Appointlet was designed to be your one-stop shop for online scheduling. From reviewing your meeting schedule to preparing and sending out scheduling links, we encourage you to keep your Appointlet dashboard bookmarked for easy access. But sometimes you need your attendee data to be accessible outside the app. You can send Appointlet booking data to a third party software with a Zapier account.
Most of your meeting data will be accessible as is. For example, you can pass simple data types like text, numbers and characters through Zapier. But one place where you might get hung up is on "Date" data types. That's because they're written in a machine friendly language (rather than a human friendly one).
The good news is that this human friendly format gives you precise control over how that date displays when it arrives at your final destination. With the technique outlined in this article, you'll be able to take the raw Appointlet Date data and format it however you want.
Set Up Zaps Triggered by Appointlet
When someone schedules a meeting from your Appointlet page, Zapier will listen for that meeting data, capture it, and make it available for you to use with what they call a Trigger.
When you create a new Zap, you'll choose what kind of trigger to listen for, be it Attendee Scheduled, Attendee Cancelled, or Attendee Rescheduled. Each of these events have their own unique data associated with them.
Let's imagine that any time someone scheduled a meeting with you on Appointlet, you wanted to record the customer in a digital rolodex. You would set up a trigger that listens for the Attendee Scheduled event. Then you would pull in data from a prior booking on your organization and that meeting data will include some Date information.
Customer relationship management tools are the most common "digital rolodex" used by modern businesses. One of the most popular free options is the Hubspot CRM, which is what we'll refer to in this article.
Before we look closer at where the data is going, we need to deal with an important preliminary step: Formatting the date and time to reflect your country's preferred standards.
Comparing Appointlet's Date/Time format to the Zapier's data
You'll notice that the time and date are formatted in a human-friendly manner on your Appointlet Meetings page.
However, when Zapier detects this information, it looks quite different.
By default, Zapier formats date and time information as highlighted above. Not so pretty, right? This is where the Zapier Formatter comes into play.
Configure Zapier Formatter Stages
Add the Zapier Formatter to your Zap configuration by clicking the blue plus icon below the Appointlet Trigger stage. Select Format from the menu on the right and choose Date/Time from the following dropdown menu. This defines which type of property you intend to reformat.
Next, click the input value search bar and select Meeting Start to tell Zapier that this is the exact Appointlet property you intend to reformat. This same process applies to Meeting End, but will require you to set up an additional Zapier Formatter stage.
Just below the input section is where you will choose a new format for the selected date/time property.
Zapier's default format options, however, utilize a 24-hour clock only. While this may work for European users, it isn't so helpful for those of us in the US. To format time settings according to a 12-hour clock, a custom format must be created by clicking Custom instead of To Format.
Zapier offers a guide on customizing date and time formats here. Following this guide, you can type a custom date/time format as shown below.
The characters MMMM D, YYYY @ h:mm A correspond to a much more human-friendly date/time format. Additionally, time zone conversion tools are available in this Formatter action step. The time zone conversion tools come in handy as Zapier displays time pulled from Appointlet in UTC, which will likely need to be converted to the time zone you are operating in.
To verify that the custom format is correctly converting the data from Appointlet, test the action and view the resulting output.
Repeat this process to set up an additional Formatter step specifically for reformatting the Meeting End property.
Send Zap with Updated Time/Date Format to Destination
Now that you've successfully reformatted the time/date data pulled from Appointlet, it's time to send that data to its ultimate destination, which in this case is a set of properties within a Hubspot contact.
Create a new action step and select Hubspot as the app, and "Create Contact" as the event. Connect your Hubspot account and you're ready to assign your reformatted data to a destination.
Zapier automatically detects existing properties within Hubspot contact profiles, so you'll simply need to search for the one you wish to populate. In this instance, we want to populate "Meeting Start Time" and "Meeting End Time."
Keep in mind that you will need to configure the Hubspot properties' field type settings to accept the type of information you are sending. In this instance, it is set to single-line text as Zapier sends the new date/time format as plain text.
Once you have selected your desired properties to populate, find and select your custom date/time format.
Enter any additional necessary information into the available fields and turn on the Zap to test it.
Now when you book a meeting using Appointlet, your data will be correctly formatted in the newly created Hubspot contact profile.