Zapier Automations – Everything you need to know

Estimated reading time: 8 minutes

Imagine a revolutionary solution that makes it easy to automate repetitive tasks and optimize workflows. Meet Zapier, an easy-to-use tool that lets anyone easily connect and automate their favorite apps and services.

Its simple drag-and-drop interface and vast integration library make it accessible for all users, regardless of their technical skills, to set up custom automations. So, come check out everything you need to know about this tool!

What is Zapier and how does it work?

First, let's cover the basics. Zapier is a powerful online tool that integrates your favorite web services, allowing you to automate monotonous operations and optimize processes. This is done by creating “Zaps”, or automated processes, based on the principle of “When this happens, do that”.

Thus, each Zap consists of two main components: a trigger and one or more actions. The trigger launches the Zap and the actions specify the tasks to complete. And, each completed action counts as a single operation when a Zap is performed.

So, to fully take advantage of these benefits, start by identifying the most repetitive tasks in your organization. You can then create Zaps that coordinate multiple actions based on this analysis.

While these initial steps may seem challenging, automating routine tasks offers numerous long-term benefits. After all, your organization can reduce errors, save time and money, increase customer satisfaction, increase team productivity, and optimize business operations.

Benefits and features

Benefits:

1. Automates repetitive tasks.
2. Improves efficiency and saves time.
3. Improves data consistency and accuracy.
4. Integrates several software tools.
5. Adapts to growing business needs.

Characteristics:

1. Wide range of app integrations.
2. Customizable zaps (workflows).
3. Multi-step automation capabilities.
4. Filters for targeted actions.
5. Autoplay to ensure task completion.

Integrations

Zapier offers a wide range of app integrations, enabling continuous automation and workflow improvements. Top integrations include Airtable for database management, HubSpot for marketing and sales automation.

In addition to Slack for team communication and collaboration, Salesforce for customer relationship management and Google products like Google Sheets and Gmail for productivity and data management.

Thus, these integrations allow users to create personalized workflows that connect powerful tools, increasing efficiency and data synchronization across platforms.

What can you build with Zapier?

With Zapier, you can create a wide range of automated workflows to speed up various aspects of work. These include:

• Project management: Create tasks and send notifications automatically.
• Note-taking improvements: Turn notes into tasks or organize ideas.
• Email management: Keep inboxes organized.
• Ecommerce automation: Manage sales and notifications.
• Customer support improvements: Improve response times and follow-ups.
• HR process automation: Simplify employee onboarding and management.
• Social Media Management: Cross-post and monitor your brand.

Furthermore, these are just a few examples. After all, there are countless ways to use Zapier and explore its possibilities.

How to use

Creating a Zap involves a few simple steps:

1. Log in to Zapier: Start by logging into your Zapier account.
2. Make a Zap: Click the “Make a Zap” button.
3. Choose a trigger app: Select the app you want to use as a trigger.
4. Configure trigger: Specify the trigger event details.
5. Choose an action app: Select the app where the action will take place.
6. Configure the Action: Define which action should be performed in the chosen app.
7. Test Zap: Run a test to ensure Zap works correctly.
8. Turn on Zap: Once tested, turn on Zap.

How can you automate tasks with Zapier?

This tool offers many opportunities to help automate tasks in your daily life and in your company. Check out some examples of possible automations:

• Repetitive tasks: For example, imagine hotel receptionists automatically sending Wi-Fi details via SMS upon check-in, without human intervention. This automation could dramatically improve guest satisfaction and streamline staff tasks. So if a guest checks in, an SMS can automatically be sent with Wi-Fi details, reducing the need for physical cards or bills. And this applies to several other tasks in different areas.
• Email and reporting: Zapier can automate report creation and email management. For example, manager reports can be automatically added to a Google Sheet or actions can be triggered when an email is starred, such as creating a note in OneNote or notifying the rest of the reservations team.
• Data management: Zapier can be integrated with Salesforce or your favorite CRM, automatically sending customer data to it. This saves time and effort, allowing the team to focus on providing the best service possible.

Tool Pricing

Let's talk about costs! Zapier offers a variety of pricing plans to suit different usage levels. You can start using Zapier right now, for free.

In addition to the free plan, Zapier offers four paid plans that adjust to your needs and the volume of your business. Therefore, to choose the ideal plan, it is important to consider the number of monthly Zaps you will need to set up and the number of tasks you will perform.

We recommend starting with the free plan to try out Zapier and see how it fits your needs. With this plan, you can perform up to 100 tasks per month in 5 Zaps in one step.

Remember that a task is counted each time an action is executed (the trigger does not count). For example, if you create a Zap to pass contacts from Facebook Lead Ads to HubSpot and then change a property for that contact in HubSpot, this will count as two actions.

Plans and advantages

Here are Zapier's other four plans and their prices (annual payment):

• Beginner (Starter): R$ 103.56/month. With this plan, you can develop multi-step Zaps (up to 750 tasks per month), link the platform with 3 Premium apps, include filters and much more.
• Professional (Professional): R$ 253.85/month. This plan offers access to more complete automations and the option to sequence routes. So you can connect all the Premium apps you want and have unlimited Zaps. Therefore, it is an excellent cost-benefit option.
• Team: R$ 2,067.04/month. Intended for larger companies, with a significant volume of customers and potential customers, this plan allows multiple administrators to develop different automation tasks. Users with access to the platform are unlimited, and you can perform up to 50,000 tasks monthly, with a shared workspace and priority support.
• Company: R$ 4,139.27/month. This is the most advanced plan, aimed at companies with years of experience that need to automate business functions. Includes features such as:
  • SCIM: user provisioning
  • SSO: single sign-on
  • Custom data retention

Recap: Do more with automation

In short, Zapier is a revolutionary solution for process automation. After all, it allows simple integration between multiple applications, improves productivity and simplifies the automation of repetitive tasks.

Whether you're an individual, small business owner, or part of a larger organization, Zapier is an indispensable tool for streamlining processes.

So, we've just scratched the surface of what this tool can do. And with the formation of No-Code, you can take full advantage of this tool. So, be sure to check it out and bring the power of automation into your everyday life!