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How to Automate Your Bookings Through Zapier

Automation is a cool way to get lazier. It helps you save time and think about other creative activities you can associate in your life or business. So, if you’re one of those folks (or want to be one) check out Zapier that’ll change the way you do your tasks.

What is Zapier?

Zapier is a way to automate your business and save your time spent on doing repetitive tasks that can easily be Zapped (automated). All you need to do is build a blueprint of the task that you tend to do over and over again. The app is based on two parts:

  • A – An action performed by someone else as a Trigger
  • B – The action you perform after getting the trigger

For example, when you have two different apps – One, to get an entry from a random visitor, and then the other one, to create a lead – you can automate this task by using Zapier.

Zaps can be created easily and they’re pretty light, too. All you need is to decide which field from the trigger service you should take to the action service. Alternatively, you can use static text to create customized fields.

In this video, Peter explains how you can automate the entire process of getting calendar entries from your diary to your team through notification, creating folders in Google drive, and the steps to follow. So, if someone booked a call, you’ll be ready for it without having to do all the tasks in between.

Exciting, isn’t it?

If you have made up your mind to automate the tasks on your website, it’s time, we should get started!

Taking Booking From The Website

In the following image, the zap appearing at the top of the list has been chosen as an example:

By clicking on the zap another window will appear that has information about trigger, filter, and a set of particular actions appearing at the left of your screen.

Step 1: Set the Trigger

If you click on the “Invitee Created” tab, you’ll see calendar option that has information about the trigger, a flash-like sign which is meant for entering or searching triggers, account name and an option to test the step.

Calendly

Before anything, you need a tool to get online booking from your website. For this purpose, Zapier offers a calendar tool called Calendly

We’re using it because we find it quite convenient and easy to go. This tool triggers as soon as the scheduled booking is created by a new invitee, or canceled by an existing one. You can connect 1500+ apps with this tool. You can sign up using your google account, or with your Facebook profile.

You can search for Calendly triggers in the search bar,

Step 2: Set the Filter

Here, you have to set the rules for the Zap to run. In our example, we have chosen “Only continue if…” You can set up rules for the filter and test it. Just click on the “Filter Setup & Testing” tab available at the left of your screen, followed by a click on the tab “Test & Continue”. In response, you will be notified whether your Zap would continue or you might need to make a few adjustments and re-test.

Step 3: ACTION – For Updating Contacts

In the Action tab, there’s a list of chosen action apps, like Google Calendar, YouTube, Twist and others. The chosen apps are displayed in sequence – when the action of the first app ends, the next connected app will activate automatically.

Right now, we’re using Infusionsoft as our sales and marketing CRM, but other CRMs are available as well, and you can do similar things with them – ActiveCampaigns, for example.

So there are lots of options for you.

Just like we saw in the Filter tab, there is a Flash-like tab showing the current action your zap has to perform. By clicking on it, you can see a list of actions that your chosen app can do.

The Zap we’re talking about is meant to Get Auto-booking from our Website, so its action is set to “Create/Update Contact”. You may also choose to Tag existing contact or send an email to one or multiple contacts. There’s a search option that allows you to find a contact or invoice.

If contacts don’t exist, we want them created, but if they’re already there, we don’t want duplicates.

Update the contact there (Click “Continue”, then choose your account and click “Continue” tab). In the next window, we’ve got the details coming in here. Email address, a must-have, is there right at the top. Then there are other fields that are optional.

In order to avoid duplicates, the zap is set to “existing contact will be updated”

Then there are other optional fields, such as first name, last name, the tags that can be applied on an as needed basis. Keep scrolling down to check if there is any field left because there are so many options. There’s one option though, you shouldn’t miss – Zoom Link.

What’s Zoom Link?

The Zoom link is kind of important.

It’s a time-saving tool to make you lazier and smarter.

But, before that, you need to know why we trust Zoom.

Zoom is a video conferencing tool. It offers excellent video and voice quality, and quick sharing as well. It offers different products tailor-made according to your needs. With Zoom, you can join or host a meeting fairly easily. All you need is signup for free and have it on your Calendly.

When the visitor makes a booking on the website, it would generate a link inside Calendly. You can put this link on the contact record, and send that record to team members inside your CRM. Also, this link will be sent out via email.

So, there’s no emailing back and forth asking, ‘What is the link? Where do I go for the call?’

Everything’s there already.

Strategy Call Date: Getting the call date in is another important field to have. It will help you send reminders and emails to the customers in reference to the call.

After editing the actions, click on “Continue” and go on to test the action. You will be notified whether the zap is working or needs adjustment. In our case, we know that this test ran fine because this is an active Zap, so we can just go and continue.

Step 4 – ACTION – Post Comment

This is where our zap starts to be a bit smart.

Twist

We use Twist as our internal application. It’s a bit like Slack. In fact, if you take a look at some of the customer reviews, you may find it better.

The software offers loads of helpful tips and claims it’s quicker, allows to focus on work better, and makes your team more efficient as compared to other similar apps.

We are using the function here to post a comment. In this step, you need to connect your Twist, then you can go and edit your template.

In this template, there are a few mandatory fields, like:

  • Team Name
  • Channel: which is normally Notifications
  • Thread: you need to pick a thread to post to
  • Comment: Here you need to mention text of the comment to be posted.

So, we’ve now got the name, the type of booking, email address, all those details in the comment section.

How should we get that information and fetch data?

Fetching data to Comment Section: The data was entered in Calendly, in the Trigger section, but you want to use it in this step here. There is a small box at the top right corner of the Comment Text section. You can go here and click the plus sign. You’ll see a menu below the search bar which is similar to what we’ve seen in the Trigger section.

Here, you can choose the fields that you need in your comment. So, decide yourself,

“Which bit of information do I want to use in this message?”

Good thing is, you’ll have so many options to choose from and customize your comment text. You can inform your customers about an event, its location, and what it’s all about.

∙ You can go and choose time zone or Zoom link. They will be added in the message when it’s sent.

Post as Zapier: Below the comment text section there is another option that lets you post comment as Zapier user, and you can also send notification to yourself. Click on Continue and go to the Zap-testing step.

Testing Step: Here, you can see a test sample along with test result. So, that will then send all that information into the channel. Click on “Continue” if the test result is satisfactory.

Step 5: ACTION – Create Folder in Google Drive

Finally, we choose Google Drive from the app menu because we want to create a folder and connect our Google drive to our website. Apart from creating folder, you have other options, like uploading file or creating file from text. Alternatively, you may opt for file and folder search, as well.

Now, let’s move on to the next step to search your account to connect it to Zapier.

In the next step, you can see there is a mandatory Folder Name field. In order to add the folder here,

  • Choose My Google Drive from the first menu, then
  • Choose the folder from the Prospects folder.

You’ve already got the name and the last name of the prospect already saved (Create/Update Contact action). So, you’re able to reuse that information. Move that data down here and use it as the folder names and continue on that.

Basically, this is it.

That really is how simple it is to set up. Once your accounts are connected, it can really quick.

A Quick Recap

Just to recap what this will do.

Someone books via our website – they can book a call – an appointment. It’s a specific type of appointment that we’re running this for, just the consulting calls.

  • At that point, we update or create a contact in our CRM,
  • Use that data down
  • To post a comment with details to the team, and
  • To create in preparation a folder for a prospect in our Google Drive.

All of that is triggered by someone else taking action online and booking that task.

What would need to happen is,

  • We’ll need to update them,
  • We need to email them,
  • Send a reminder telling them what time it is, and
  • Give them the Zoom link

That would need to happen.

A Few Suggestions

  • It’s ideal to notify the team about it so, all diaries should be in sync. At the same time, you want to create a folder here. While working with any client you need to have a folder. So we may as well create that.
  • The bits that’s happening outside of here – some other automation – is the fact that we are also linking the calendar to our Google Calendars for the business so that everything links through and those appointments show up there.
  • There may be quite a few steps involved but it happens, fully automated. No need for anyone to get involved in doing any of that. So, hopefully that gives you some ideas on how you can manage these kinds of things yourselves.

To Conclude – Be More Lazy!

In your business, it’s all about saving these little two-minute chunks of time here and there.

It’s easy to create a folder,

It’s easy to send an email or the Zoom link

But, it’s far better if nobody needs to do that.

In reality, it’s boring work. If it gets missed, something can go wrong. So, why not automate it to save your time and effort, and also, never miss any important detail.

It’s more about getting smarter while being lazier, which you’ll eventually become, after setting up your Zapier.