Difference between revisions of "Using Zapier.com"

From SimplyBook.me
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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>
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
  
Firstly, create an intake form for the 2nd recipient in admin [https://simplybook.me/ Simplybook] app with the help of Intake Forms Custom Feature.  
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:1. 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 intake form single line.png | center]]
[[File:Zapier settings.png | center]]
 
 
<br><br>
 
<br><br>
After creating an intake form, you will see the variable name.
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:2. 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 forms variables.png | center]]
[[File:Zapier.png | center]]
 
 
<br><br>
 
<br><br>
In the picture, it is [data_field_7] (but it can be data_field_2, data_field_3…). This variable will contain the alternative email address needed for synchronization with Gmail.  
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:3. 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>
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.  
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:4. 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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:5. 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>
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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:6. After that, press “Make a Zap”.  
After that, press “Make a New Zap”.  
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[[File:Make a new zap.png | center]]
 
 
Next, you will need to connect your [https://simplybook.me/ SimplyBook] account.
 
 
 
[[File:02.png|Connect SimplyBook to Zapier.]]
 
 
<br><br>
 
<br><br>
Verify your [https://simplybook.me/ Simplybook] account.  
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:7. Find [https://simplybook.me/ SimplyBook] in the list of applications.
 
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[[File:Zap-select simplybook app.png | center]]
[[File:03.png|SimplyBook account is working.]]
 
 
<br><br>
 
<br><br>
Connect and verify your Gmail account.  
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:8. Next, you will need to connect your [https://simplybook.me/ SimplyBook] account.  
 
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[[File:Zap connect sbm account.png | center]]
[[File:04.png|Gmail account is working.]]
 
 
<br><br>
 
<br><br>
You can filter [https://simplybook.me/ SimplyBook] events if needed.  
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:9. Choose New booking as trigger.
 
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[[File:Zap-new booking trigger.png | center]]
[[File:05.png|Send notification if only provider exists in the system.]]  
 
 
<br><br>
 
<br><br>
In “Match up [https://simplybook.me/ Simplybook] booking to Gmail Email” select recipients of notification and select the variable of your recently created intake form. 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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:10. 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:Zap-action step.png | center]]
[[File:06.png|Match SimplyBook to Gmail.]]  
 
 
<br><br>
 
<br><br>
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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:11. 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:Zap-add email recipients.png | center]]  
[[File:06_1.png|Enter notification text.]]  
 
 
<br><br>
 
<br><br>
Test your newly created Zap.  
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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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:12. 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.
[[File:07.png|Test Zap.]]  
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[[File:Zap-edit email content.png | center]]  
 
<br><br>
 
<br><br>
Name it and turn this Zap on.  
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:13. Test your newly created Zap. Then name it and turn this Zap on.  
 
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[[File:Zap-finishing step.png | center]]  
[[File:08.png|Enter Zap name and run it.]]  
 
 
<br><br>
 
<br><br>
Check this Zap in the Zap list.  
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:14. Check this Zap in the Zap list.  
 
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[[File:Zap list.png | center]]
[[File:09.png|Zap list.]]
 
 
<br><br>
 
<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>

Revision as of 09:17, 12 March 2019



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



2. 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 forms variables.png



3. 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.

4. 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.

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

6. After that, press “Make a Zap”.
Make a new zap.png



7. Find SimplyBook in the list of applications.
Zap-select simplybook app.png



8. Next, you will need to connect your SimplyBook account.
Zap connect sbm account.png



9. Choose New booking as trigger.
Zap-new booking trigger.png



10. Proceed to "Action step" - connect and verify your Gmail account. Set the action to send email when the booking triggers.
Zap-action step.png



11. 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).
Zap-add email recipients.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.

12. 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.
Zap-edit email content.png



13. Test your newly created Zap. Then name it and turn this Zap on.
Zap-finishing step.png



14. Check this Zap in the Zap list.
Zap list.png



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