What is covered in this article?
Overview
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.
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.
Building Your First Zap
Follow the steps below to create your Zap
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Log in to your Zapier account
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Click Create Zap
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Search for a desired trigger - this is where the data will come from (such as a Google Form submission)
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Select your Trigger. We'll move forward with an example by using Google Forms as a trigger
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After you select Google Forms as the trigger, you need to select the Event (Trigger is activated based on the event selected)
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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.
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Fill out required responses
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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
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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
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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.
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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
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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.
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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.
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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
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Once the test is successful, Zapier will suggest you publish your ZAP and Publish Zap button will be enabled.
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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