📝 Overview
By connecting Zapier, Twilio, and BoxMate you can automatically send SMS messages to leads after specific events, such as when a new lead registers through your CRM landing page. This is a powerful tool for boosting acquisition rates.
The initial setup takes around 20–30 minutes but only needs to be done once.
⚠️ Requirements: BoxMate PLUS subscription, a Zapier account (free for up to 100 zaps per month), the BoxMate private Zapier invite, and a Twilio account (paid — around £30 for 1,000 messages).
1️⃣ Step 1 - Twilio Account Setup
If you already have a Twilio account, skip ahead to Step 3. Otherwise, follow the steps below to create and configure your Twilio account.
Click the arrow to view Twilio setup steps
Click the arrow to view Twilio setup steps
Head to https://www.twilio.com/try-twilio and complete the registration. Verify your account via the email link and phone number verification.
On the configuration page, select the options shown below and click Get Started with Twilio.
On the dashboard, click Get a trial phone number to be assigned a number. Then click Upgrade your account.
Enter your business address, VAT number (optional), and add initial credit (minimum £20, covering over 500 messages). Choose whether to enable auto-recharge, enter payment details, and click Confirm Payment.
Click the back arrow next to Billing to return to the main dashboard. You may be asked to set up 2-Factor Authentication — follow the on-screen instructions if prompted.
2️⃣ Step 2 - Zapier Account Setup
If you already have a Zapier account, skip to Step 3. Otherwise, create a free account.
Click the arrow to view Zapier setup steps
Click the arrow to view Zapier setup steps
Head to https://www.zapier.com/sign-up and complete the registration form.
Enter your password, complete the role and company details, and click Continue. You can skip the app selection step — BoxMate requires a private invite.
3️⃣ Step 3 - Join the BoxMate Zapier Integration
The BoxMate Zapier integration requires a private invite. Click the link below to accept.
Click the arrow for more detail on this step
Click the arrow for more detail on this step
Click Accept Invite & Build a Zap to join the integration. You will be redirected to the main Zapier dashboard.
4️⃣ Step 4 - Create the Zap & Authorise Apps
Now build the Zap that connects BoxMate (trigger) to Twilio (action).
Click the arrow to view the full Zap creation process
Click the arrow to view the full Zap creation process
🅰️ Set Up the BoxMate Trigger
Click Create Zap in the top left. Search for BoxMate and select BoxMate (1.0.0) By Invite.
Select New Lead Registered as the trigger event and click Continue.
Click Sign In to authorise BoxMate. You will be redirected to BoxMate — click Authorise, then return to Zapier and click Continue.
Click Test Trigger to pull a test lead from BoxMate. If you have no leads, add yourself manually in BoxMate first (name, email, phone number). Once a test lead shows, click Continue.
🅱️ Set Up the Twilio Action
Search Twilio in the actions box and select it. Choose the event Send SMS and click Continue.
Click Sign In. You will be asked for your Twilio Account SID and Auth Token — find these on your Twilio dashboard. Paste them in and click Yes, Continue.
🔔 Now that both BoxMate and Twilio are authorised, future Zaps will simply let you select the connected accounts without re-authorising.
5️⃣ Step 5 - Configure & Send the SMS
With both apps connected, configure the SMS message that will be sent to each new lead.
Click the arrow to view the SMS configuration steps
Click the arrow to view the SMS configuration steps
Select the From Number (the number auto-assigned during Twilio setup).
In the Alphanumeric Sender ID field, enter your business name (max 11 characters). This replaces the phone number with your gym name on the recipient's phone.
Click To Number, then Load More, and select Lead Phone to use the phone number from the BoxMate lead.
Write your SMS message in the Message box. You can use the insert data options to pull in personalised lead details (e.g. first name). Leave Media empty. Enable Large Messages only if the message exceeds 160 characters.
Click Continue, then Test Action to send a test SMS to yourself. You should receive the message on your phone.
Click Publish Zap to turn it on. Name the Zap by clicking the title in the top left, then press back to return to the dashboard.
❓ Frequently Asked Questions (FAQs)
Find answers to common questions or additional details that may not be covered in the main instructions.
Click the arrow to view frequently asked questions
Click the arrow to view frequently asked questions
How much does Twilio cost?
Click the arrow to see the answer
Click the arrow to see the answer
The minimum initial credit is £20, which covers over 500 single text messages. You can enable auto-recharge to top up automatically when credit runs low.
Can I replace the phone number with my business name?
Click the arrow to see the answer
Click the arrow to see the answer
Yes. Enter your business name (max 11 characters) in the Alphanumeric Sender ID field. This replaces the phone number shown on the recipient's device with your gym name.
Do I need to re-authorise BoxMate and Twilio for each new Zap?
Click the arrow to see the answer
Click the arrow to see the answer
No. Once both apps are authorised in Zapier, you can create additional Zaps by simply selecting the already-connected BoxMate and Twilio accounts.
What if no test lead appears when I test the trigger?
Click the arrow to see the answer
Click the arrow to see the answer
You need at least one lead in your BoxMate CRM for the test to work. Add yourself manually in BoxMate with your name, email, and phone number, then re-run the test trigger in Zapier.