Zapier

Zapier is a popular web hook service that allows for integration of two web-based services through “Zaps”, sending information from one service to trigger an action within another service. We’re proud to announce that Apptoto is now available on the Zapier platform to further expand the automation power of the scheduling and reminder messaging features within Apptoto.

Connect Apptoto

1. To connect your Apptoto account to Zapier, navigate to the “Settings” > ”Integrations” tab > “Developer Tools” section of Apptoto. Click “Zapier.”

2. On the “Advanced Integration Options” tab for Zapier, click “Open Apptoto on Zapier.”

3. You’ll be directed to Zapier, where you can either log in to your existing Zapier account or sign up for a new account.

4. Acknowledge Zapier’s usage terms and grant it the necessary permissions to integrate with your Apptoto account before getting started setting up your Zaps.

Setting up Your Zap

The first step in setting up a Zap is selecting the app and event you want to trigger it. The trigger is the specific action that starts the automation, such as a new appointment booking or an attendee’s confirmation status changing.

Once the trigger occurs, the Zap can automatically run the remaining steps.

Apptoto Trigger Events

When you first “Open Apptoto on Zapier,” you’ll likely see a screen that looks like the one below. Note: Apptoto has already been chosen as the app for the trigger event.

1. First, select your trigger event. Triggers allow your Apptoto account to feed information to Zapier, which then passes it to an external service for action.
   • Apptoto currently supports eight trigger events:
     • Appointment Scheduled: any time a new event is created on your calendar through an Apptoto booking page
     • Message Received: when an incoming message is received in your Apptoto account
     • Message Sent: any time a message is sent from your Apptoto account
     • Participant Booking State Changed: when a participant’s booking state changes in Apptoto (e.g., to invited, accepted, declined, etc.)
     • Participant Check-In State Changed: when a participant’s booking state changes in Apptoto (e.g., to arrived, late, no-show, etc.)
     • Participant Reminder State Changed: when a participant’s booking state changes in Apptoto (e.g,. to [REMINDED], [CONFIRMED], [CANCELLED], etc.)
     • Payment Processed: when a payment is charged or captured via Apptoto
     • Payment Refunded: when a payment is refunded via Apptoto
2. Click “Sign In” to grant Zapier access to your Apptoto account. Enter your Apptoto email/username.
3. Log in to Apptoto and navigate to “Settings” > “Integrations” tab > “Developer Tools” section. Then click “API Keys.”
4. Click the green “+Add API Key” button and on the “API Key Settings” screen, enter a name for your Zapier API key and click “Create.”
5. Apptoto will generate a new API key. Copy the API key.
6. Enter it into the Zapier access screen from step #2. Click “Yes, Continue to Apptoto.”
7. Back in Zapier, your Apptoto account should now be successfully linked. Click “Continue’ to keep setting up your Zap.
   • To confirm your trigger is set up correctly, you’ll be asked to click “Test Trigger.” Depending on the trigger you selected, Zapier will find the latest event records from your account and display them.
   • Click “Continue with selected record” if the record looks correct, or troubleshoot if needed.
8. Select the app you’d like to take action after receiving Apptoto trigger event data, and continue setting up the Zap with action event and account data.
9. Once you’ve tested your Zap and are confident it is running as expected, name your Zap (including version if needed) and click “Publish.”

Apptoto Action Events

You can also set up Zaps so an external tool or service feeds data into Zapier, which then sends it to Apptoto for action. Most often, this applies to your calendars and address books.

1. You should already have a trigger event created.
2. Click the plus sign below your trigger event to add an action event. Then select “Apptoto” from the list of Apps.
3. Select an Action Event from the drop-down to have Apptoto take action once it receives data from another app.
   • Apptoto currently supports six Action Events:
     • Create or Update Contact: Creates or updates a contact in an address book within Apptoto
     • Create or Update Event: Creates or updates an event on a calendar within Apptoto
     • Remove Contact: Removes a contact in an address book within Apptoto
     • Remove Event: Removes an event on a calendar within Apptoto
     • Find a Contact: Search for a contact in Apptoto.
       • This should be used before the Create/Update or Remove Contact actions above to first check whether a client exists in your address books.
     • Find an Event – Search for an event in Apptoto.
       • This should be used before the Create/Update or Remove event actions above to first check whether an event exists on your calendar.
4. If you’ve already set up a Zap using your Apptoto account, it should be linked to the “Account field”; if not, follow steps 2-6 in the “Trigger” section above. Click “Continue.”
5. Based on the Action Event you selected, you’ll have a varying number of fields to set on the “Configure” screen. Enter text manually or click + to add fields from your trigger event to pull in that data automatically when the Zap runs.
6. Once you’ve configured your Zap, test it, then publish!