Automate Workflow With Zapier For Better Time Saving

With Zapier, you integrate your other apps then tell Zapier what you would like to accomplish. Luckily, it takes care of team operations, so your business is burdened with coding or wanting to employ the hands of developers to keep things working.  

Businesses want the newest technology to work like magic, but we can’t always hire coders or learn it ourselves while still running the ship. With automation tools like Zapier. this is often a coding-free tool you’ll use to integrate many of the apps and tools you’re already using, making them work together without tons of hassle.  

Let’s get right into what Zapier is, how it works, and a couple of ways it can make your daily activities or your teams’ lives easier every day.  

Also read: Team Collaboration software

What is Zapier and how does it work?  

Zapier is a web platform that helps you automate workflows by connecting the apps and services you work with. This enables you to automate tasks without having to create this integration yourself. Or having to hire someone to create this integration for you.  

To give an example, Zapier can automatically send a custom tweet right after you’ve published a post. The custom part meaning that you simply find out once these automatic tweets will appear you want and what they’re going to contain. But with over 1500+ destinations aside from Twitter, Zapier can handle many automatic tasks for various platforms or destinations.  

It does so by letting you create “Zaps”, automated workflows that contains a trigger and one or more actions. Once you’ve found out and activate a replacement Zap, it’ll run its action(s) whenever the trigger event occurs. For a clearer example: let’s say you set a Zap for a custom tweet that goes out for each published post. During this case, publishing a post is what triggers an event and therefore the custom tweet is the automated action that follows.  

For instance, If you’re a freelancer, a manager or maybe a startup business, then you likely use web apps like Gmail, Dropbox, Slack, Trello, Artable, and so on, on a day to day. At times, SaaS founders find themselves utilizing 25+ apps on a daily basis. This becomes inconvenient, repetitive, and it can become time-consuming and even before your company or client base starts growing.  

And that’s where Zapier come in.  

If you’re trying to grow your agency, startup business, or maybe independent client network, you don’t want to be seen as dull, menial, time-consuming work. Work like organizing files into folders after receiving them from different sources, or maybe setting calendar event reminders.  

Instead, your mental and physical energy might be better spent on something more meaningful. For instance, drafting up strategy plans or networking with prospective employees, clients, etc.  

This way, Zapier will specialize in automating your business workflows. Whereas you’ll specialize in the growth of your business.  

Terms commonly used in Zapier  

Zapier comes with its own commonly used terms and language and knowing these can assist you understand what’s possible with the service. While you’ll find many advanced features have their own terms, there are four general ones to understand, especially when comparing the software plans:  

Zap: It is a term used to automate workflow between your apps. Consider it just like the entire process. So, in our examples above, the Zap would be the whole workflow of turning a Trello task into a Google Calendar event. Zaps will always have two major parts: the trigger and then the action.  

Trigger: Triggers are terms used for events within one piece of software that initiate a workflow. What’s important here is that Zapier will actively search for them once you’ve set it up. So, for Trello, it’ll always check out new cards and tasks as they’re created, but it’ll only trigger your Zap when the new card or task is assigned to you and features a maturity.  

Action: The action is whatever steps the Zap takes, like creating the Google Calendar event. counting on your subscription plan, Zaps can have multiple actions and even add multiple programs off an equivalent trigger.  

Task: A Zapier Task is how the app tracks your actions and it’s important for selecting your plans. whenever a Zap does its action “Action” steps, Zapier counts this as performing a task. In our example, meaning if it adds 10 things to your Google Calendar, you’ve run 10 Zapier Tasks.  

Knowing these terms will assist you choose the proper plan and discuss actions together with your team. Plus, it can make troubleshooting tons easier because the task definition may be a bit different from how most normally use it. 

Apps that Integrate with Zapier  

 Zapier supports over 1500 apps for workflow. In this Article, we’ll be concentrating on the ones that are useful for your teams.  

Below are some of them:‍  

For Communication: Slack  

Slack integrations make it extremely easy to share information together with your team. Whenever there’s an update to your knowledge domain or a current blog post for sales to read and share, a Zap can send this to your Slack channel with ease.  

If you employ a tool like Buffer to plan and collaborate on your marketing efforts, a Zap can notify the entire team when something has been added otherwise you need approval.  

You can also use Slack integration to keep team members on same page for various events or actions. If you furthermore want to link a Twitter account, you’ll set Zapier to automatically share any new tweets or mentions in a specific channel. Create a Twitter list of your competitors and use a Zap to send all of that to a search Slack channel and you’ll be able to see the newest efforts from competitors. Also used  for Reddit mentions, Facebook posts, Instagram tags, and more.  

For Calendars: Google Calendar  

If you’re like me, you almost certainly have too many project management tools running at the same time. Every client and team uses their own, which makes it hard to remain on top of to-dos and meeting times.  

Zapier has been an incredible help because of its Google Calendar integrations. Exploit its features for project or task with a selected maturity to your calendar. And, for services like Trello, it can add a note to see in on a project during a certain timeframe before it’s due — like every week before. You’ll also link Google Calendar and Outlook to place every event and meeting on your calendar, automatically adding invites so you never miss a thing.  

For Content: CloudApp  

 We need to highlight the CloudApp Zapier integration: 

Posts automation and sharing of latest CloudApp creations  

With this pairing, you’ll automatically share and invite feedback on new items that you simply create. Create and do more, including:  

Whenever you add a replacement drop, it is sent to Slack or Trello for everybody on the team to see and confirm.  

Automatically upload files to Google Drive in order that the whole team can access every element as soon as its ready.  

Businesses where their marketing teams are using one CloudApp account specific for updated content, can use a Zap to automatically tweet out any new drops too!  

Give sales a lift by adding newly viewed drops to an Excel or Google Sheet.  

Receive Slack notifications whenever a CloudApp link is viewed for the primary time so you know when to start tracking each new view. 

For Email: MailChimp  

Zapier makes it easy to create an email list and maintain it. Integrate MailChimp or other platforms with Zapier and setup a Zap to add people. Integrating with web form providers, newsletter subscription options, or conference tools like GoToWebinar below and you’ll automatically add newly acquired email addresses to your lists.  

Zaps can add people to both general email lists and as specialized ones. I prefer it for adding new people in various parts of the sales funnel supported by where we get their email from — general info signups go higher within the funnel than an email exchanged for an eBook that gives detailed tool support. 

For Leads: Eventbrite or GoToWebinar  

How does one meet with clients?  

Many small and mid-sized businesses use a mixture of online and in-person meetings. Integrating these tools, like GoToWebinar or Eventbrite, can assist you manage sales and leads. If you’ve got large events with potential customers, for instance, you’ll use Zapier to feature new Eventbrite attendees to MailChimp as contacts or Salesforce as leads. Businesses can easily tag contacts and leads with additional information as soon as they check-in with Eventbrite.  

On the digital side of things, it’s easy to use a Zap to capture GoToWebinar registrants and make new customer profiles about them. You’ll even have a Zap that checks new registrants against your existing customer databases. Or, go the opposite direction and send HubSpot or Gravity form submissions to GoToWebinar in order that you’ll get every lead on same page.  

This simply means that your team can only manage one list of contacts and attendees, which can greatly reduce their time and eliminate duplicates (which can annoy potential customers).  

How much does Zapier cost?

Zapier has different pricing plans that ranges from free trial options to options for Large, small and medium-scale businesses.  

The free trial options limits you to having access to premium options and the premium apps include Salesforce, Zendesk, PayPal, Pinterest, and Shopify.  

Below are a number of plans you can choose from:  

Free Plan  

The free trial option allows you to explore Zapier and use it if your needs are very small. You can make use of up to 5 single-step zaps that perform about 100 tasks per month. You cannot use any “premium” apps or services on free trial option.  

Starter Plan  

This plan starts from $19.99 per month. The Starter plan option has a limit of 20 zaps and can perform 750 tasks per month. You’ll create multi-step zaps and can make use of up to 3 premium apps. 

Professional Plan  

This plan starts at $49 per month, you’ll get unlimited zaps. This plan gives you up to 2,000 tasks per month, but you’ll have to upgrade to four pay levels to 20 ,000 tasks per month for $189.  

Team Plan  

This plan starts from $299 per month for unlimited Zaps and 50,000 tasks per month. This level includes variety of additional features including shared workspaces for team collaboration.  

Company Plan  

The highest package plan starts at $500 per month for up to 100,000 tasks but scales up to $3,500 for 1,500,000 tasks. The features include advanced enterprise administrative features like single sign-on and account consolidation, also as live training services. 

How to get started with Zapier  

If you do not yet have a Zapier account, go to and click on “Get Started for Free.”  

Once you’ve got a Zapier account, you ought to see the first screen, which is Zapier’s dashboard. This is often where you’ll see your existing zaps, create new ones and work with existing templates. However, the mouse on the left side of the screen is to ascertain options to form a replacement zap, see your existing zaps, see apps and services you’ve connected to Zapier, and more.  

The Zapier dashboard is where you create zaps and manage your existing ones.  

To make a replacement zap, move the mouse over the plus button at the highest left and click on “Make a Zap.”  

Follow the instructions to create your zap. Start by choosing the app you would like to line as a trigger – for instance, if you would like to perform an action once you “star” an email, select and click on “Gmail” then set “New Starred Email” and then trigger event. After each step, click “Continue.”  

Click “Trigger” and specify what you would like to happen when an email is starred. For instance, you’ll click “OneNote” then specify “Create Note in Section” to repeat the knowledge about the e-mail to a selected section of OneNote. You will need to also choose what information to repeat there, like the topic, email body, or sender.  

Zaps might look intimidating initially, but they’re easy to create if you follow each step.

These are some of the Important things you need about the Zapier automation system.

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