5 Wix automation ideas

Sometimes you just want things to be easy—and that's especially true when building your website.

Fortunately, when it comes to Wix, easy doesn't mean a lack of features or low frills. The Swiss Army knife of website creation, Wix offers customizable templates, drag-and-drop features, and nifty widgets—all without having to write code.

The potential snag? Connecting Wix with all the other tools you use to run your business. From forms to emails, spreadsheets to CRMs—not to mention team and customer communication spread across different tools—there's nothing easy about manually managing data across so many apps.  

Fortunately, you can use Zaps—Zapier's automated workflows—to easily connect your business-critical tools. Here's how.

Table of contents

• Add site subscribers to your mailing list

• Create a spreadsheet backup of important Wix form data

• Send notifications for important website activity

• Add leads to your CRM

• Create follow-up tasks for you and your team

Add site subscribers to your mailing list

Websites are a powerful lead-generating tool. To capitalize on those leads, though, you need to get their contact info from your forms into your email marketing tool. 

With automation, you can instantly add a subscriber to your mailing lists as soon as a new Wix form is submitted. Rather than manually adding batches of subscribers by hand—which is slow and prone to user error—automation is instant. That means your new subscribers will start getting your email campaigns immediately, catching their interest while it's still fresh. 

This one automation can save you a lot of time, especially if your site is generating a lot of subscriptions. Spend less time managing prospect data by hand and more time on growing your business.

Pro tip: Before adding new subscribers to your mailing list, you can use Formatter by Zapier to standardize names (like capitalizing "john smith" to "John Smith") or reformat phone numbers and email addresses. Clean data means better personalization and higher deliverability.

Create a spreadsheet backup of important Wix form data

Wix is a website builder, not a database—so when your site starts collecting important data like form submissions, event registrations, or chat transcripts, it's smart to store that information somewhere more flexible. With a spreadsheet or database, you can:

• Keep a running log of contact form submissions, including names, emails, and message content.

• Track signups for upcoming events to monitor attendance and follow up afterward.

• Archive customer service chats so your team can review conversations or identify common questions.

Plus, spreadsheets offer powerful sorting, filtering, and sharing options. With automation, you can automatically send Wix data to your spreadsheet the moment it's created—so nothing slips through the cracks, and no one has to copy and paste manually.

Of course, the best spreadsheets contain a wealth of information while still being skimmable. You can add an AI by Zapier step to automatically analyze submissions—for example, summarizing long messages or extracting key topics from chat transcripts—and send that enriched data into your spreadsheet instead of the entire wall of text.

Send notifications for important website activity

When something important happens on your Wix site, you want to know about it. Setting up automated notifications to yourself or relevant team members is an easy way to keep up to date.

Notifications can be integrated with whatever communication tool you use most often. If you're working with a contractor or rely on an email inbox, send notifications to Gmail. If your whole team needs to watch the site, post a message to a dedicated Slack channel. If it's really time-sensitive, send a text.

You can also use these same types of automated notifications to connect with your customers. You can acknowledge receipt of a form or send them their first outreach message via email or SMS.

With automated notifications, important info comes right to you when it happens, giving you faster reaction time and peace of mind.

Of course, not every form submission or website activity needs an alert. You can use a filter step to only trigger notifications for activity matching your specifications. Or, avoid spamming your inbox or Slack channels by adding a digest step that compiles the day's or week's notifications into one concise message.

Add leads to your CRM

Websites are incredibly useful for collecting valuable contact information—the kind you can use to drive sales and grow your business. Automation ensures you never miss a sale by having missing or incorrect contact info. 

Use these automated workflows to instantly transfer newly collected lead data from your website into your CRM. You can create a new contact, add detailed information for them, or even update existing contacts. 

Depending on how you're using those contacts, you can send them to an email marketing subscribers list, register them for an event, or add them as sales leads. 

Pro tip: Use a Code by Zapier step to score leads based on their form data (like company size, budget, and industry). From there, you can use a path step's conditional logic to send high-scoring leads to a priority pipeline in your CRM, and the rest to a nurture campaign in your email marketing tool. 

Create follow-up tasks for you and your team

Managing a website is usually a team effort. Manually assigning website-related tasks might work if you have a team of only a few people—but if you're managing a high volume of tasks or a lot of stakeholders, passing the baton manually doesn't work. Details will slip through the cracks, and work won't get done as efficiently and quickly as you need to scale your business. 

Organize that work more effectively by automatically connecting Wix to your preferred project management or task-tracker app. Automated workflows instantly pass on tasks to the right person with the right information, every time. That way, when someone receives a task on their list, they already have the data they need to get it done easily.

Pro tip: A multi-step Zap lets you do more than just create a task—you can prep your team with everything they need. You might use ChatGPT to summarize a customer message or extract next steps, then include that in the task description so your team doesn't need to read through raw text. 

Or, have AI assign a tag from a pre-set list of options—and then use Paths by Zapier to route submissions to the right task list or team member based on those keywords. For example, maybe "billing issue" goes to Finance while "event inquiry" goes to Sales.

And this is just the start of what you can do with Wix and Zapier. What will you automate first?

This article was originally published in January 2024, written by Wren Noble. It was most recently updated by Nicole Replogle in May 2025.