Picatic can now help you automate events with Zapier, streamlining time wasting tasks in the process.
Apps aim to help us make less work when organizing events, but as our app toolboxes grow this sometimes means more work in the end. Let’s see how we can automate events with Zapier, making our toolbox work for us.
Zapier makes it easy to automate your event tasks of all scales, and get all your apps talking to one another. Picatic now integrates with Zapier so that all of those tedious tasks that quickly burn through your week can now be automated.
Zapier allows you to focus on the jobs best handled by a human, all while directing your apps and computer to manage the busywork for you.
You may be wondering, what does this mean –and more importantly what does this mean for me? Zapier enables you to clone yourself and turn your clone army into robots. It makes every task you perform, make 10x the impact at 10x the speed taking a fraction of your time to do so.
Zapier – Your Own Personal Army
Zapier does the heavy lifting for you, and can lift almost anything out there. It is a web service that helps you automate the data flow between 500 other web apps. It eliminates the need for expensive integration build-outs and can be setup in minutes.
Zapier lets you build automated workflows called “Zaps”. These connect your web apps and allow data and information to pass between them as it comes up.
The combinations and possibilities are virtually endless when it comes to designing Zap workflows. You can explore Picatic integrations on Zapier to find all our pre-made Zap templates, or try out these popular examples right now:
Don’t see the Zap you’re looking for? Read on for instructions on how to make your own.
Setup a Trigger
Triggers are events that Zapier looks out for within an app. We’ll use Picatic as an example. You can explore Picatic’s Zaps here.
The New Attendee option will trigger when a purchase has been made through Picatic and contains attendee information such as first name, last name, email address, ticket number, and answers to any survey questions you’ve collected.
The New Live Event option will trigger when a Picatic event is set to go Live and contains event information such as event name, event ID, and created date
1. After selecting a Trigger, such as as New Attendee you will be prompted to connect to the application account, in this case, Picatic.
Create a Picatic API key
2. Log in to your Picatic account and go to API Keys.
3. Select New API Key
4. Copy & Paste your Picatic API key into the Zapier auth form and select Yes, Continue.
5. You can test the connection of your account by selecting the Test button.
When you’re all set, select Save + Continue.
6. Leave the Team field blank (Team’s coming very soon to Picatic. Stay tuned!). Select the event listing you would like the data transferred from. Only information from this event will be sent to the app you are connecting with.
*Note: If you would like to transfer data from all of your Picatic event listings, you can leave the event listing field blank
7. Once you have selected your event listing, make sure to test to make sure that everything is working correctly. To do this, select Fetch & Continue.
Setup an Action
Now that you have your Trigger setup, the next step is to create an Action. An Action is something your zap does after the trigger occurs. For example, an action could be “Create new Contact in Salesforce” or “Add new subscriber to a MailChimp list”.
*Note: Steps will vary based on the Action app you choose
1. Search for and choose and Action app for your zap. You must have an existing account with the chosen app in order to setup an integration.
For this example we will use Slack to send an automatic message to a specific Slack channel every time a new ticket is sold.
2. Select the Action you’d like to create from the list provided for your chosen Action App. Select Save & Continue.
3. Give Zapier any permissions needed to connect to your selected Action App. You can test the success of the connection by selecting Test. Once successful, select Save & Continue.
4. Select the Slack channel you would like your Slack message to appear. Customize the message text and add the fields you’d like to appear in the message (things like attendee first name, last name, ticket number etc.).
5. Finally, you can test this Action to make sure it is working correctly. Once successful select Finish.
6. Name your zap and turn it on. Once your zap is turned on you’ll see a confirmation page.
Automate Events With Zapier
Now that you know the ins and outs of Zapier, here’s how you can use it to run your Picatic events more efficiently.
1. Set up real-time notifications: Get notified by email or slack every time a new attendee registers for your event. Never miss an opportunity to engage with new registrants or stay updated with your entrance list without logging into your event multiple times a day.
2. Automate busywork: Data entry is a waste of time. Push your attendee data from Picatic to your database or CRM like salesforce, eliminating the data import/export tango. This frees up more time to focus on your attendee experience.
3. Creating multi-step workflows: Like what you see above? You can also create multi-step workflows that perform several tasks at a time or in sequence. Updating your CRM is just the start, that same data can be simultaneously pushed to your mailing list via services like Mailchimp to help you maintain communication with your attendees.
These are just a few of the common applications of Zapier, the possibilities are really endless and allow for very specific workflows.
We wan’t to hear what you’d like to zap out of your event routine, reach out to one of our event specialists to see how you can save time and mind organizing your next event.