Integrate Zapier with YouCanBookMe

Zapier is a powerful automation tool that links YouCanBookMe to thousands of other tools, automating manual jobs and improving productivity. Account Owners can integrate Zapier to connect their YCBM account to 6,000+ other services.

This feature is available on Professional and Teams plans.

Integrate Zapier with YouCanBookMe

Take a look at the list of services that link to Zapier to get some ideas of how your bookings page can trigger a range of automatic activities.

1. On your YouCanBookMe account click on the circle with your initials in it at the top right of your account page and select Integrations from the dropdown.
2. Scroll down to Integrations and Extensions. Click Connect next to Zapier. If you are already logged into Zapier, it will auto-connect to your Zapier account. Otherwise, it will prompt you to log in to your Zapier account.
3. Copy the Zapier key that is revealed on the Integrations page to use within your Zapier account.

Connect YouCanBookMe to Zapier

1. From your Integrations page in YouCanBookMe click Connect to copy your Zapier API key.
2. In your Zapier account, you can go to Apps, look for YouCanBookMe, and connect to your YouCanBookMe account using the API key. 

Now you're ready to create some Zaps! Zaps are the action of sending information from YouCanBookMe into your other tools, like CRMs, Accounting tools, Email Marketing tools, or a simple Google sheet. They are activated by Triggers. 

Migrate Older Zaps to the Latest Version

If you created zaps before May 30, 2024, you'll need to update your zaps to the new
version (2.0.2). You can find step-by-step instructions on this page.

1. When you first create a zap and add YouCanBookMe, you'll be asked to select the Event, which is Booking Notifications. These are where the triggers are found.

2. Next you'll be able to select your YouCanBookMe account. 

3. The third step, is the Subscription level, which is either the Account or Booking Page.

4. Choose Account if you want to apply the same zap to all the booking pages on your account.

5. Choose Booking Page if you want to create the zap on one, or multiple, booking pages. You'll then be prompted to select the booking pages that you want to apply the zap to. 

Zapier Triggers

The next step is Notification Types. These are the triggers and there are 12 available. You can choose more than one trigger per zap. This means you don’t need to create a separate zap for each trigger or booking page.

Booking created  

This trigger will fire each time someone makes a booking on the target booking page. As part of the trigger, our system will send through all the data we have about the booking. This includes all the information gathered on the booking form 

Booking cancelled / Cancelled by owner / Cancelled by booker

When someone clicks on the link to cancel a booking through our system, one of these triggers will fire. If you want to send the same information for all cancellations, use the Cancelled trigger. But if you need different information when either you or your booker cancels, you can choose the more specific ones. (Note that if you simply delete a booking from the underlying calendar, our system will record it as "canceled" but this trigger will not fire.)  

Booking rescheduled / Rescheduled by owner / Rescheduled by booker

This trigger fires when someone reschedules the booking using the YCBM link. If someone moves the meeting event in their calendar, YCBM will update the information, but it will not trigger a zap.

Booking accepted / Booking rejected

If you are using our Tentative feature to allow customers to request a meeting that you need to accept, you can set a zap to go when a booking has been accepted or rejected. 

Booking marked as no-show

This trigger lets you fire a zap to a separate database if you mark one of your meetings as a no-show.

Booking started / Booking finished

This trigger will fire at these specific times.

Test sample:

Next, Zapier will ask you to select a sample booking so it can ensure the test zaps contain correct data. It will usually provide you with 3 options. Select the option you want to use.

Please note, if the data in the sample doesn’t reflect recent changes to your booking page (like a new question you’ve added to the booking form), simply make a test booking on the page and the new fields will be reflected in Zapier.

Actions

Next, you select the app you want to send your booking data to. This could be a spreadsheet, a CRM, Slack, or a marketing email tool - there are thousands to choose from. These next steps will be dictated by that tool.

• If it’s a CRM, it will ask you to select the data you want to go into each contact field.
• If it’s an email marketing tool, it will ask you to create a personalized email using the fields from the YCBM booking information.
• If it is a spreadsheet, Zapier will read the column headers and ask you to map the YCBM data to those columns.. etc

For each of the fields, you can decide which piece of YCBM data will be added. You can select answers to individual booking form questions. For example, in an email, you’d select {EMAIL} to be entered into the ‘To address’ field. Then {FNAME} for the greeting.

Important Note:

This is where the shorthand codes assigned to each question are very important. Zapier will display a list of all the codes in use across all the pages on the account. You can use the search function to find the correct field for your booking page. 

Suggested Zaps to try with YouCanBookMe

Once you are all set up, you should check out this list of possible integrations for ideas on how you can get the most out of Zapier and YouCanBookMe.

For further questions, contact our team at support@youcanbook.me.

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