GTR + WildApricot with Zapier

Overview

Streamline your organization's event management with a GTR + WildApricot integration built in Zapier. 

To learn more about using Zapier to build integrated workflows with WildApricot, view our help article on Zapier integrations.

GTR

GTR Events, a Personify product, integrates with WildApricot to provide flexible event technology for trade shows, conferences, corporate events, and more.

Some examples of integrated workflows you can build using GTR + WildApricot include:

• Automatically print an event badge with GTR when a new registrant is added to your WildApricot events database
• Use GTR to track your booth attendance at a trade show and add contacts to your WildApricot database at the same time

Note: To create a WildApricot + GTR integration in Zapier, you'll need a GTR account.

Zapier 

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. 

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.

To build a Zap that connects GTR and your WildApricot account, you'll select GTR and WildApricot as your Trigger or Action apps. 

Getting started

You'll need active accounts with WildApricot, GTR, and Zapier. The process of creating an automated workflow integration with GTR + WildApricot in Zapier involves three main parts:

Part 1: Authorize Zapier in WildApricot

Part 2: Retrieve the API key and Event ID in GTR

Part 3: Connect GTR and WildApricot in Zapier

The steps are described below. 

Part 1: Authorize Zapier in WildApricot

• View our Zapier integrations article for step-by-step instructions on how to authorize Zapier to access your WildApricot account and where to find the API key. 
• You'll need the API key to connect your WildApricot account in Zapier.
• You can always find the API key for an authorized application in your WildApricot account by navigating to Admin > Apps > Authorized applications.
  
  

Part 2: Retrieve the API Key and Event ID in GTR

1. Log in or Sign up for a GTR account.
2. In GTR, select an upcoming event from your List of Events.
3. Select Integrations from the Event Overview sidebar menu and click + New Integration. 
4. Select Zapier as the integration to add by clicking the Use Zapier card.
5. A popup will display an API Key and Event ID. You'll be prompted to provide this API Key and Event ID when you connect your GTR account to a Zap.

Part 3: Connect GTR and WildApricot in Zapier

In your Zapier account, you create a Zap by selecting 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.

To build a Zap that connects GTR and your WildApricot account, you'll select GTR and WildApricot as your Trigger or Action apps.

Create the Zap

Note: If you require assistance with creating a Zap in your Zapier account, use the Get help chat button in Zapier or refer to Zapier's help center for support. 

1. Log in or sign up for a Zapier account. 
2. Click + Create Zap.
3. 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

1. In the Trigger search bar, search for and select either GTR or WildApricot as the app that will begin the workflow.
   
   In the example below, the user has selected WildApricot as the Trigger app. 
2. 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.
3. In Account, click Sign in to connect your trigger app account. Follow the prompts to complete the sign-in process.
   
   Note: When you select GTR as your Action app, you provide the API Key and Event ID generated in your GTR account. When you select WildApricot as your Action app, you provide the API key generated when you authorized Zapier in your account.
   
   For this example, the user has selected WildApricot as the Trigger app, so they will sign in and connect their WildApricot account using the API key generated when they authorized Zapier. 
   
4. After you've connected your Trigger app, click Continue.
5. In Trigger, follow the prompts to complete the required information. The information that is required for this step is determined by the trigger app and trigger event you selected.
   
   In this example, the user selected WildApricot as the trigger app and When a New Event Registration is Created as the trigger event, so they are prompted to select a specific Event Id from the organization's upcoming social events. The list of Event Id options is drawn from the organization's Events List in their WildApricot database. 
6. Click Continue after you have provided all of the required information for the Trigger.
7. Now you're ready to test the Trigger for your Zap. Click Test trigger.
8. To test your Zap, Zapier displays 3 actual records from your Trigger app's database. These are labeled A, B, and C. This is only for testing purposes and does not affect the actual record in your database.
   
   In this example, Zapier has loaded 3 registrants for the organization's Big Fall Gathering from the organization's WildApricot database.
   
   Select one and click Continue with selected record.

Choose the Action

1. In the Action search bar, search for and select either WildApricot or GTR as the Action app.
   
   For this example, the user has selected GTR as the Action app. 
2. Next, use the dropdown menu to select the Action Event. The Action Event is the operation the Action app will perform when it is triggered. Select an Action Event and click Continue.
   
   For this example, the user has selected Create Participant as the Action Event to be executed in GTR.
   
3. In Account, click Sign in to connect your Action app account. Follow the prompts to complete the sign-in process.
   
   Note: When you select GTR as your Action app, you provide the API Key and Event ID generated in your GTR account. When you select WildApricot as your Action app, you will need to provide the API key generated when you authorized Zapier in your account.
   
   
4. In Action, follow the prompts to complete the required information. The information that is required for this step is determined by the action app and the specific action event you selected.
   
   In the example below, the user has selected Create a Participant in GTR as the Action, so they need to provide additional information to complete the action. In this Zap, the user is prompted to select fields from their WildApricot database to be applied in the appropriate GTR fields.
   
5. Click Continue after you have provided all of the required information for the Action.
6. Click Test action.
7. 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, use Zapier's Get help chat button in your Zapier account or refer to Zapier's help center.

For troubleshooting or general information about app webhooks in your account when integrating with Zapier, view A note about webhooks with Zapier.