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This article will cover
Prerequisites
To successfully complete this integration, you will need:
A Google Calendar Outlook account.
Connecteam account with an Advanced plan or higher.
A paid Zapier account as this Zap involves multiple steps.
An event in Outlook.
Step by Step: Setting up the Automation on Zapier
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 cancelled event in Google Calendar, while the action is a deleted shift in Connecteam.
Please note, that a middle step is necessary for this Zap, in order to be able to locate the relevant shift in Connecteam after pulling the event information from Google Calendar. In this case, we will add an additional Action step called Find a Shift.
Step 1: Connect to your Zapier account and create a new Zap
Step 2: Select the Trigger App. Click on the trigger rectangle and select Google Calendar.
In the Setup tab, choose your relevant Google Calendar account and select Event Cancelled as the trigger event. Make sure the correct Calendar settings are in place. When finished, click the Continue button. Finally, connect your Google Calendar account.
In the Configure stage, select the relevant Google Calendar, and click Continue.
Next, click on the Test Trigger button and select continue with the selected record. select the relevant Event from Google Calendar in order to test it, and click Continue with selected record.
Step 3: It's time to create the first Action. Start by selecting Connecteam from the list of apps.
In the setup stage, choose the Action Event. In this case, select Find a Shift.
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, under the Scheduler ID field, select the relevant schedule ID which contains the shift matching your Google Calendar event.
Next, insert the shift start and end times by selecting the option Event Begins and Event Ends. Lastly, select the correct shift title. When you're done, click on Continue. Finally, click on the Test Step button.
Step 4: Now it's time to create the second Action. Click on the + button and select Connecteam from the list of apps.
In the setup stage, choose the Action Event. In this case, choose the Delete 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:
Scheduler ID - Select the relevant schedule in Connecteam
Shift ID - select the find shift action we previously created, and select the shift ID for the corresponding shift.
When done, click Continue and Test Step.
Congratulations! You have successfully set up the integration with Zapier. Your cancelled Google Calendar events will now automatically delete shifts in Connecteam, streamlining your workflow and enhancing efficiency!
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