Getting started with Zapier – Enquiry Tracker

What is covered in this article?

Overview
Beta Capabilities
Getting Started
API Key
Building Your First Zap
Available Actions

Overview

Enquiry Tracker has released an update to our Zap that will allow customers to connect a 3rd party product such as Mailchimp, Google Forms, Gravity forms etc. and submit data directly to their school in Enquiry Tracker.

Capabilities

In this release we have support for Zapier Actions, but not Triggers. An action is what happens in Enquiry Tracker after the initial trigger. So for example, a trigger might be when a new subscriber is added in Mailchimp would cause an Action to Create a new Enquiry in Enquiry Tracker.

Any app that supports a triggers can push data into Enquiry Tracker.

Another example might be every time a survey form is completed in Google Forms add a new enquiry to Enquiry Tracker or a row in a Google Sheet has been updated

The list is really endless when it comes to pushing data into ET

Getting Started

You need two things to get started:

Access to a Zapier account
An API key to connect your Enquiry Tracker Zap to your school.

API Key

Get your API key by creating a ticket and request for a key to set up Zapier. Once we get receive that, we will create a unique key for your school and provide you this information. You need this key to enable your Enquiry Tracker zap.

Create a Ticket

Building Your First Zap

Follow the steps below to create your Zap

Log in to your Zapier account
Click Create Zap
Search for a desired trigger - this is where the data will come from (such as a Google Form submission)
Select your Trigger. We'll move forward with an example by using Google Forms as a trigger
After you select Google Forms as the trigger, you need to select the Event (Trigger is activated based on the event selected)
Select New Form Response as an Event. This is to notify Zapier that as soon as a new google form is submitted, our zap starts to run.
Fill out required responses
Connect the Trigger to your account to enable access In this case, you need to connect to google forms account which you used to create and submit the form
You have now connected the account to be used for the trigger. For setting up the trigger, you need to select the form which you plan to use for submission of data. All the forms created in your google forms account will appear in a dropdown list as seen below
You can now test the trigger to confirm that the right account is connected and trigger has been setup correctly. By clicking on Test Trigger, you can find the form responses related to your connected account. You can select the latest form response and can see the data submitted in that form response.
Click Continue to move to Action step of your Zap. This will be performed as soon as the event is triggered i.e. when someone submits the form this step will be executed
Select New Action and search for Enquiry Tracker
Choose Enquiry Tracker
Enquiry Tracker supports multiple actions
- Add Person to Email Flow
- Create New Student Activity Log
- Create New Student UTM Attribution Log
- Create/Update an Enquiry
To get started you should be choosing the option to Create/Update New Enquiry as the Event. With this Event, you will have an option of either creating a new enquiry or updating an existing enquiry in Enquiry Tracker.
Specify Enquiry Tracker account
Click Connect New Account. A new dialog box will appear as shown below
Select your region based on where your school’s data is hosted.
Enter in your API Key, which you received from Enquiry Tracker
Click Continue
Now you need to set up the Action
You will find the first field in Action as Enable update existing record?
- Select Yes if you are going to update an existing enquiry else
- Select No if you are going to create a new enquiry.
After that, need to setup rest of the fields in Action. You can find the ways to set those fields in next steps.

There are two ways to assign values to the fields in Enquiry Tracker.

Option 1: You can map the fields from the previous step (trigger). If you have submitted the google form, then those fields from the google form are available in Custom section which you can assign to the field in Enquiry Tracker.
Option 2: Second option is to select any value from the dropdown list which is made available based on the field name in Enquiry Tracker. In the screenshot seen below, you can find the dropdown list of all the contact relationships available in Contact Relationship section.
After setting up all the fields in Action, you need to test the Action step. It will show you the data based on your values selected or mapped for the fields as seen below with which it will test the Action.
If the test is successful, it will display success response and a message as seen below
Once the test is successful, Zapier will suggest you publish your ZAP and Publish Zap button will be enabled.
After clicking on Publish Zap, your ZAP will be ready to use.

Available Actions

Create/Update an Enquiry

Below are the list of available fields that can be set.

Enquiry Tracker Field	Status	Notes
Contact Salutation	Optional	Should match a valid entry or Code from the Title list, otherwise will be appended to the list if Display Other… in this list is enabled.
Contact First Name	Required
Contact Last Name	Required
Contact Relationship	Optional	Should match a valid entry or Code from the Contact Relationship list, otherwise will be appended to the list if Display Other… in this list is enabled. Will default to Unknown if no value is specified
Contact Email Address	Required
Receive Updates by Email	Required	Recommend this is set to Yes
Contact Mobile Phone	Optional
Receive Updates by Phone	Required	Recommend this is set to Yes
Contact Address	Optional
Contact City	Optional
Contact Sublocality	Optional	Additional information associated with an address, typically defined at the city or town level, in a postal address. Note this will only be visible in Enquiry Tracker if the country supports sublocality
Contact State	Optional	Must match a valid state or state code from the State List
Contact Postcode	Optional
Contact Country	Optional	Must match a valid country or country code from the Country List
Receive Updates by Mail	Required	Recommend this is set to Yes
Student First Name	Required
Student Preferred Name	Optional
Student Last Name	Required
Student Date of Birth	Optional
Student Gender	Optional	Must match a valid entry or Code from the Gender list
Student Religion	Optional	Should match a valid entry or Code from the Religion list, otherwise will be appended to the list if Display Other… in this list is enabled.
Student Current Year Level	Optional
Campus	Optional	Must match a valid entry or Campus Code from the Campus List. Will default to Main Campus if no value is specified
Student Intake Year Level	Optional	Must match a valid entry or Code from the Year Levels list.
Student Starting Year	Optional	Must match a valid entry or Code from the Year Levels list.
Family Connection	Optional
Future Siblings	Optional	Either Yes or No
Submitted an Application	Optional	Either Yes, No or Unsure
Notes	Optional
Student Status	Optional	Must match a valid entry or Code from the Student Status list. Will default to first value listed in the Student Status list if no value is specified
Lead Source	Optional	Must match a valid entry or Code from the Lead Source list
How Did You Hear About Us	Optional	Should match a valid entry or Code from the How Did You Hear About Us list, otherwise will be appended to the list if Display Other… in this list is enabled.

Add Person to Email Flow

If you want to send an email sequence to the contact that was submitted in the added in the Create/Update an Enquiry step, then choose which sequence you wish to add the user to. Read more in How to attach a person to an email flow using Zapier

Enquiry Tracker Field	Status	Notes
Person	Required	Choose the person ID from the prior step when you Create/Update an Enquiry. This is important to get right as the email must be sent to the person's email address
Email Flow	Required	Choose from one of two options - emails for when a general Enquiry or Info Pack is requested. Note that these names are based on the names of your forms in Enquiry tracker, so may change when viewed in Zapier.

Create New Student Activity Log

Recommend you always add an activity log entry when adding a record or performing another action since this allows the user to have more details about how and why it was added. Read more in How to add a Student activity log using Zapier

Enquiry Tracker Field	Status	Notes
Student	Required	Choose the Student ID from the prior step when you Create/Update an Enquiry. This is important to get right as the activity log must be added to the correct student
Activity	Required	Must match a valid entry or Code from the Activities list
Activity Details	Required	A string value that contains Source and Description. For example:- Source: <Product Name> - Description: <Form Name>
Activity Message	Optional

Create New Student UTM Attribution Log

See this article to learn more about UTM parameters and Enquiry Tracker