Overview
You can create automated workflows by integrating apps with WildApricot in Zapier.
Check out our article on building integrations with GTR and WildApricot in Zapier.
Zapier
With Zapier, you can choose from more than 3,000 apps to integrate with WildApricot.
The possibilities are endless, but some examples of automated workflows include:
- Immediately get notified about new event registrations through a dedicated Slack channel
- Check in event registrants via Google Sheets and instantly update your WildApricot database with a record of their attendance
- Automatically add your organization's events to external calendars with WildApricot + Google Calendar integrations
In Zapier, an automated set of operations that uses multiple connected apps is called a Zap. Each Zap consists of a Trigger and one or more Actions. Turning your Zap on will run the Action events every time the Trigger event occurs. 
Getting started
The process of creating a Zap using WildApricot involves two main parts:
Part 1: Authorize Zapier in WildApricot
Part 2: Connect your apps in Zapier
These steps are described below.
Part 1: Authorize Zapier in WildApricot
To allow Zapier to integrate with your WildApricot database, you first need to authorize Zapier to access your account.
- In Apps, select Authorized applications.
- Click the Authorize application button at the top of the screen.
- In Application authorization, select Server application and click Continue.
- In Application details, enter Zapier as the application name and select Full access.
- Under the Application name, you'll see a unique API key. Copy the API key to your clipboard and click Save in the top left corner of the screen.
Important Note: The API key will not be activated until you click Save after completing the steps above.
You will provide the API key when you connect your WildApricot account to a Zap.
Note: Whether you select WildApricot as a Trigger or Action app, providing the API key generated when you authorize Zapier is part of the process when you connect WildApricot to a Zap.
You can always find the API key in your WildApricot account by navigating to Admin > Apps > Authorized applications > Zapier.
Part 2: Connect your apps in Zapier
Note: If you need help building a Zap in your Zapier account, use the Get help chat button in Zapier or refer to Zapier's help center for support.
In your Zapier account, when you create a Zap, you select a Trigger app and Trigger event, then an Action app and Action event. You connect the apps by following the prompts as you build the Zap.
- The Trigger event is the operation that the Trigger app performs to start the Zap.
- The Action event is the operation that the Action app performs as a result of the Trigger event.
- Your Zap is what connects it all together.
Create a Zap
Note: If you need help building a Zap in your Zapier account, use the Get help chat button in Zapier or refer to Zapier's help center for support.
- Log in or sign up for a Zapier account.
- Click + Create Zap.
- Select Classic Editor in the top right corner of the screen. The instructions in this article apply to the steps in the Classic Editor.
Choose the Trigger
- In the Trigger search bar, search for and select the app you will use to trigger the workflow.
In the example below, the user has selected WildApricot as the Trigger app.
- Use the dropdown menu to select the Trigger Event. The Trigger Event is the activity that happens within the Trigger app to start the series of actions in your Zap.
Available Trigger Event options are determined by the trigger app you select. Select a Trigger Event and click Continue.
In the example below, the user has selected When a New Event Registration is Created as the trigger event, using WildApricot as the trigger app.
- In Account, click Sign in. Follow the prompts to complete the sign-in process for your trigger app and to connect the app to the Zap.
Note: When you select WildApricot as a Trigger or Action app, you will need to provide the API key generated when you authorized Zapier in your account.
In the example below, the user has selected WildApricot as the trigger app, so they are prompted for the API key after signing in.
- After you've connected your Trigger app, click Continue.
- In Trigger, follow the prompts to complete the required information. The information required for this step is determined by the trigger app and the specific trigger event you selected.
In the example below, the user is prompted to select a specific Event Id from the organization's upcoming social events. The list of options is drawn from their WildApricot database.
- Click Continue after you have provided all of the required information for the Trigger.
- Now you're ready to test the Trigger for your Zap. Click Test trigger.
- To test your Zap, Zapier displays 3 actual records from your Trigger app's database. These are labeled A, B, and C. Select one and click Continue with selected record.
In the example below, Zapier has loaded 3 registrants for the organization's Big Fall Gathering from the user's WildApricot database.
Note: This step is for testing purposes only and won't affect the actual records in your database.
Note: For more detailed help with Zapier, please use Zapier's Get help chat button in your Zapier account or refer to Zapier's help center.
Choose the Action
- In the Action search bar, search for and select the app you will use to perform the action in the workflow.
For this example, the user has selected Slack as the Action app.
- Use the dropdown menu to select the Action Event. The Action Event is the action your Zap will perform, using the app you select, when it is triggered. Select an Event and click Continue.
For this example, the user has selected Send Channel Message as the Action Event.
- In Account, click Sign in to connect your Action app account. Follow the prompts to complete the sign-in process.
Note: When you select WildApricot as the Trigger or Action app, you will need to provide the API key generated when you authorized Zapier in your account. - In Action, follow the prompts to complete the required information. The information required for this step is determined by the action app and the specific action event you selected.
In the example below, the user needs to select a specific Channel from their Slack account. The user also selected specific database fields, drawn from their WildApricot database, to be included in the message text.
- Click Continue after you have provided all of the required information for the Action.
- Click Test action.
- After a successful test, you can click the plus icon to add more Actions to the workflow or click Publish.
Your new Zap will appear in your Zapier account.
Note: For more detailed help with Zapier, please use Zapier's Get help chat button in your Zapier account or refer to Zapier's help center.
A note about webhooks with Zapier
WildApricot has designed its app integrations with Zapier so that you don't have to worry about configuring webhooks.
- Each time you create a Zap that uses WildApricot, the app automatically configures a webhook in your account to streamline the integration.
- When you disable or delete your Zap in your Zapier account, the webhook for that Zap will also be removed from your WildApricot account.
It's important that you do not alter the configuration settings for your Zapier webhooks. Doing so will disable the Zap.
Troubleshooting your Zapier webhooks
If you accidentally edit or delete a Zapier webhook in your WildApricot account's Apps settings, don't worry. A new one will be configured when you reset and restart the Zap in Zapier.
In your Zapier account, set the toggle for the Zap to Off. You can do this within the Zap Editor, or from your My Zaps screen.
Turning off a Zap removes the webhook. When you restart the Zap, a new webhook will automatically be generated for you.
For more detailed help with Zapier, use Zapier's Get help chat button in your Zapier account or refer to Zapier's help center.
