Zapier connects apps and automates tasks between them. With a Schedulista webhook as the trigger, a zap can send each new appointment to another app you use.
Zapier is a separate service
It has its own account and pricing. The Webhooks by Zapier trigger used here is a premium Zapier feature and may require a paid Zapier plan.
Common use cases:
Add each new client to a spreadsheet, CRM, or mailing list
Post a message to Slack or send yourself a text when an appointment is booked
Create a task or invoice in another app for each appointment
Schedulista is not listed as an app inside Zapier. Instead, Zapier gives you a webhook URL, you paste that URL into Schedulista, and Schedulista sends appointment information to it each time an appointment is booked. Zapier then runs whatever action you choose. The information sent is described in the Webhook API article.
Step 1: Create the trigger in Zapier
A zap has a trigger (the event that starts it) and an action (what happens next). The trigger here is a webhook.
(1) Sign into Zapier and click Create Zap
(2) For the Trigger, choose the Webhooks by Zapier app. Search for it if it is not in the suggested apps
(3) From the Event menu choose Catch Hook, then click Continue
(4) Leave Pick off a Child Key empty and click Continue
(5) Click Copy to copy the webhook URL. Keep this tab open
Step 2: Add the webhook in Schedulista
(1) In another tab, sign into Schedulista on the web and go to Settings > Webhooks
(2) Click Add Webhook
(3) Enter a description for your own reference, such as "New bookings to Google Sheets", and paste the URL you copied into the Url field
(4) Under Event types, check on-appointment-scheduled, then click Save
Note: Webhooks are set up on the web app, not the mobile app.
Step 3: Test the trigger
(1) Book a test appointment through your scheduler. Use Preview Scheduler on your dashboard, your scheduling page, or the scheduler on your website
(2) Back in Zapier, click Test trigger
You should see We found a request! with the appointment information below it. If not, see Troubleshooting below.
Step 4: Add the action
Click Continue and choose the app and action for your zap, for example "Create Spreadsheet Row" in Google Sheets. Zapier shows the fields from your test appointment, such as the client's name and email and the appointment time, so you can map them into the action. Turn the zap on when you are done.
From here on the steps are Zapier's. Their guide to creating zaps covers actions, filters, and formatting.
Troubleshooting
Zapier finds no request. Check that the webhook in Schedulista is saved with on-appointment-scheduled checked, and that you booked the test appointment after saving. The Webhooks page in Schedulista shows the time of the last successful post for each webhook.
You want more than one event type. You can also check on-appointment-updated and on-appointment-cancelled. All of them arrive at the same Zapier URL. Add a Filter by Zapier step on the
event_typefield if your action should only run for some of them.The zap stopped running. Schedulista automatically disables a webhook after repeated failures and emails the account administrator. Check the Webhooks page and re-enable it once Zapier is accepting requests again.
Note: Zapier changes its interface from time to time. The screenshots above are from 2023 and may not match exactly.
keywords: API, webhook, Zapier, zap, trigger, action, task, connect, automation, Google Sheets, Slack