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This guide applies to:

  • Basic Edition
  • Plus Edition
  • Pro Edition
  • Business Edition

Introduction

Use your Appointments to trigger new actions in Zapier using the Simply Schedule Appointments (SSA) Webhooks integration.

Webhooks are a way to send data between different sites/services. Your CRM or email tool might support Webhooks, and there are services like Zapier and IFTTT that make it easy to connect a webhook to thousands of applications you already use.

Simply Schedule Appointments and Webhooks work together to trigger to an action in Zapier. Zapier can then integrate with a variety of other apps such as ActiveCampaign, Google calendar, or Google Contacts, etc…

Example Use Cases

  • Send a Slack notification to your employees anytime someone books an appointment.
  • Add a contact to an ActiveCampaign from booked appoointments
  • Analyze appointment booked data by integrating with Google Sheets.

Create a New Zap Triggered by Appointments

Choose the Make a Zap option in your Zapier Dashboard. You’ll need to select the Webhooks by Zapier option, this is what we’ll use to integrate with Zapier on our end.

Zapier Webhooks Simply Schedule Appointments

Catch Hook Option for Webhooks

When it asks you to Choose App & Event, make sure to choose Catch Hook, this should let us hook up the Appointments and organizes the fields we pass to it.

Catch Hook Zapier Webhooks Integration

Customize the Hook for Webhooks

Copy the Custom Webhook URL so that you can paste it in one of the following steps.

Custom Webhook URL Zapier Integration

Enable Webhooks in SSA Settings

Now, you’ll want to enable the Webhooks panel in Settings in your SSA Admin page.  Click to toggle on this feature, and then click Manage Webhooks.

The webhooks setting with the on/off toggle
Enable webhooks to use this feature

Add a New Webhook to SSA

On the Webhooks screen, click to Add a New Webhook.

Empty webhooks screen showing the add new webhook button
Click to add a new webhook

Adding the Zapier URL to SSA

Under the URLs field, paste the Custom Webhook URL you copied from Zapier earlier.

Webhook URL Zapier Integration

Configure your Webhook in SSA

You could go ahead and fill in the other fields for your Webhook right now. At this time you could also copy the Token, which you’ll need for the next step. Save the Webhook.

Webhook screen for adding a new webhook
Webhook settings screen
  • Name: An optional name for you to help keep track of your webhooks.
  • Token: A unique token you can use to verify the request. To refresh the token, click the refresh arrow on the right-hand side of the token field.
  • Trigger: Select which actions should trigger this webhook
  • URLs: The URLs where the webhooks will be sentAppointment types
    Select all appointment types, or select certain appointment types that will trigger the webhook

Finish Setting Up Webhook in Zapier

Going back to the Make a Zap editor, take the Token you just copied and paste it into the Pick Off A Child Key field.

Token Zapier Webhooks Integration

Testing the SSA Trigger in Zapier

The next screen in the Zapier editor will ask you to test your trigger. Go back to your SSA page and depending on what Trigger you chose for your Webhook, you’ll need to create a test trigger. The triggers are Appointment Booked, Appointment Cancelled, Appointment Edited.

For example, if you chose Appointment Booked, go to your Booking Calendar and book a dummy appointment.

Once you’ve created the test trigger, you’ll want to go back to the Zapier editor and select Test Trigger. You should see a page like this:

test trigger Zapier webhooks integration

Inserting SSA Data into New Action

Lastly you’ll want to customize the new action in Zapier, in this example I’ll be creating a new Google Task.

Notice that the fields are filled in by Webhooks data that uses SSA Appointment Information. You’re able to customize your actions using any of the data that gets pulled in from Webhooks.

Fields like the Name, Time, Timezone, Email, etc… can go here.

Note: Make sure to format your data the way you’d like to see it on your other application. For example, use new lines, dashes, commas, colons, etc…

zapier action webhooks integration appointments

Double-Check Last Details

In your Zapier Dashboard, go to the Zaps page and make sure your new Zap is ON.

Zapier zap turned on webhooks integration appointments

Go to the app you integrated with, in this example it was Google Tasks, and make sure the new action shows up.

zapier webhooks integration success

Conclusion

Now you’re ready to connect your Appointments to any other application supported by Webhooks, Zapier, IFTT  🥳

If you’re having trouble setting this up, feel free to send us a message at support@simplyscheduleappointments.com, we’d be happy to help!


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