This step-by-step guide will help you correctly set up an integration between Connecteam and Google Forms. By the end of this article, you will be able to create new shifts in Connecteam from Google Forms submissions.
Prerequisites:
Google account
Connecteam account with an advanced plan or higher
Useful links:
Zap template to create a new shift in Connecteam with an assigned user and job from Google Forms form submission.
Zap template to create a new shift in Connecteam with an associate job from Google Forms form submission.
Zap template to create a new shift in Connecteam from the new Google Forms form submission.
Steps to Structure Your Google Form
We highly recommend using our pre-defined Google Forms template, which you can adjust according to your organization's needs. To use this template, click on the 3 dots and click 'Make a copy'
To set up the form correctly, make sure the following fields are configured (they will be mandatory when setting up the zap in Zapier):
Suggested Field name | Description | Type in Google Forms |
Title | The title (name) of the shift | Short answer |
Start date | The start date of the shift | Date |
Start time | The start time of the shift | Time |
End date | The end date of the shift | Date |
End time | The end time of the shift | Time |
The following fields are optional (If they are not needed, you can remove them from the template):
Suggested field name | Description | Type in Google Forms |
Associated Job | The job associated with the shift | Dropdown/short answer |
Color | The color of the shift | Dropdown |
Assigned User | The user to assign the shift to (currently supports only 1 user per shift) | Short answer |
Notes | Additional notes on the shift | Short answer |
💡Tip: Other optional fields can be added to the form. You can view all available options on Zapier under the 'Create shift' action.
Example of the Form Template:
Step by Step: Setting up the Zap on Zapier
Before setting up the Zap, submit a "dummy" form response, as it is needed to configure the new Zap.
Connect to your Zapier account and create a new Zap
Click on the trigger rectangle and select Google Forms
In the Setup tab, choose your relevant Google account and "New Form Response" as the trigger event. Make sure that you've added the form template under your Google account. When finished click the 'Continue' button.
Select the relevant form from the list and click on 'Continue'.
Click on the 'Test trigger' button. Select one of the 'dummy' submissions made (this is crucial for setting the zap correctly). Click on 'Continue with selected record'.
Click on the Action rectangle and look for 'Connecteam', then select it.
Choose your account on Connecteam, and then select the 'Create Shift' action event, then click Continue.
Under the 'Configure' tab, fill in the relevant fields. This may vary from one Zap to another, depending on the specific needs of your integration:
Scheduler: select the relevant scheduler you want to create the shift on.
Shift Title: select the shift title retrieved from the form submission
Shift Color: select the shift color retrieved from the form submission. If no color is chosen, it will default to black or use the color associated with the job, if specified.
Shift Start: select the 'Start Date', and 'Start Time' and then add the 'GMT' chars. Please make sure there is space between them.
Shift End: select the 'End Date', and 'End Time' and then add the 'GMT' chars. Please make sure there is space between them.
Timezone: If you wish to create the shift using the timezone defined in the scheduler settings, do not provide any value.
Associate Job: In this field, you need to provide the Job ID. To achieve this, you need to add a middleware step between the trigger and action (an example will be shown at the end of the article
Assigned Users: In this field, you need to provide the User ID. To achieve this, you need to add a middleware step between the trigger and action (an example will be shown at the end of the article)
Notes: Select the notes response retrieved from the form submission.
Below you can see an example of a Zap to create a shift without associated jobs and assigned users:
Example: Create a Shift with an Associated Job and Assigned User
If the associated job and assigned user are not relevant, skip this example, and move on to the next steps.
Begin by following the steps above, however, once you reach the 'Action event' you'll first add the steps find user and find job, as detailed below, before creating the shift.
Find User:
Add middleware step: Find the User
In the 'Configure' tab, under the Full Name field, select the relevant question for the assigned user (in this case, 'Omer Vered'). Ensure the full name matches exactly with the name in Connecteam. You can always search for users using different criteria.
Test the step and ensure it retrieves successful results.
Find Job:
Add middleware step: Find a job
In the 'Configure' tab, under the Job Name field, select the relevant question for the associated job (in this case, 'Option 1'). Ensure the job name matches exactly with the job name in Connecteam.
Test the step and ensure it retrieves successful results.
Go back to the Create Shift Configure tab. Under 'Associated Job' and 'Assigned User' click on the three dots and select the Custom option
If You Skipped the Example, Continue Here:
Regardless of if you creating a shift with no user and/or job your next steps will be:
Test the 'Create Shift' action. If it is successful, you will see the created shift in Connecteam. Name this Zap, then click on the 'Publish' button to automate it. If it returns an error, ensure you have followed the steps as described above.
The following screenshots refer to a new shift with an associated job and assigned user. If you did not provide them, test the step as usual without the middleware steps.
Congratulations! You have successfully set up the integration with Zapier. This means that your Google Forms submissions will now automatically create new shifts in Connecteam, streamlining your workflow and improving efficiency.
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