Step, then scroll down and select "Continue with selected."

Step 8: Choose an action app

In the action app search bar, type "Pearl Diver" and select it.

Step 9: Find your audience key

Note: If you're logged in to Pearl Diver, you can find the key for an audience in the URL, for example the number after /audience/ in https://pearldiver.blackpearl.com/audience/1234/view. Already know your audience key? Skip this and step 10.

In the Event section, select "List Your Audiences," then click Continue.
Click Choose beside Choose an Account, and select your existing Pearl Diver account or connect a new one.
Give it a few seconds to load, then click Continue.
Note down the audience keys (numbers) for the audiences you need. For example, 24 might be the key for an audience of B2B leads who've visited your site once.

Warning: Don't click Publish yet. This step only saves your connection and lets you identify each audience's key; you haven't linked audience data yet.

Step 10: Set up the Pearl Diver action

Edit the Pearl Diver action and change the Action event to "Get an Audience" or "Get an Audience With Session Data."

Note: Including session data adds a row for every webpage visited, which greatly increases the tasks used.

Step 11: Configure the Get Audience event

Set the audience key you noted earlier.
If your trigger is "Every day," specify a date range in days (how many days of leads to retrieve, matching the trigger frequency: type 1 for the last day, 7 for the last week, and so on), and leave "since" empty.
If your trigger is "Every hour," select the output from the Formatter by Zapier Date/Time step, and leave the range parameter empty.
Click Test Step to confirm it retrieves the data you expect. You'll need data on your dashboard for this.

Step 12: Format the data for other platforms

At this point the data is a batch with comma-separated values per field, which works fine for Google Sheets. For Google Sheets, add the Google Sheets action: it reads the headers from your chosen sheet, and you map Pearl Diver's fields to them.

Google Sheets action mapping Pearl Diver fields to sheet headers

For other platforms, add the "Looping by Zapier" action. Define the Pearl Diver fields you want to import (for example, email) and Looping splits them into individual records.

Looping by Zapier configured with a Pearl Diver field

This produces fields from Looping by Zapier that you use in your export action.

Fields produced by the Looping by Zapier step

Note: Your final steps use the fields created by the Loop, not the fields from the Pearl Diver action directly.

Step 13: Set up your destination

Before you click Publish, click the plus icon under your audience configuration and choose where to send the Pearl Diver data, whether that's a CRM, a marketing system, or a Google Sheet. Since each destination is different, check its own help docs and support team for mapping and setup details. Our team can also help; email [email protected].

Here's an example of what a finished flow looks like:

Example of a complete Zap flow from Pearl Diver to a destination

Step 14: Publish and monitor your Zap

Once you're happy with the trigger and action configuration, click Publish. The Zap runs automatically whenever the trigger fires. You can monitor its performance, make changes, and build more Zaps to automate other tasks. Depending on your Zapier plan, automation rules let you control when and how Zaps run, with filters, delays, and other conditions.

Need help? Visit the Pearl Diver Help Centre or book a support session with the team.

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