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.
This article will cover:
Prerequisites
Step by Step: Setting up the Automation on Zapier
Viewing Your Zap In Action: How the Chat Message Looks Like in Connecting After Submitting the Form
Prerequisites
To successfully complete this integration, you will need:
Connecteam account with an Advanced plan or higher.
A custom publisher in Connecteam if relevant.
A direct manager associated with each user.
How to Create a Custom Publisher
Creating a custom publisher in Connecteam enables messages to be sent under a designated topic rather than from an individual user. For example, instead of receiving an incident report directly from a specific user in the chat, it will appear as sent by a custom publisher named Incident Report. To create a custom publisher:
Click on your name at the top right of the screen and access your account settings.
Access the Feed settings tab and select Add publisher.
Name your publisher, for example 'Incident Report', and decide which users can use this publisher.
When done, click Confirm and Save Changes.
⚠️ Important: Before setting up the Zap, submit a 'dummy' form entry in your Connecteam account, as it is needed to configure the new Zap.
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 new form entry submitted in Connecteam, while the action is a chat message sent to the user in Connecteam.
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 Connecteam.
In the Setup tab, choose your relevant Connecteam account and select New Form Submission as the trigger event. 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, select the relevant form from the dropdown options, and click Continue when done.
Next, click on the Test Trigger button and click on Find new records. select the relevant submission from Connecteam in order to test it, and click Continue with selected record.
Step 3: It's time to create the Action. Start by selecting Connecteam from the list of apps.
In the setup stage, choose the Action Event. In this case, choose the Send Private Message (DM) 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:
Recipient User - click on the three dots on the right, and select Custom. Next, choose the option Submitting User Direct Manager ID, in order to set the recipient as the user's direct manager.
Sender (publisher) - select the relevant publisher (for example, incident report).
Text - click on the + sign, right, and select New Form submission in Connecteam. Next, select the information you would like to be included in the chat message. In our case, I selected the description of the incident.
When done, click Continue and Test Step.
Viewing Your Zap In Action: How the Chat Message Looks Like in Connecting After Submitting the Form
After the user submitted the incident report form, their direct manager will receive a private chat message with the description of the incident, which will be sent from the custom publisher.
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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