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Integrate Zapier with Appointlet
Integrate Zapier with Appointlet

Automate actions in external software by sending trigger events from Appointlet

Updated over a week ago

Appointlet's Zapier integration automates the connection between our scheduling system and the applications that are critical to your workflow. This streamlined integration listens for key events in Appointlet - such as meeting scheduling, rescheduling, or cancellation - and automatically performs actions in other services. This means less busy work for you and your team, and more time to focus on important tasks.

Why Zapier?

Connect with the other applications you use: Access over 1400+ third-party apps via Zapier, significantly expanding the functionality and reach of your Appointlet system.

Automate your workflow: Automate tasks between Appointlet and other applications, saving time and reducing manual effort in managing bookings and related activities.

Appointlet emits a variety of events to Zapier which can be used to make something happen in another application automatically. Each event that Appointlet fires off corresponds to a different action taken either by the host or attendee in Appointlet.



Meeting Approved

The host has approved an attendee's request to book a one-on-one meeting.

Meeting Cancelled

One-on-one meetings: The host or attendee has cancelled the meeting.

Group meetings: The host has cancelled the group meeting.

Meeting Declined

The host has declined an attendee's request to book a one-on-one meeting.

Meeting Rescheduled

One-on-one meetings: The host or attendee has rescheduled a meeting.

Group meetings: The host has rescheduled a group meeting (attendees may not reschedule group meetings).

Meeting Scheduled

A new meeting has been confirmed.

Attendee Approved

Host has approved the attendee's meeting request (Manual Approval feature must be enabled)

Attendee Cancelled

One-on-one meetings: The host or attendee cancelled the meeting.

Group meetings: An attendee's spot in a group meeting has been cancelled while the group meeting itself remains intact.

Attendee Declined

Host has declined the attendee's meeting request (Manual Approval feature must be enabled)

Attendee Reminded

Appointlet delivered a reminder email to the attendee.

Attendee Scheduled

A unique attendee has been scheduled into a meeting.


Premium Appointlet Subscription: The Zapier integration system is a premium feature and will not function if set up with a free Appointlet account. You can review our premium features and pricing options here.

Zapier Account: Please visit the Zapier homepage and sign up for an account. Once you have finished the setup, you will be directed to your account dashboard.

Setting up your Zap

On the left side of the Zapier dashboard, you'll see a navigation bar where you can click on Create Zap to begin setting up your integration. If you're unsure whether the app you'd like to integrate is available through Zapier, you can search for it here. Once you've confirmed that the application you need to connect with is supported, you're ready to begin building your zap. Zapier will automatically generate a blank trigger and action step to get you started.

Select App and Trigger Event

Select the latest version of Appointlet as the trigger app and choose the event you'd like to use to trigger actions in another application. If this is the first time you've set up a connection between Appointlet and Zapier, you'll be prompted to log into Appointlet so Zapier can identify your account(s). Click continue to advance to the next step.

Connect Your Appointlet Account

Now that you've established Appointlet as your trigger app, it's time to connect your Appointlet account. Click the Choose button in the "Choose an Account" box and select the account you'd like to connect from the dropdown list. Click continue to advance to the next step.

Choose Your Appointlet Organization

Since an Appointlet account may contain multiple organizations/workspaces, it's important to determine which one will send data to Zapier for this particular zap. Click the empty "Organization" box to reveal the list of organizations that live within your Appointlet account and choose the one you'd like to use. Click continue to advance to the next step.

Test Your Zap

Before moving on to the action step setup, you'll need to run a test to ensure that your Appointlet account is sending data to Zapier successfully. The test step of the trigger setup will generate a payload of data collected from Appointlet.

Workflow Variables

These are the variables that Appointlet makes available in Zapier which you can use to customize your automated workflows:



Meeting ID

Unique identifier for a specific meeting

Meeting Name

Name of the scheduled meeting type

Meeting Start

Meeting End

Meeting Location

Meeting Created At

Time the meeting was confirmed

Meeting Approved


Meeting Cancelled


Meeting Conference Password

Meeting Conference URL

Meeting Previous Start

Start time of original meeting if rescheduled to a new date or time

Meeting Previous End

End time of original meeting if rescheduled to a new date or time



Attendee ID

Unique identifier, given to each attendee of a meeting

Attendee First Name

Attendee Last Name

Attendee Email

Attendee Timezone

Attendee Approved


Attendee UTM Campaign

UTM campaign from attendee's browser when they scheduled. Learn about UTM parameters.

Attendee UTM Content

Similar to UTM campaign

Attendee UTM Content

Similar to UTM campaign

Attendee UTM Source

Similar to UTM campaign

Attendee UTM Term

Similar to UTM campaign

Attendee Reschedule URL

Attendee Conference URL



Host ID

Unique identifier given to the Appointlet member assigned as the meeting host

Host First Name

Host Last Name

Host Email

Configuring the Action Step

Open the Action step to select the software you'd like to integrate with Appointlet. Much like the Appointlet trigger, you'll need to select the action you'd like to perform within the service you're connecting with when the event is fired off from Appointlet.

Proceed through the action setup flow to choose which specific values you'd like to pull from Appointlet into the connected application.

Lastly, test the Zap to ensure that the trigger event from Appointlet is successfully triggering the chosen action in the connected application.

Tips and Tricks

Formatting Dates and Times

While Appointlet displays date and time in a user-friendly manner, Zapier captures this data in a format more suited for machines.

Zapier's Formatter feature transforms complex, machine-oriented 'Date' data types into a readable format. It’s an essential tool for ensuring the data captured from your Appointlet bookings is easily understandable and actionable when transferred to third-party applications.

Click the plus sign between your trigger and action steps to add an additional step before the Appointlet trigger interacts with the connected application. The Format option is located near the bottom right corner of the new window that appears.

The Formatter tool allows you to choose the event and data type you'd like to reformat. In the example below, we've reformatted a Date / Time event and selected the 'Meeting Start' variable so that is is displayed in more human-friendly manner.

Since Zapier's built-in date/time formatting options so aren't human-friendly either, we've manually entered a custom format "MMMM D, YYYY @ h:mm A" per Zapier's manual formatting instructions available here.

Don't forget to test the Formatter step as well to ensure that the date and time are reformatted as anticipated. You'll receive a readout much like those of the zap steps.

Applying Filters

Zapier offers a powerful Filter tool which allows you to define the conditions under which your zap will fire. This means that Zapier will only perform the actions you've defined in the Action step if the criteria in your filter step are met.

This gives you the flexibility to determine if and when a zap should fire, rather than allowing Zapier to perform your chosen actions every time the selected event occurs in Appointlet.

Below are a scenarios that might determine when a zap should fire. These are rather broad, but Zapier allows you to combine filtering conditions using and/or logic to link multiple rules together, listen for specific information, and more. You might consider filtering by:

  • Meeting Type Name: This is a helpful way to ensure that your zap only fires when specific meeting types are booked, while excluding those that aren't relevant to the automated Zapier flow.

  • Attendee Data: Since Appointlet sends a variety of attendee-related values to Zapier, you can build your zap to listen for specific types of attendee data. For instance, you may want to limit Zapier so that it only acts on meetings confirmed with attendees who are booking from a certain time zone.

  • Meeting Date/Time: Perhaps you'd prefer that Zapier take action only during certain times of the day or days of the week. By choosing which date/time data is acceptable, you can eliminate extraneous data from unwanted times.

  • Host: If the zap only needs to fire when meetings are scheduled with a particular team member, you might consider naming the host(s) who are relevant so that only their meetings trigger actions in your integrated service. Likewise, this can be used to prevent Zapier from taking action when certain member are booked.

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