Zapier: Outlook (Microsoft) Event Creates Shift in Connecteam

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To successfully complete this integration, you will need:

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

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

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, the trigger is a new event in Outlook, while the action is a shift created in Connecteam.

Please note that a middle step is necessary for this Zap to be able to locate relevant users in Connecteam after pulling the information from Outlook. In this case, we will add an Action step called Find User.

⚠️ Important: Before setting up the Zap, create a 'dummy' event in your Outlook account, as it is needed to configure the new Zap.

In the Setup tab, choose your relevant Outlook account and select New Calendar Event as the trigger event. Make sure the correct Calendar settings are in place. When finished, click the Continue button. Finally, connect your Outlook account.

In the Configure stage, select the relevant Outlook Calendar, and click Continue.

Next, click on the Test Trigger button and select continue with the selected record. Select the relevant Event from Outlook to test it, and click Continue with selected record.

In the setup stage, choose the Action Event. In this case, select Find User.

Next, choose the relevant 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. Finally, click on Continue.

Take a look at the setup stage below!

In the Configure stage, as the attendee in our Outlook Event was invited via Email, under the Email Address field, select the option Attendee's Email Address Name. This will pull the attendee's information from the Event in Outlook and locate the user in Connecteam. When you're done, click on Continue.

Finally, click on the Test Step button.

In the setup stage, choose the Action Event. In this case, choose the Create shift action, make sure the correct Connecteam account is selected, and click on Continue.

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

Under 'Assigned Users', click on the three dots and set it as a custom field. Next, select the 'find user' action we set up previously, to pull up users according to their email addresses. Finally, select the user ID. When you're done, click on 'Continue'.

Finally, Test the Action. Click on the Test Step button. Ensure that you retrieve the details from your dummy calendar event. Click on Continue with the selected record. Select the relevant Event from Outlook to test it, and click Continue with selected record.

After completing the Zap, the new shift should appear in the Job Scheduler you selected, on the relevant date!

Congratulations! You have successfully set up the integration with Zapier. Your Microsoft Outlook events will now automatically create new shifts in Connecteam, streamlining your workflow and enhancing efficiency!

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