Difference between revisions of "Using Zapier.com"

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|keywords=faq, frequently asked questions, booking software, appointment system questions,appointments online, calendar software, booking system
 
|keywords=faq, frequently asked questions, booking software, appointment system questions,appointments online, calendar software, booking system
 
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===Zap tutorial SimplyBook and Gmail===
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<br><br>
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We are often asked how to send confirmation email to more than one email address. It may be needed if client has an agent or if some other people need to receive confirmation letters for clients or service providers. Now this option becomes available with our new application on Zapier!
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===Zap tutorial for SimplyBook and Gmail connection===
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We are often asked how to send confirmation email to more than one email address. It may be needed if client has an agent or if some other people need to receive confirmation letters for clients. Now this option becomes available with our application on Zapier!
  
  
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;How to use
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Firstly, create an additional field for the 2nd recipient in admin [https://simplybook.me/ Simplybook] app with the help of “Additional Fields” plugin.
 
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[[File:Additional fields.JPG]]
 
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After creating an additional filed, you will see the variable name.
 
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[[File:Additional field list.JPG|Additional fields list.]]
 
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In the picture, it is additional_field_1 (but it can be additional_field_2, additional_field_3…). This variable will contain the alternative email address needed for synchronization with Gmail.
 
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Then create a test booking on your [https://simplybook.me/ Simplybook] booking page. It is needed to notify the system that the new additional field was created in the system and is ready for further usage.
 
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When [https://simplybook.me/ Simplybook] preparations are over, it is time to switch to Zapier settings. If you don’t have Zapier account yet, please register and add [https://simplybook.me/ Simplybook] to your list of applications. Detailed instructions, invitation link and examples are [http://blog.simplybook.me/zap-a-new-functionality-to-simplybook-me/ here] .
 
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After that, press “Make a New Zap”.
 
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Next, you will need to connect your [https://simplybook.me/ SimplyBook] account.
 
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[[File:02.png|Connect SimplyBook to Zapier.]]
 
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Verify your [https://simplybook.me/ Simplybook] account.
 
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[[File:03.png|SimplyBook account is working.]]
 
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Connect and verify your Gmail account.
 
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[[File:04.png|Gmail account is working.]]
 
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You can filter [https://simplybook.me/ SimplyBook] events if needed.
 
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[[File:05.png|Send notification if only provider exists in the system.]]
 
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In “Match up [https://simplybook.me/ Simplybook] booking to Gmail Email” select recipients of notification and select the variable of your recently created additional field. Please note, that your client will receive 2 email notifications, one from [https://simplybook.me/ Simplybook] (sent immediately) and one from Zapier (is sent in 5 minutes after booking). You may disable email notifications for clients in [https://simplybook.me/ Simplybook] Settings//Email and SMS settings by unchecking the corresponding boxes.
 
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[[File:06.png|Match SimplyBook to Gmail.]]
 
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Then enter notification text and press “Continue”. You can create more detailed and rich notification than the one on the example by adding text and using variables from the list.
 
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[[File:06_1.png|Enter notification text.]]
 
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Test your newly created Zap.
 
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[[File:07.png|Test Zap.]]
 
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Name it and turn this Zap on.
 
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[[File:08.png|Enter Zap name and run it.]]
 
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Check this Zap in the Zap list.
 
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[[File:09.png|Zap list.]]
 
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:1. Enable <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Zapier connector</span> custom feature on your <span style="background-color:#d4f8e5; padding:5px; border-radius:5px;">Custom features</span> page.
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[[File:Zapier enable path redesigned.png|1200px| center|link=https://help.simplybook.me/images/b/b9/Zapier_enable_path_redesigned.png]]
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<br><br>
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:2. Create an intake form for the 2nd recipient in admin [https://simplybook.me/ Simplybook] app with the help of [[Custom_Features#Intake_Forms | Intake Forms Custom Feature]].
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[[File:Create new single line form redesigned.png|1200px| center|link=https://help.simplybook.me/images/b/b1/Create_new_single_line_form_redesigned.png]]
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<br><br>
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:3. After creating an intake form, you will see the variable name at the bottom of the variables list in Settings//Email and SMS settings
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[[File:Intake form variable redesigned.png|1200px | center|link=https://help.simplybook.me/images/a/a3/Intake_form_variable_redesigned.png]]
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<br><br>
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:4. In this picture, it is [data_field_30] (but it can be data_field_2, data_field_3, etc.). This variable will contain the alternative email address needed for synchronization with Gmail.<br><br>
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:5. Then create a test booking on your [https://simplybook.me/ Simplybook] booking page. It is needed to notify the system that the new form was created in the system and is ready for further usage. <br><br>
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:6. When [https://simplybook.me/ Simplybook] preparations are over, it is time to switch to Zapier settings. If you don’t have Zapier account yet, please [https://zapier.com/sign-up/ register]. <br><br>
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:7. After that, press “Make a Zap”.
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[[File:Zapier redesigned create new zap from dashboard.png|1200px | center|link=https://help.simplybook.me/images/6/68/Zapier_redesigned_create_new_zap_from_dashboard.png]]
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<br><br>
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:8. Find [https://simplybook.me/ SimplyBook] in the list of applications.
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[[File:Zapier redesigned select trigger app.png|1200px | center|link=https://help.simplybook.me/images/c/c1/Zapier_redesigned_select_trigger_app.png]]
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<br><br>
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:9. Next, you will need to connect your [https://simplybook.me/ SimplyBook] account.
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[[File:Zapier redesigned connect simplybook account.png|1200px | center|link=https://help.simplybook.me/images/2/24/Zapier_redesigned_connect_simplybook_account.png]]
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<br><br>
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:10. Choose New booking as trigger.
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<br><br>
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:11. Proceed to "Action step" - connect and verify your Gmail account. Set the action to send email when the booking triggers.
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[[File:Zapier redesigned gmail as action app.png|1200px | center|link=https://help.simplybook.me/images/0/01/Zapier_redesigned_gmail_as_action_app.png]]
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<br><br>
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:12. Add email recipients in "To:" and "Cc:" boxes. Please use the variables for correct Zap operation(select the variable of your recently created intake form).
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[[File:Zapier redesigned email setup variables selection.png|1200px | center|link=https://help.simplybook.me/images/5/5e/Zapier_redesigned_email_setup_variables_selection.png]]
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<br><br>
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:'''Please note''', that your client will receive 2 email notifications, one from [https://simplybook.me/ Simplybook] (sent immediately) and one from Zapier (is sent in 5 minutes after booking). You may disable email notifications for clients in [https://simplybook.me/ Simplybook] Settings//Email and SMS settings by unchecking the corresponding boxes.<br><br>
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:13. Then setup email template text. As well add the necessary variables that will be replaced with the booking information in the real email. You can create more detailed and rich notification than the one on the example.
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[[File:Zapier redesigned email template setup.png|1200px | center|link=https://help.simplybook.me/images/1/1d/Zapier_redesigned_email_template_setup.png]]
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<br><br>
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:14. Test your newly created Zap and turn it on.
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[[File:Zapier redesigned enable zap.png|1200px | center|link=https://help.simplybook.me/images/9/9b/Zapier_redesigned_enable_zap.png]]
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<br><br>
 
Congratulations, you have created a new connection that will send the copies of confirmation emails to various recipients!
 
Congratulations, you have created a new connection that will send the copies of confirmation emails to various recipients!
 +
<br><br>

Latest revision as of 15:01, 6 December 2024



Zap tutorial for SimplyBook and Gmail connection

We are often asked how to send confirmation email to more than one email address. It may be needed if client has an agent or if some other people need to receive confirmation letters for clients. Now this option becomes available with our application on Zapier!


How to use


1. Enable Zapier connector custom feature on your Custom features page.
Zapier enable path redesigned.png



2. Create an intake form for the 2nd recipient in admin Simplybook app with the help of Intake Forms Custom Feature.
Create new single line form redesigned.png



3. After creating an intake form, you will see the variable name at the bottom of the variables list in Settings//Email and SMS settings
Intake form variable redesigned.png



4. In this picture, it is [data_field_30] (but it can be data_field_2, data_field_3, etc.). This variable will contain the alternative email address needed for synchronization with Gmail.

5. Then create a test booking on your Simplybook booking page. It is needed to notify the system that the new form was created in the system and is ready for further usage.

6. When Simplybook preparations are over, it is time to switch to Zapier settings. If you don’t have Zapier account yet, please register.

7. After that, press “Make a Zap”.
Zapier redesigned create new zap from dashboard.png



8. Find SimplyBook in the list of applications.
Zapier redesigned select trigger app.png



9. Next, you will need to connect your SimplyBook account.
Zapier redesigned connect simplybook account.png



10. Choose New booking as trigger.



11. Proceed to "Action step" - connect and verify your Gmail account. Set the action to send email when the booking triggers.
Zapier redesigned gmail as action app.png



12. Add email recipients in "To:" and "Cc:" boxes. Please use the variables for correct Zap operation(select the variable of your recently created intake form).
Zapier redesigned email setup variables selection.png



Please note, that your client will receive 2 email notifications, one from Simplybook (sent immediately) and one from Zapier (is sent in 5 minutes after booking). You may disable email notifications for clients in Simplybook Settings//Email and SMS settings by unchecking the corresponding boxes.

13. Then setup email template text. As well add the necessary variables that will be replaced with the booking information in the real email. You can create more detailed and rich notification than the one on the example.
Zapier redesigned email template setup.png



14. Test your newly created Zap and turn it on.
Zapier redesigned enable zap.png



Congratulations, you have created a new connection that will send the copies of confirmation emails to various recipients!

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