How to Use Zapier

Getting started with Zapier

In this guide, you will learn how to automate tasks between different applications using Zapier. By the end, you'll be able to create your first Zap and streamline your workflows, saving you time and effort.

Step 1: Sign up and set up

1. Go to zapier.com.
2. Click on the “Sign Up” button in the top right corner.
3. You can sign up using your Google account or enter your email and create a password.
4. Once you’ve signed up, you’ll be prompted to select a plan. Choose the “Free” plan to start with 100 tasks per month.

Step 2: Your first Zap

1. After logging in, click on the “Make a Zap” button located in the top left corner.
2. Choose your trigger app by clicking on “Choose a Trigger App.” For example, select “Google Forms” if you want to automate form responses.
3. Select the trigger event (e.g., “New Response in Spreadsheet”) and click “Continue.”
4. Connect your Google account and select the specific form you want to use, then click “Continue.”
5. Now, choose your action app by clicking on “Choose an Action App.” For instance, select “Gmail.”
6. Choose the action event (e.g., “Send Email”) and click “Continue.”
7. Connect your Gmail account and fill in the required fields (like recipient, subject, and body).
8. Click “Test & Continue” to ensure everything works, then hit the “Turn on Zap” button.

Step 3: Get better results

• Use filters to refine when your Zaps run. Click on the “+” icon between your trigger and action steps, select “Filter,” and set conditions (e.g., only if the form response includes a specific keyword).
• Explore “Multi-step Zaps” to connect more than two apps for more complex workflows. You can add additional actions by clicking on the “+” icon after your first action.

Pro tip

Use the “Zap Templates” feature by clicking on “Explore” in the top menu. This allows you to see pre-built Zaps that you can customise, saving you time on setup.

Common mistake to avoid

Don’t skip testing your Zap after setting it up. Always use the “Test & Continue” button to ensure that your trigger and action work as expected before turning on your Zap.