Zapier

Zapier is a webhook service that enables integration between web-based services through “Zaps” — information from one service triggering actions in another. Apptoto is available on the Zapier platform to expand automation capabilities for scheduling and reminder messaging.

Connect Apptoto

1. Navigate to Settings > Integrations tab > Developer Tools section in Apptoto. Click Zapier.

   

2. On the Advanced Integration Options tab, click Open Apptoto on Zapier.

   

3. Log in to an existing Zapier account or sign up for a new one.

   

4. Acknowledge Zapier’s usage terms and grant necessary permissions to integrate with your Apptoto account.

Setting up your Zap

The first step involves selecting the app and event that triggers the Zap — a specific action that starts the automation, such as a new appointment booking or attendance status change. Once triggered, the Zap automatically runs remaining steps.

Apptoto trigger events

1. Select your trigger event. Triggers allow your Apptoto account to feed information to Zapier for external service actions:

   • Appointment Scheduled — new event created through an Apptoto booking page
   • Message Received — incoming message received in Apptoto
   • Message Sent — message sent from Apptoto
   • Participant Booking State Changed — participant booking state changes (invited, accepted, declined, etc.)
   • Participant Check-In State Changed — participant check-in status changes (arrived, late, no-show, etc.)
   • Participant Reminder State Changed — reminder status changes ([REMINDED], [CONFIRMED], [CANCELLED], etc.)
   • Payment Processed — payment charged or captured via Apptoto
   • Payment Refunded — payment refunded via Apptoto

   

2. Click Sign In to grant Zapier access. Enter your Apptoto email/username.

   

3. Log in to Apptoto and navigate to Settings > Integrations > Developer Tools. Click API Keys.

   

4. Click the green + Add API Key button. Enter a name for your Zapier API key and click Create.

   

5. Copy the generated API key.

   

6. Enter the API key into the Zapier access screen. Click Yes, Continue to Apptoto.

   

7. Your Apptoto account should now be successfully linked. Click Continue to proceed. Test your trigger by clicking Test Trigger. Zapier displays the latest event records from your account. Click Continue with selected record if the record appears correct.

   

8. Select the external app to take action after receiving Apptoto trigger data and continue setting up.

9. Once tested and confirmed, name your Zap (including version if needed) and click Publish.

Apptoto action events

Set up Zaps so external tools feed data into Zapier, which then sends it to Apptoto for action. This typically applies to calendars and address books.

1. You should already have a trigger event created.

2. Click the plus sign below your trigger event to add an action event. Select Apptoto from the Apps list.

3. Select an Action Event to have Apptoto take action upon receiving data from another app:

   • Create or Update Contact — creates or updates a contact in an address book
   • Create or Update Event — creates or updates an event on a calendar
   • Remove Contact — removes a contact from an address book
   • Remove Event — removes an event from a calendar
   • Find a Contact — searches for a contact in Apptoto (use before Create/Update or Remove Contact actions)
   • Find an Event — searches for an event in Apptoto (use before Create/Update or Remove Event actions)

   

4. If already using an Apptoto account Zap, it should link to the “Account” field; otherwise, follow the trigger setup steps above. Click Continue.

5. On the Configure screen, enter text manually or click + to add fields from your trigger event to pull data automatically when the Zap runs.

6. Test and publish your configured Zap.