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Connect to other Apps with Zapier

Zapier is a popular automation platform that enables you to connect various applications and streamline your workflow. Integrating your account with Zapier allows you to automate tasks and create custom workflows between your preferred app and other services. This article provides a step-by-step guide on connecting your account to Zapier and leveraging its capabilities to enhance your app experience.

Main benefits

  1. Automate tasks: Zapier allows you to automate repetitive tasks by connecting your app with other applications. This saves you time and effort, as actions can be performed automatically without manual intervention. 
  2. Streamline workflow: By integrating with Zapier, you can create custom workflows that facilitate seamless data transfer and synchronization between your app and other systems. This eliminates the need for manual data entry and ensures a streamlined workflow.
  3. Expand app functionality: Zapier enables you to extend the functionality of your app by integrating it with other services. This integration allows for enhanced features and capabilities, enhancing your overall app experience.
  4. Increase efficiency: Focus on more critical aspects of your work while Zapier handles repetitive and time-consuming processes. 

Important: Zapier integration is not included in all plans. Visit the App market to check if you are eligible.

Important: to create Zapier automation, look for "vcita" as the platform name.

How Zapier Works

First, let’s understand what it is "Zap".A zap is a workflow that connects two or more apps and automates tasks. A zap has a trigger and an action. When the trigger is met, the action is completed.

Example: When a New Client (trigger) is added in vcita (trigger app), a new subscriber should be added/updated (action) in Mailchimp (action app).


Getting Started with Zapier

  1. Go to the App Market on the left menu
  2. Click on Zapier and install the app
  3. Log in to your Zapier account
  4. Under "Make a Zap" select the app you want to trigger the event from and the app you want the action to be initiated. (Look for the vcita app)
  5. Once done, click "Try it" to complete your Zap. 
  6. Configure the action by providing the necessary details and mapping the relevant data fields. Customize the integration based on your specific requirements. The options will differ based on the action and app you selected. 
  7. Test the Zap to ensure it is working correctly. Zapier provides a test environment to verify the connection between your app and the selected app.
  8. If the test is successful, enable the Zap to start the automation process.
  9. Customize additional settings as needed, such as filtering criteria or data formatting.
  10. Save your Zap and give it a descriptive name for future reference.

Note: Fields may not always match up exactly, but you can edit your client card settings to create fields that better match your other applications.

Managing Your Zaps

Once you have created a Zap, you can monitor your integrations in the Zapier dashboard. This allows you to:

  • Turn on or off individual Zaps.
  • Edit existing Zaps to modify triggers, actions, or settings.
  • View the activity log to track the success and failure of each Zap execution.
  • Create multiple Zaps to automate different tasks and workflows.

Note: The success of the Zap depends on the integration options made available by the third-party application. While the platform will send all available information, the Zap will not work if the action app is not programmed to receive any information.

Supported Actions and Triggers

In addition to integrating with other apps using Zapier, you can also take advantage of the supported actions and triggers offered by the platform. Utilizing these triggers and actions allows you to design powerful workflows and automate various tasks. Whether creating appointments, adding new clients, or generating invoices, the supported actions and triggers provide flexibility and efficiency in managing your account.


Whenever any of these triggers are activated within your account, vcita will report data to the third-party application that you have connected via Zapier, and the action your set up will be carried out.

  1. New Appointment: This trigger is activated when a new appointment is scheduled. You can use this trigger to initiate actions in other apps based on new appointment bookings.
  2. New Client: With this trigger, you can automate actions whenever a new client is added to your client list. It enables you to maintain a synchronized client database across multiple apps.
  3. New Invoice: This trigger is activated when a new invoice is created in. You can use this trigger to automate invoicing and financial management actions.
  4. New Payment: This trigger is activated when a payment status changes to Paid.


The platform supports the following actions:

  • Create Client
  • Update Client
  • Find Client
  • New Message
  • Create Payment
  • Create Invoice

Whenever the platform receives data from the third-party application based on the trigger you set in the zap, the selected action is carried out in your account.

Note: The Create Client action is based on the client's email. If the email address received from the Trigger app matches an email already in your client list, a new client will not be created.

Connect Apps for Enhanced Functionality

Optimize your business operations, unlock new efficiencies, improve communication, and streamline workflows by connecting to your favorite apps. Check out some of your integration recommendations:

  1. Streamlined Data Management: Integration with apps like Google Sheets, Microsoft Excel, or CRM lets you sync client data, appointments, and payments automatically. This ensures that your information is always current and eliminates the need for manual data entry or transfers.
  2. Enhanced Communication: By connecting messaging apps such as JotForm, you can sync messages to your inbox. This centralizes your client communication, allowing you to respond promptly and efficiently. Stay organized and provide excellent customer service with all messages conveniently accessible from your account.
  3. Simplified Payment Processing: Integration with payment apps like Stripe or PayPal automates payment recording and invoice generation. When a client makes a payment, the platform can automatically update the client's payment history and generate invoices. This streamlines your financial management and reduces administrative tasks.
  4. Increased Lead Conversion: Connect lead-capturing apps like Mailchimp or Facebook Lead Ads to capture and convert leads seamlessly. Automate the creation of client records, saving time and ensuring that no potential clients slip through the cracks.

Important: If you are having issues with your zap or would like to learn more about configuring zaps in Zapier, please visit the Zapier help center and contact Zapier support.

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