Zapier and Spektrix

Dave McNamara
Dave McNamara
  • Updated

In this article, we’ll explain what Zapier is, considerations to make before using Zapier and how to get started. You’ll also find information on setting up Spektrix to work with Zapier and links to other helpful resources.

 

What is Zapier?

Zapier is a web based automation tool. It acts as a link between Spektrix and a range of applications. This includes many applications that don’t have a direct integration with Spektrix.

Spektrix can integrate with the apps on the Zapier app directory.  You can browse the available apps to find an application to suit your needs.

The diagram below represents how Spektrix can connect with other apps using Zapier as the connection. Using Zapier, you can integrate with more than one app at a time:

 

 

Zapier connects your Spektrix system to apps through Zaps (also known as workflows). The Zap will run the action. See below for some examples:

  • Shopify + Spektrix

     

    You can integrate Spektrix with the ecommerce platform Shopify using Zapier. When a paid order is created in Shopify, this Zap will find or create a Customer Record in Spektrix.  The details of the purchase will then be stored in Spektrix in the Customer’s Record as an Order.

     

  • Coursestorm + Spektrix (US only)


    You can integrate Spektrix with the class registration software Coursestorm using Zapier. When a new registration is created in Coursestorm, this Zap will search or create a Customer Record in Spektrix. The details of the registration will then be stored in Spektrix in the Customer’s Record as an Order.

     

  • Fundraise Up + Spektrix


    You can integrate Spektrix with the fundraising platform Fundraise Up using Zapier. When a donation is made in Fundraise Up, this Zap will search or create a Customer Record in Spektrix. The Zap then creates an empty Basket/Cart. The Customer, Donation and Custom Payment Type are then added to the Basket/Cart. The Order is then confirmed automatically.

     

Getting Started

Before you start, you may want to think about how you want to use Zapier. You should decide which tasks outside of Spektrix you feel could benefit from an integration with other applications or tools.

For example, you may already be using a course management platform where customers can purchase a course. You may want to consider the benefits of making this information available in Spektrix.

TIP: Take a look at Zapier's list of supported apps to see if any of the tools or services will be useful.

 

Considerations when using Zapier

There are several factors you should consider when using Zapier. We’ve listed these below.

 

Cost

Zapier offers a free plan with limited features. To use Zapier with Spektrix, you’ll need to upgrade to a paid subscription through Zapier. Make sure you consider the cost implications when planning your integrations between Spektrix and other third party systems.

TIP: If you’re a non-profit organisation, you may be eligible for a discount on Zapier's plans.

 

One-way Integration

Zapier supports a large number of apps and integrations .At the moment, integrations can only write information into Spektrix. It is not possible to send information from Spektrix into an external app.

REMINDER: Zapier integrations can only write data into Spektrix, it isn’t possible to write information from Spektrix into an external app.

 

Limited Trigger Options

A trigger is an event that starts a Zap (also known as a workflow).

The available apps have a section of available triggers for specific purposes.. If you want to trigger an automation based on an event that isn’t supported by the app’s built in triggers, you may need to look at other solutions.

REMINDER: Spektrix currently does not support custom triggers. You’ll only be able to write data into Spektrix.

 

Data Security and Compliance

When you integrate Spektrix with other apps or services in Zapier, it's important to consider data security and compliance requirements. You’ll need to make sure that sensitive data is handled securely and in compliance with the regulations in your region. Read Zapier’s Data Privacy Overview for more information. You may also want to update your Privacy Policy.

 

Setting up an API user in Spektrix

To use Zapier with Spektrix, you’ll need to create an API User. This lets Zapier connect with your Spektrix system.

Follow the steps in How to create an API User and additionally:

  • Make sure the API username starts with “zapier_” (without the quotes), then the name of the Zapier app.

For example, if you want to use Shopify with Spektrix, the API Username will be zapier_shopify:

 

TIP: You’ll need to use a unique email address. We recommend using an email address specifically for the integration you’re using.

For example, zapier.shopify@youremailaddress.com.

 

Setting up Zapier

Once you’ve set up your API user in Spektrix, you’ll need to set up Zapier.

If you already have a Zapier account, go to the next section Connecting Spektrix to Zapier.

If you don’t have a Zapier account, you can create a new Zapier account. You’ll need to choose a plan to meet your needs. Zapier also offers a plan for non-profit organisations.

Zapier plans are based on the number of tasks. A Task is the individual steps in each Zap. Every time you run a Zap the number of tasks it uses will be counted against your allocated quota. For more information, read How is usage measured in Zapier?

REMINDER: Reminder The number of tasks a Zap will use depends on the complexity of the task.

For example, it takes on average, three tasks to create a Customer Record. To confirm an Order may take around 10 to 12 tasks.

 

Connecting Spektrix to Zapier

Once you’ve created your Zapier account, you’ll want to connect Spektrix and any other services you want to integrate with.

TIP: When adding any connections, you’ll see an authorisation request from Zapier. This enables Zapier to securely access your accounts. Each application will have its own authorisation process.

To connect Spektrix and Zapier follow these steps:

  1. Log into your Zapier account and go to the Dashboard
  2. Click My Apps > Add Connection
  3. Search for and select Spektrix

 

Creating your first Zap

Once you’ve connected Spektrix to Zapier, you can create your first Zap.

REMINDER: A Zap is also known as workflow. A Zap consists of a trigger which is an event that starts a Zap and one or more actions.

Start by creating a simple Zap to familiarise with the process.  Follow Zapier’s guidance on how to Create your First Zap.

TIP: If you experience any issues or need help setting up or troubleshooting Zaps, contact Zapier Support.

We’ve provided some Zap templates to help you get started:

  • Shopify + Spektrix

     

    You can integrate Spektrix with the ecommerce platform Shopify using Zapier. When a paid order is created in Shopify, this Zap will find or create a Customer Record in Spektrix.  The details of the purchase will then be stored in Spektrix in the Customer’s Record as an Order.

     

  • Coursestorm + Spektrix (US only)


    You can integrate Spektrix with the class registration software Coursestorm using Zapier. When a new registration is created in Coursestorm, this Zap will search or create a Customer Record in Spektrix. The details of the registration will then be stored in Spektrix in the Customer’s Record as an Order.

     

  • Fundraise Up + Spektrix


    You can integrate Spektrix with the fundraising platform Fundraise Up using Zapier. When a donation is made in Fundraise Up, this Zap will search or create a Customer Record in Spektrix. The Zap then creates an empty Basket/Cart. The Customer, Donation and Custom Payment Type are then added to the Basket/Cart. The Order is then confirmed automatically.

     

  • Sawyer Tools (US only):


    When a new registration is recorded in Sawyer, this Zap will automatically search for, or create a Customer record in Spektrix and add the Order details from Sawyer against the Customer Record.

     

TIP: If you need further help creating a Zap, contact Zapier Support. If you need help with a specific setup within Spektrix, contact our Support Team.

 

Mapping Data Fields

When setting up your Zap, make sure to map the data fields between the trigger event and the action(s) in Spektrix. This ensures that relevant information is transferred accurately between the two systems.

 

Testing your Zap

Before you activate your Zap, you should test each step to ensure everything is working correctly. Zapier provides a testing feature that allows you to simulate the trigger event and see how the automation will behave.

 

Publishing your Zap

Once you're happy with the test results, you can publish your Zap. Once published, it will run in the background. The Zap will automatically perform the specified action in Spektrix whenever the trigger event occurs in the app you’ve integrated with.

Monitoring and Optimising your Zap

Once your Zap is running, it’s a good idea to monitor them from your Zapier dashboard. You can monitor their performance, review activity logs, and make any necessary adjustments or optimisations to further streamline your workflows.

 

Further Reading

For more information on using Zapier, you may find the following articles helpful: