Zapier is an automation platform that connects over 3,000 web apps, allowing users to create custom workflows to automate repetitive tasks. It simplifies integration and automation processes without requiring coding skills, enhancing productivity and efficiency across multiple applications.

In this article, we will go over how when somebody fills out a form in connecteam, it could create a shift that is assigned to them in your connecteam schedule.

For this automation, you will need the following items and plan in connecteam:

For the automation to work, your form must contain fields that gather at least the following information:

In the example below, you can see how this should look in Connecteam:

Below that, you can see how an entry with this information should also look:

💡Tip: Not sure how to create a form? Click here.

Before we begin, it's important to note that each connection/automation made through Zapier is known as a Zap. Every Zap consists of a trigger and one or more actions. A trigger is an event that starts a Zap, and an action is an event a Zap performs.

In our example of self-scheduling, the trigger is a form submission in Connecteam, and the action is a shift being created in Connecteam

⚠️ Important: Before setting up the Zap, submit a "dummy" form response, as it is needed to configure the new Zap.

In the Setup tab, choose Trigger Event as "New Form Submission" and then connect your Connecteam account.

Note that if this is your first time connecting to Zapier, you will be asked to enter your Zapier API key, which can be acquired by clicking on your avatar at the top right > Settings > API & Integrations and then generating your Zapier API Key to copy into Zapier.

Then return to Zapier and in the configure step, select the relevant Connecteam Form

Then, click on the 'Test trigger' button. This will pull your latest submissions, which is why we need at least one. Select one of the submissions made (this is crucial for setting the zap correctly) and click on 'Continue with the selected record. '

Then, choose what action event you want to take - in our case create a shift and make sure it's connected to your Connecteam account. Then select Continue.

In the configure tab, make sure to insert at least the following mandatory information by clicking on the + icon next to each field

Please note that this is the minimum information required to publish the zap, and in this case, the shift will appear as unassigned in the schedule. Therefore, you can choose from additional information, and we recommend doing so. In this case, we will set an assigned user as well since employees are scheduling themselves and decide if the shift will be added to the scheadule in draft or as a published shift.

The next and final step is to test the zap and publish it. Here you will see a summary of the action you just created. If everything looks correct, click on 'Test step.'

If everything works and no errors are returned, you will see a checkmark in the action section, You'll also see that a shift was sent to Connecteam, verifying that things did work. Now, you can proceed to publish this automation by clicking on 'Publish.'

Below you can see the original form submission and how that transferred shift looks on the schedule, notice that the information transferred is exactly what I selected when setting up the automation - shift title, start time, end time, assigned user, and it's published.

Employee's Self-Scheduling Form Submission

Scheduled Shift Created in the Scheduled

Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies to ANY question.