Setting Up Simple Automations with Zapier: A Step-by-Step Guide

When it comes to automating tasks, many businesses turn to tools like Microsoft Power Automate. However, for those outside of the Microsoft ecosystem, another option is available: Zapier. This article will walk through setting up a simple automation in Zapier, connecting two external apps together.

The problem being addressed here involves creating a Discovery Meeting on Calendly and automatically generating an organization, person, and deal in Pipedrive. The goal is to streamline this process by eliminating the need for manual data entry. To achieve this, we’ll use Zapier’s capabilities to pass information from Calendly to Pipedrive.

As a prerequisite, it’s essential to have your Discovery Meeting event type set up in Calendly with a form question for ‘Firm Name.’ This will provide the necessary information for creating organizations and deals in Pipedrive. With this setup complete, we can proceed to Zapier and create our connection between the two apps.

To start, sign into your Zapier account by going to zapier.com and clicking on + Create in the top left corner. From there, select ‘Zaps’ as shown in the provided screenshot. If you don’t have an account, you can sign up for a free trial to get started with this process.

Once you’ve accessed the Zaps editor, it will begin with a Trigger and an Action. Click on Trigger, which brings up an app list where we’ll search for ‘Calendly’ and select it as indicated in the following screenshots. This opens the Setup screen for selecting the Trigger event and Account.

For the Trigger event, choose Invitee Created from the available drop-down options. For Account, click Select and connect to your Calendry account by entering your login credentials. Click Continue as shown in the screenshot that follows this step.

The next screen is for configuring the Trigger. Here, we’ll select user from the Webhook subscription scope dropdown options and choose our Discovery Meeting event type set up earlier in Calendly. Then click Continue to move on to the Test screen.

To run tests, Zapier needs a recent event to use as a sample. While on the Test screen, go to your own Calendry account and make a new Discovery Meeting for yourself using a personal email address. This will create an event that Zapier can utilize for this walk-through. Note the scrollbar showing additional details from the event.

Click Continue with selected record, and the Trigger process is complete. With the Trigger configured, click on Action to proceed with adding Pipedrive as our app of choice for creating organizations and deals.

To add the App, search for ‘Pipedrive’ in Zapier’s app list and select it. For Action event, choose Create Organization from the dropdown options. Connect your Pipedrive account by entering your login credentials, then click Continue to move on to the Configure screen.

On this Configure screen, we’ll use information from Calendry’s form question for ‘Firm Name’ as the organization name in Pipedrive. Click the + next to Organization Name and scroll down to Question and Responses for the organization name from Calendry’s form. Then click Continue and proceed with testing.

After the test finishes running, verify that an organization was created in Pipedrive by checking your account. Next, we’ll add a new Action to create a person in Pipedrive using information passed from Calendry.

To do this, follow the same process as before: click on Action and search for ‘Pipedrive’ again. Select Create Person from the dropdown options and connect your Pipedride account by entering your login credentials. Then proceed with configuring each field for person and email address.

For Organization in the new Action, we need to switch from Static to Custom as shown in the provided screenshot. When selecting the value for organization, use the assigned Pipedrive ID rather than the name. This can be done by selecting it from the options of the Create Organization action created earlier.

Once all fields are populated, click Continue and test the Action. Verify that a person was correctly created in Pipedride. For our final Action, we’ll create a deal in Pipedrive using information passed from Calendry.

To do this, follow the same process as before: click on Action and search for ‘Pipedrive’ again. Select Create Deal from the dropdown options and connect your Pipedrive account by entering your login credentials. Then proceed with configuring each field for deal creation, including Title, Status, Stage, Pipeline, Associated Organization ID, and Associated Person ID.

For these last two fields, switch them to Custom and select the IDs from the corresponding prior steps as shown in the provided screenshot. Click Continue, then Test, and verify that a deal was correctly created in Pipedrive.

With each Action tested and verified, we’re ready to publish our Zap by clicking on the Publish button in the top right corner of the Zaps editor. Once published, run a full test using new data and different personal email addresses from those used for setting up the Zap.