Adding Zaps within ScheduleOnce

Zapier is a web automation app that enables quick and simple data movement between applications.

Once you register with Zapier, you can create Zaps. ScheduleOnce offers many Zap templates with more than 35+ applications, giving you access to pre-defined workflows for common use-cases. Our templates provide a guided setup experience with pre-filled options and fields, so you don't have to create Zaps from scratch in the Zap Editor.

In this article, you will learn how to add Zaps using the Zap templates available within ScheduleOnce.


Before adding a Zap, you must:  

Adding a Zap within ScheduleOnce

  1. Log in to your ScheduleOnce account.
  2. Go to Setup -> open the left sidebar -> Integrations -> Zapier integration, and select the Add Zaps tab. Here, you can search for all the apps with Zap templates to connect with ScheduleOnce. By default, the Popular Zaps category is selected, showing you the most popular Zaps used by ScheduleOnce Users (see Figure 1).

    Figure 1: The Add Zaps tab. Popular Zaps category selected

  3. Filter the Zaps shown by selecting one or more apps from the Search area. The Zap templates are displayed below the Search area, listed by popularity by each selected app (see Figure 2).

    Note: To find a specific app, you can type the app name in the Search bar. You can also sort the list of apps by popularity or alphabetically (see Figure 2).

    Figure 2: The Add Zaps tab. Specific apps are selected in the Search area

  4. Click the Add Zap button to add a Zap or to see a detailed description of the template (see Figure 3). The Zap Editor will open in ScheduleOnce, allowing you to customize the Zap (see Figure 4).

    Figure 3: The Add Zap button

  5. To add the template to your account click Create this Zap (see Figure 4). If you are not already logged in to Zapier or have not yet signed up for a Zapier account, you will be asked to log in or sign up at this stage.

    Figure 4: The Zap Editor. Click on Create this Zap

  6. Select a ScheduleOnce account. If you have previously connected ScheduleOnce with Zapier, you will only need to select the account (see Figure 5). Make sure to always test the connection by clicking the Test button.

    Figure 5: The Zap Editor. Select a ScheduleOnce account

  7. If you have not connected an account, or want to connect a different account, click on the Connect an Account button to establish a new connection. You will be asked to provide your Zapier API key and ScheduleOnce login ID (see Figure 6).

    Figure 6: Provide your API key and ScheduleOnce Login ID in the Zapier authentication page

  8. Click the link to open your ScheduleOnce account in a new browser tab, and copy your Zapier API key shown in the Connection tab in the Zapier integration page in ScheduleOnce (see Figure 7). Learn more about connecting to Zapier

    Figure 7: Copy your API key from ScheduleOnce

  9. Once connected, click Save + Continue in the Zap Editor (see Figure 8).


    Figure 8: The Zap Editor. Click Save + Continue

  10. Test the ScheduleOnce trigger. First, make sure you have an existing booking in your connected ScheduleOnce account. If not, you can make a test booking by opening your Booking page in a new browser tab. Once you have at least one booking, click Fetch & Continue to test the trigger (see Figure 9).

    Figure 9: The Zap Editor. Test the ScheduleOnce trigger

  11. Once the test is successful, click Continue (see Figure 10).

    Figure 10: The Zap Editor. Test is successful, click Continue

    Note: You can add a Filter step to more accurately define when to trigger this Zap. For example, you can define a filter that states only specific booking events (e.g. “Scheduled” and “Rescheduled”) or specific Bookings pages will trigger the Zap. Learn more about adding a Filter step in Zapier

  12. Select an account for your Action app (see Figure 11). If you have already connected your account with Zapier, simply select the account as shown below. Make sure to always test the connection by clicking the Test button. If you have not connected an account or want to connect a different account, click the Connect an Account button to establish a new connection. Once connected, click Save + Continue.

    Figure 11: The Zap Editor. Select an account for your Action app

  13. Set up the Action’s template by filling in the template’s fields (see Figure 12). Some fields in the template require you to select values from the Action app, while other fields require you to use your own text and/or values from ScheduleOnce fields. Click on a field’s drop-down to see which options are available. Use the Search bar at the top of the dropdown to search for a specific field. Values from ScheduleOnce fields will be dynamically updated with the relevant booking data and customer data each time the Zap is triggered. In the example below, ScheduleOnce’s Customer – Email field is used as the value for the Subscriber Email field in MailChimp, the Action app. Learn more about the ScheduleOnce fields available in Zapier

    Figure 12: The Zap Editor. Set up the Action’s template

  14. Test the Action step by following the on-screen instructions. Once you are done testing, you can either add another step or click Finish to complete the Zap (see Figure 13).

    Figure 13: The Zap Editor. Test the Action step by following the on-screen instructions

  15. Turn on your Zap (see Figure 14).

    Figure 14: The Zap Editor. Turn on your Zap

Congratulations! You are done. Your Zap is active and your workflow is automated. You can now close the Add Zap popup and return to browsing Zap templates in ScheduleOnce.

Note: By default, Zaps are only triggered by events that occur on Booking pages owned by the ScheduleOnce User who connected the account. ScheduleOnce Administrators can be allowed to trigger Zaps from pages not under their ownership by enabling the Trigger Zaps from all Booking pages permission in the Administrator’s profile. Learn more about triggering Zaps from pages not under your ownership 

If none of the ready-made Zaps suits your exact scenario, you can also create your own Zaps from scratch in Zapier with any of the 1000+ apps connected.

Learn more about our Zapier integration:

If you encounter any issues while working with Zapier, be sure to check our Zapier integration troubleshooting article and ScheduleOnce Zapier integration support policy.

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