Before creating your first zap, please take a look at the article explaining how to integrate Zapier with essensys, in case you haven't done so already.
When creating a zap, there is one essential aspect to keep in mind – that you will always need:
A trigger app - This is the source app, which will determine the rule that triggers your zap. This rule is called a "trigger" in Zapier and your zap will only run if this trigger occurs.
For example, a trigger app can be Operate and the rule that makes your zap run can be a new booking created into Operate (which we will look into within this article).
An Action App - This is the app where your desired action should take place if the trigger occurs. This can be, for example, creating a calendar event in Office 365 (which we will be discussing in this guide).
Note: essensys (Operate) can be both the trigger and the action app.
Step 1 - Create Your Zap
Log into your Zapier account and click Make a Zap.
Step 2 - Select the essensys App
Zapier will now ask you to select your trigger app. Find the essensys app in the list or search for it using the search box.
Step 3 - Select a Trigger
Now select a trigger action from the ones available within the essensys platform (Operate). For the purpose of this guide, we will select 'New Calendar Event' Click Save + Continue when you are ready.
Step 4 - Select Your essensys Account
In order for your zap to work, you need to log into your essensys account. Please select it in the list if you have already connected one or click Connect a New Account and log in with your essensys credentials. You will then be able to select this account every time you create a zap. Click Save + Continue when you are ready.
Step 5 - Test Your essensys Trigger by Creating a booking
Next, create a test booking in Operate - you can either do this via the portal, or through the calendar module.
Click Connect & Continue when you are ready. You have the possibility to skip the test and continue; however we recommend testing, to make sure your zap runs smoothly.
As soon as your test is completed, you will see a screen that shows whether it has been successful or not and list the results.
You will have the possibility to retest, no matter the result of the initial test. If it fails, Zapier will show you why.
Correcting the reported issues should allow the test to go through.
Step 6 - Choose an Action App
Zapier will now ask you to also select an action app, the same way you've selected the trigger app. For this guide, we will be using Office 365.
Step 7 - Select an Office 365 Action
This step determines what action the zap will take when a new booking is made in Operate.
In this instance we will select 'Create Event' which will create a calendar event in your Office 365 account.
Step 8 - Connect Your Office 365 Account
Now select an Office 365 account or connect to one if you haven't done so already. Click Continue to proceed.
Step 9 - Configure your Calendar event
Here is where you can configure different options for your Office 365 calendar event.
we would recommend the following -
Calendar Group - this will give you a list of your calendar groups in the associated Office 365 account
Calendar - here you can choose which calendar you want the bookings to go into
Subject - you can enter a subject for the booking here, you can also merge booking information from Operate into this field and others by selecting the + icon and typing in the field you want
start - this should be the 'Start date time'
end - this should be the 'end date time'
Step 10 - Test Office 365
Zapier will now send a calendar event to the calendar you selected. The screen that corresponds to this step will show you how the message looks like, as well as the options you have set.
We recommend clicking Create and Continue in order to make sure that your action will work. As for the initial trigger action testing, Zapier will show whether the test has been successful. If it fails, Zapier will show you why. Correcting the reported issues should allow the test to go through.
Step 11 - Turn Your Zap On
Name your Zap and flip the switch to turn it on. You can then view it on your Dashboard or make a new zap.