# Zapier Zapier is a powerful and flexible integration option on the Let’s Get Digital platform. Unlike direct integrations such as Aanmelder or Eventbrite, Zapier acts as a bridge between Let’s Get Digital and thousands of external tools — including HubSpot, Salesforce, Google Sheets, and many more. {% tabs %} {% tab title="Key info" %} ### Important to Know {% hint style="danger" %} While Zapier unlocks greater flexibility, it also requires more setup effort and technical understanding: * **User responsibility**: Zapier doesn’t know what data matters to your use case. You'll need to choose the right triggers, map fields between systems, and understand the structure of both Let’s Get Digital and the external tool (e.g. HubSpot, which may have hundreds of fields). * **Learning curve**: The Zapier interface can be unintuitive at first. Expect some trial and error when setting up your first Zaps. * **Limited support from LGD**: While we can help with general guidance, Zapier itself (and any external app you connect) is outside the scope of Let’s Get Digital’s development team. Most issues will need to be resolved via Zapier’s documentation or the external service’s support. {% endhint %} ### Key Advantages * **Two-way data sync**: You can both send data to *and* receive data from Let’s Get Digital. * **Modular automations**: Zapier operates using “Zaps” — automated workflows that let you define specific triggers and actions for precise control. * **Broad connectivity**: Zapier supports thousands of apps, enabling connections far beyond the few platforms supported by direct integrations. ### Triggers Zapier works by sending data from one source to another when a particular trigger is fired. These vary massively across apps connected to Zapier, but Let's Get Digital currently has 4 triggers that occur based on actions that occur on the LGD platform:

Trigger Name	Function
User check-in or check out	Zap triggers when a user is checked in or out in the LGD platform
User Created	Zap triggers when a new user is created in the LGD platform (registration form, imports, admin panel, etc.)
User deleted	Zap triggers when a user is deleted from the LGD platform
User updated	Zap triggers when user data is altered (e.g. profile is edited) in the LGD platform

There are 3 more actions that can be used when a Zap is created based on a trigger from another app (e.g. HubSpot, Excel, Salesforce) that sends data to Let's Get Digital. These triggers are app-specific and must be configured independently.

Action name	Function
User Created	This zap will create a new user with the information sent from another linked app
User deleted	This zap will delete an existing user with the information sent from another linked app
User updated	This zap will update an existing user with the information sent from another linked app

### {% endtab %} {% tab title="Creating a Zap" %} {% hint style="info" %} ### This guide explains the process of sending Data from Let's Get Digital to another application. This can be done in reverse by following the same steps by switching around which application is the trigger and which is the action, and setting the correct events in each step. {% endhint %} Whilst Zapier can be used to send data from one of thousands of different apps to another, we will use HubSpot as an example to be connected to. HubSpot has many tools and functions, such as registration forms, contact lists, and more. ### Basic Setup #### 0. Create a Zapier Account If you don’t have one yet, go to [zapier.com](https://zapier.com) and sign up for a free account. #### 1. Create a new Zap To begin, we need to create a new Zap. This can be done by clicking + Create → Zaps or by clicking “Zap” under the heading “Start from scratch" on the homepage.

#### 2. Understand How Zaps Work A **Zap** is made of two (or more) parts: * **Trigger**: An event that starts the automation (e.g. a new registration in Let’s Get Digital). * **Action**: What you want to happen next (e.g. send the data to Google Sheets or HubSpot).

#### 3. Connect Let’s Get Digital to Zapier Let’s Get Digital offers a Zapier integration using our public API. To set up a webhook based on on a Let's Get Digital trigger e.g. a user is created, on the trigger option, selected Let's Get Digital as the app. Once selected, select the Trigger event that you wish to set up:

Connect to your Let's Get Digital event by clicking on the Select button under Account, and add a new account. Fill in the required info to connect to your event and click Continue.

When the user(s) appear, click on the, to check the information that was passed to Zapier. If it’s correct, then we can continue. If something is missing or incorrect, first check the user user in the Admin Panel. In the case that something still look wrong, contact support.

Once complete, click Continue with selected record. #### 4. Pick the Other Tool You Want to Connect Choose your second app — for example: * Google Sheets * HubSpot * Salesforce Like with Let's Get Digital, repeat the steps to connect your new app's account and choose the action that should occur.

Zapier will guide you through connecting your account and choosing what data to send or receive. #### 5. Map the Fields You’ll now be asked to match fields between Let’s Get Digital and the other tool. For example, if you're sending a participant’s name and email to HubSpot, you need to match LGD’s name/email fields to HubSpot’s. Take your time here — this is where most errors happen. Many apps contain hundreds of properties to link this can take some iteration to have all fields correctly mapped.

#### 6. Test and Turn On Your Zap Zapier will offer to test the automation. If everything looks right, turn it on. If you get a success message that the data was sent to your app and the data has arrived in your app, then everything has worked. Your automation is now live! ### Publication Once you are happy with your zap, you can turn it on for use by clicking the publish button in the top-right corner of the editor. *** ### Tips for a Smooth Experience * Start simple: Try a basic Zap first (like sending new registrations to a spreadsheet) before attempting more complex ones. * Test often: Use Zapier’s built-in testing tools at each step. * Check field names carefully: LGD uses a fixed set of fields, but tools like HubSpot can have hundreds — pick the ones you actually need. ### Need Help? If something isn’t working, feel free to contact us for guidance on the Let’s Get Digital side. However, please note that: * We can’t offer support for third-party tools like HubSpot or Salesforce. * We recommend checking [Zapier’s Help Center](https://help.zapier.com) for general troubleshooting. {% endtab %} {% tab title="Users from an external source" %} ### Importing attendees from a HubSpot form into LGD A common use case that event organisers have is that attendees are registered to an external service prior to beginning the event preparations on the LGD platform. Though there are some integrations that are already built into Let's Get Digital, they don't always transfer all of the user data that you might wish to add to a user's profile. Zapier can be used to bridge this gap by giving the choice of which fields to map, including mapping to custom fields. *** #### Set-up Before setting up Zapier, make sure that you have set up your registration form, preferably with some (test) users already registered. For this example, I will use HubSpot Forms as the source from which I am importing attendees:

A basic registration form made using HubSpot Forms

Once this is ready, in Zapier create a new Zap. To simplify this process, I used the AI prompt to set up the basic flow. Provided it works, you can have Copilot set up the entire automation.

Copilot suggests the two events required to import users into LGD

{% hint style="info" %} Zapier Copilot is still in beta and isn't perfect. Check everything before publishing. Manual set-up is always the most reliable option. {% endhint %} Once Copilot has set everything up, it will invite you to test the Zap. This will create a user in Let's Get Digital if successful. At this point, check that everything has been configured as expected. #### Connect HubSpot

Choose the correct trigger event. In this case, ***New Form Submission*** is correct as it is triggered when someone fills in the registration form. Connect your desired HubSpot account (requires logging in) and select the form that you wish to pull your attendees from. Next, test that you are getting the correct information from HubSpot. If the information pulled from Zapier looks good, you're readfy to continue to the next stage.

#### Connect to Let's Get Digital and map the incoming data to the LGD data types As shown previously in [#creating-a-zap](#creating-a-zap "mention"), connect Let's Get Digital by entering your event ID and your API key. Set the action event to ***Create User***.

Now, the different data fields that make up an attendee myst be be mapped so that they are filled in with the information that has been sent from HubSpot. If you have used Copilot, some or all of these fields may have already been filleed in. Make sure that the ones that are filled in are ones that make sense and contain values from the test user that we saw during the HubSpot setup.

Once everything has map, it's time to test: run the test and wait for Zapier to say that a user had been created. Check in the User overview in Let's Get Digital; if the user is there, you're good to go!

{% endtab %} {% tab title="More complex Zaps" %} ### More complex zaps {% hint style="info" %} Multi-stage zaps require an upgraded Zapier plan. They can be tried out on Zapier Free, however. {% endhint %} Some zaps cannot be completed in one single action. An example of this is if you wish to record the check-in/-out activity of a user in HubSpot. The most straightforward manner that I know of is after the trigger event, to find the user in HubSpot, and then create a note on their contact. #### Example: Recording a User Check-In in HubSpot ![The flow to create a check-in/-out note on a HubSpot contact.](https://772941315-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M5LNCGpK5lyymcFZU4V%2Fuploads%2FsEfkviPXvVRZg89W7hlt%2Fflow.png?alt=media\&token=3f60bfce-0ceb-4732-b7f4-749528c749f2) The flow to create a check-in/-out note on a HubSpot contact. ![](https://772941315-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2F-M5LNCGpK5lyymcFZU4V%2Fuploads%2F7cqzpoKENAyFuYnxVBbB%2F1image.png?alt=media\&token=b5ca409e-ecbe-449f-8de0-ae79ec3035b9) **Step 1: Trigger — User Check-In/Check-Out** First, set the *trigger event* to *User Check-In or Check-out.* Check that the action works and move to the next step, action event *1.* **Step 2: Find the Contact in HubSpot** The next step is to set the *action event* to *Find contact*. This allows is to match the user data from Let’s Get Digital with that of a user in the HubSpot contact list. Matching is achieved by setting *search priority names* and *values* that attempt to find unique users. \- Choose **HubSpot → Find Contact** as the next action. \- Match based on fields like **email address** or **user ID**. You can use more than one field to increase accuracy. \- If the contact doesn't exist yet, Zapier can optionally create a new one — you'll be prompted to map the necessary fields again. In this case, the attendees were found by matching based on the user IDs fetched from Let’s Get Digital, as well as their email addresses. This combined search ensures that the users returned are accurate and unique. {% hint style="info" %} If you have questions about the mapping process works in Zapier, the headers can be clicked to open Copilot chat, which will give an explanation. You can also ask further questions about the integration you are setting up and it will give context-specific help.

{% endhint %} **Step 3: Create a Note in HubSpot** Now that the contact has been found (or created), we want to log the check-in or check-out action.

\- Choose **HubSpot → Create Engagement** as the next action. \- Select the type of engagement: **Note** \- In the content field, add a message like: \`User checked in via Let's Get Digital\` You can also insert dynamic fields like timestamps (e.g. **Updated At**) to show when the event occurred. I have added the text ‘Check in action’ to make it clear that this relates to checking in and out, as well as “Updated at” which reflects the time that the HubSpot contact was at that moment updated to reflect the check-in status change.

Test this step and then review the contact record in HubSpot. The note should appear under the **Notes** section of the contact’s timeline (or wherever else the mapping has been linked to).

{% hint style="info" %} 💡 Tip: If you don’t see the Notes column in your HubSpot view, click **Edit Columns** and enable it. {% endhint %} If you run into trouble, Zapier's built-in help (via the **?** icon or **Copilot chat**) can guide you through each part of the setup. {% endtab %} {% endtabs %}