Zapier

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What is Zapier?

Zapier is an automation tool used to link multiple web apps together by creating Zaps. A Zap uses a web apps API to GET or POST information which can then be sent to another web apps API.

How does Zapier work?

A Zap consists of triggers and actions. Using Gmail and TutorCruncher as an example, when your Gmail account receives an email (trigger), Gmail then sends the information of the email to Zapier. Once Zapier receives the information, you can then filter the email to check if the contents has any keywords to make sure the email should be processed. Once your checks have passed, you can then use the information in the email to create Roles or Jobs in TutorCruncher (action).

How to setup first Zap with TutorCruncher

TutorCruncher Triggers

First, sign up and create your Zapier account. Create your first Zap by clicking the "Make a Zap!" button.

Make a Zap! button
Make a Zap! button

Now select your app you would like to use as your trigger.

Select app for trigger
Select app for trigger

Using your selected app, choose one of their triggers in which your want receive information on.

Choose trigger on the app
Choose trigger on the app

If its your first time using this app, you will need to login or link your apps account to your Zapier account. The example we'll show is using TutorCruncher. With other apps you must use their help articles in how to link their app to Zapier.

After clicking "Sign in to TutorCruncher", a pop up window will appear which asks you to enter your API key from System > Settings > Integrations. If your haven't got an Integration set up, create a new Integration for Zapier. Once it's created, you will want to copy and paste your private key into the Zapier pop up.

Copy your Zapier Integration's private key
Copy your Zapier Integration's private key
Paste into the Zapier pop up
Paste into the Zapier pop up

Once your two accounts are linked, Zapier will provide you with a webhook link. This is where TutorCruncher will send the your information for your triggers. On your Zapier Integration, you will want to click "Edit", then copy and paste your webhook link into then "Webhook base URL" field.

Copy your Zapier webhook url
Copy your Zapier webhook url
Paste your webhook url into your Zapier TutorCruncher Integration.
Paste your webhook url into your Zapier TutorCruncher Integration.

Now your two accounts are ready for sending and receiving webhooks. It will ask you to test the trigger you've set up, however, this is just to view sample data from an existing trigger sent from TutorCruncher. You may skip this test if you want as may take a while for Zapier to receive a webhook.

Your trigger should now be set up and working correctly, you may add a filter, delay or any other app available before you set up your TutorCruncher action.

TutorCruncher Actions and Events

Setting up your action for TutorCruncher is very similar to setting up the webhook above, select the TutorCruncher app, then select one of the TutorCruncher actions. These actions include:

  • Create Tutor
  • Create Client
  • Create Student (Requires existing Client)
  • Create Affiliate
  • Create Job
  • Get Client
  • Get Student
  • Get Affiliate
  • Get Tutor

In this example we will create a Student which requires an existing Client. To do this you can either create a Client, which will return back to Zapier the Client's ID or you can use the webhook variable "Events Actor ID" which will be a Role's ID. You will want to check the Actor is a Client before using the ID as this may cause issues.

In this example, we have a Client's ID from the webhook example information. We will want to create a Student with some data which we don't have but the Client does. We can use the "Get Client" action to get the Client's information from TutorCruncher and use this information to create the Student.

To use "Get Client", simply select the TutorCruncher app and event and choose the correct account linked to Zapier. Next you will be asked to fill in a field called "Client ID". We will use the "New Action" trigger information which has the variable "Events Actor ID" holds the Client's ID.

On the field "Client ID", click the dropdown button on the right hand side of the field and select "Events Actor ID" or a variable which holds the Client's ID.

Pick the Events Actor ID from the dropdown to fill the field with the Client's ID
Pick the Events Actor ID from the dropdown to fill the field with the Client's ID

Now we have set up getting an existing Client's information from TutorCruncher which we can now use to create a new Student for that Client. Testing this step on Zapier may cause an error as the Client ID may not exist on your TutorCruncher account.

Creating Roles are very similar but some may have different required fields. To create a Student, you need to set up a new action and choose the "Create a Student" event.

Now you've set up your create student action, you can now fill in the fields using information from either the Client's information or the webhook's information. Below is an example of how it may look.

Fill in the fields you wish and which are required to create a Student
Fill in the fields you wish and which are required to create a Student

Your Zap should be finished and can now be turned on.

Turn on your Zap
Turn on your Zap

Example Zapier apps to integrate with TutorCruncher

  • Gmail
  • Microsoft Outlook
  • Mailchimp
  • Google Calendar
  • DocuSign
  • Xero
  • QuickBooks
  • Google Todo