Zapier Integration

Purpose: Provides customers with the access to other crm integrations that can be used to make their Spotio experience that much better. Who: Members of Customer Support Available to: All admin on the account Goals:  To help the account admin build out Zap’s that will allow them to automate the push of Spotio information into additional applications Some of our most common Zaps include: Spotio to Salesforce - push Spotio pins over into Salesforce as a new contact or as a new lead Salesforce to Spotio - push new salesforce leads into Spotio to create a new pin Spotio to Zoho - push Spotio pins over into Zoho as a new contact or as a new lead Zoho to Spotio - push new Zoho leads into Spotio to create a new pin Spotio to Base  - push Spotio pins over into Base as a new contact or as a new lead Salesforce to Spotio - push new Base leads into Spotio to create a new pin Spotio to Trello - pushing pin information into trello cards or boards Spotio to Text Reminders - creating text alerts for the rep or or the homeowner reminding of an appointment or a visit recap Spotio to Thankster - sending an automated thank you card Spotio to Email reminder - creating an email reminder for an appointment set to send to the homeowner/business owner Sending an agreement to get an e-signature using SignNow The process: If you don’t already have a Zapier account, the very first step is to create one.   Create an Account with Zapier Go to https://zapier.com. Creating an account with your name, email and password. There are various Zapier plans to choose from, but their free plan gives you 5 Zaps plus 100 tasks per month.   BONUS TIP:  Zapier is integrated with 750+ applications (stay tuned for the next several weeks to learn more about different automations). You can set up simple two-step Zaps or take on the challenge of creating multiple steps adding in filters and multiple apps all at the same time. Before making a Zap from scratch, go to https://zapier.com/zapbook and search “SPOTIO.” There are pre-made Zaps to choose from that you are welcome to use. For example, search “SPOTIO Email by Zapier” and use this Zap to email appointment reminders to your clients as well as thank you emails. If you don’t find the Zap you need, you’ll need to create a one. Create a Zap Click the orange “Make a Zap” button. Set Up Your Trigger Find SPOTIO. Select the “New or Updated Pin” trigger and then hit “Save” + “Continue.” Click “Connect Your Account.”  At this point, you need to retrieve an API key. The account admin has access to this information.  To get your API key, simply click on “settings,” then “integration,” and “Zapier.” Once your API key is copied and pasted, click “save + continue.” Next, set your “action items.” Both the “action” and “status” fields are optional; however, this is what will trigger the info pushing over. So, for this example, we will select the specific status “Appointment Set” and leave the actions blank. Click “continue.” Zapier will now ask you to test the Zap you just created.  Test Your Created Zap Switch to your SPOTIO account and drop a test PIN. To build the Zap correctly the first time, fill in all the data you want included in the email, such as name, phone number, email. Add an “Appointment” field inside SPOTIO. BEFORE hitting save in SPOTIO switch back to Zapier to start the test. Start the test in Zapier. Switch back to SPOTIO and click “save” to save the PIN. After the testing process, you will see a green box with “Test Successful” inside.  Set Up Your Action Set In the “Choose App,” select(The integration you are wanting to choose,in this case we will select) “Email by Zapier.” Select “Send Outbound Email” and click “Save” + “Continue.” Fill in the remaining data (examples include): To: (homeowner’s email) pulled from Spotio with the email field. Subject: (what the email’s about) you can select a Spotio field or customize the subject to whatever you wish. Body: (input your email message) want to add tailored information about an appointment or info you have collected in SPOTIO? Choose the appropriate SPOTIO fields and add them to the email body. Attachments: (you can include any necessary attachments such as proposals, pictures, etc). From: (add the sender’s name here); this can be generic like “SPOTIO Office” or you can choose the “PIN” or “Appointment Assigned to” name field. Reply to: (if the recipient of the email needs to reply to an email other than the email it’s sent from, add that email here). BCC: (copy the rep who scheduled the appointment).  Click the blue “continue” button. Click on the “create and continue” button to send out a test email so that you know exactly what the email will look like to the recipient. Name the Zap. Go to the top left corner of the page beside the “pencil” icon and enter, for example, “SPOTIO Email Appt. Reminder.” Turn the Zap on by sliding the panel to green.  As we are not Zap experts and do not expect you to know how all 700+ works we will focus on the most commonly used ones ad get customers to the point of creating their Zap account and getting the integration setup. That will be our handoff point. If the customer wants help building the zap: They have all the integration details themselves and it is DIY but they can ask us question If they want us to do a screen share and walk them through it that is a professional service we offer (Professional Services) If there is an error in their Zap: Have them contact Zapier Support Depending on what Zapier support said, if we need to dig into their account then we will need the following information: Log in to Zapier Log in to the platform they are pushing too The emails from Support sent to us so we can review the information Then we will test the zap ourselves If neccessary push the information to dev with a video asking them for assistance in looking at the logs