Zapier is a simple workflow and automation platform for non-developers, with support for products like Eventbrite, Google Sheets, and Asana.
With Zapier, you can easily build workflows that connect Beacon to the 3,000+ apps supported by Zapier - allowing you to automate many of your manual data entry tasks.
Connecting Zapier to Beacon
To connect Zapier to Beacon, you'll need:
Go the Beacon page on Zapier's website
Create a new Zap, and choose Beacon in one of your actions
When prompted to connect Beacon, enter your API key and Account ID in the form
That's it! You're now ready to connect Beacon to thousands of other platforms!
Using Beacon in your Zaps
Zapier works primarily with a combination of 'Triggers' and 'Actions'. Every zap needs a trigger and at least one action. Beacon can be used as both a trigger and/or an action.
Beacon is your CRM so it's more common you'll want data going into Beacon and thus we'll start with actions.
The Beacon app for Zapier currently supports the following zap actions:
Create records of any kind (people, payments, etc)
Update a record given its 'Record ID'
Search for a record (e.g. find person by email)
Search for a user by their email
Trigger a Zap from a workflow
Using a combination of Zapier and Beacon workflows can really open up a world of possibility for integrating Beacon with other apps.
Here's some examples of tasks you could automate:
Here's how to set it up:
First, you will need to connect Zapier to your Beacon account.
Next, set up your workflow in Beacon:
When choosing your workflow 'Actions', you will be able to choose 'Trigger a Zap' from the available options.
When choosing to 'Trigger a Zap', the 'Action' section will display the following warning message:
The warning advises you that there is not yet a Zap configured in Zapier to receive data from this workflow; this is expected behaviour. You now need to navigate to Zapier and configure the Zap - remember to save the workflow first!
When configuring your Zap in Zapier, you'll have the option to choose the Beacon app from the list of available triggers.
You will then see the 'Workflow action' in the list of available events
Note: Currently, 'Workflow action' is the only available Beacon event option.
Next, you will be prompted to choose from a list of available Beacon workflows which workflow should trigger this Zap.
This will show you a list of all the workflows in your Beacon account on which there is a ‘Trigger a Zap’ action.
Note: Workflows must be saved in order to appear in this list, but they do not need to be enabled
When prompted to 'Test your trigger' by Zapier, an example payload from the Beacon database will then be pulled to enable you to configure the subsequent actions - this payload is intended to be as accurately representative as possible of the payloads that the Zap will receive in real life, but it will not be perfect, so further refinements may be needed.
💡 Here, Zapier is pulling an example of the type of data that will be available on this event. Since no event has happened during the initial configuration stage, there's no way to be completely certain of the data that will be available when this event does occur. For example, if the Beacon workflow that triggers this Zap is itself triggered 'on [donation] form submission', there will always be a Person created, but there could be either a Payment or Subscription created too. This will depend on the actions of the person submitting the form. It is important to bear this in mind when configuring your subsequent actions.
Configure your actions and publish your Zap
Navigate back to the workflow you created in Beacon and you should see that your Zap has been registered to be triggered by this workflow, each time it runs.
Here are some templates for Beacon Zaps we've created before, or found useful!
Automatically add registrations to Beacon
If you run both paid and free events through Eventbrite, you can add 'Paths' so that payments aren't created for free tickets:
Log email against specific record using ID in the subject line
Add the Record ID to your subject lines (e.g. "Case reference: 1234") and Bcc a Zapier email address to log the email against that record. You can include the regular Beacon Bcc email address if you'd like to log it against the Person also!
Frequently Asked Questions
Can I attach files to records in Beacon using Zapier?
No. Beacon's API does not have a method of attaching files to records in Beacon and therefore it is not possible through Zapier either. You can attach files to records in Beacon in the following ways: