Use Zapier to Create an Appointment in InTouch

Jump to: Find a Lead | Add a Path | Create an Appointment

Instructions

Please read the below notes before beginning. The below instructions will use the Find Lead option to search for an existing lead. It will then use a Zapier Path to either create an appointment when an existing lead has been found or create a new lead first and then create an appointment for that new lead. The below does not use any lookup tables, but rather assigns all appointments to one designated staff account and one designated appointment type (Club Tour) and adds some appointment details in the Description. This example uses Calendly as the trigger.

Notes

  1. All appointments in InTouch need to be associated with a contact. You will need to use the Search Lead and/or Create Lead action options to get required field information for the associated contact for the Create Appointment step. It's recommended to use Find Lead first and then use a Zapier Path to either create an appointment for an existing lead or create a new lead and then an appointment for that new lead.
  2. All appointments in InTouch need to be associated with a staff person. You'll submit the Staff UUID in the Create Appointment step.
    • If you want to the appointment to go on the Lead Owner's calendar, you can find the Staff UUID in the Find Lead or Create Lead step.
    • Virtual staff, such as Incoming Leads, do not have calendars and therefore can't be used as an appointment owner.
    • If the appointment owner depends on your Trigger, you can use a Zapier Lookup option to map the trigger appointment owners with their InTouch Staff UUID. InTouch Support can provide you with the necessary Staff UUIDs for your club staff.
  3. All appointments in InTouch need to be mapped to an InTouch Appointment Type. You can use the standard CLUB_TOUR for all (and the Description for any details), or you can use a Zapier Lookup option to map the trigger appointment types to an InTouch Appointment Type. InTouch Support can provide you with the necessary Appointment Type identifiers for your clubs.
  4. Depending on your trigger application, you may need to add steps to format your start and end date and time to match an InTouch required date format of YYYY-MM-DD or YYYY-MM-DDTHH:MM:SSZ. Zapier has a Format action option that can be used for this.
    1. Trigger apps can change at any time, but in the past, Acuity has required formatting, Calendly has not.
  5. Badly formatted email addresses or phone numbers on the appointment will not sync
  6. If the appointment is scheduled in the past it will not sync

Find a Lead

These instructions detail how to search for an existing lead in InTouch to prevent creating a duplicate lead. The InTouch (1.2.0) option allows this search by First Name, Last Name and Email only.

  1. Add an Action step and find/select Select InTouch (1.2.0)
    2021-12-08_16-20-24.png
  2. Select the Find a Lead option and Continue
    2021-12-08_16-33-26.png
  3. Connect to your desired InTouch (1.2.0) account (i.e. InTouch site) and Continue
  4. Map the First Name, Last Name and Email address from your trigger app
  5. For 'Should this step be considered a "success" when nothing is found?' select Yes
    2021-12-09_17-16-14.png
  6. Test and Continue

Add a Path

  1. Add another Action by selecting the + button
    2021-12-09_17-20-55.png
  2. Find and select Paths by Zapier
    2021-12-09_17-18-24.png

Path A

If a lead was found, we want to create an appointment for the existing lead in InTouch

  1. Select Edit next to Path A
  2. Rename Path A to something of your choice, such as Lead Found
  3. For the first Rule, find and select the "ID" field name under Find a Lead InTouch (1.2.0)
  4. In the next field, select "Exists"
    2021-12-09_17-26-46.png
  5. Continue
  6. You can Close the Rules
  7. The next step is to add an action and create an appointment for Path A. See the Create Appointment section below for details. When you are done, come back and set up Path B

Path B

If no lead was found, we want to create the lead and then their appointment in InTouch.

  1. Rename Path B to something of your choice, such as Lead Not Found
  2. For the first Rule, find and select the "ID" field name under Find a Lead InTouch (1.2.0)
  3. In the next field, select "Exists"
  4. Continue
  5. You can Close the Rules
  6. Add an Action step and find/select InTouch (1.2.0)
  7. Select the Create Lead option and Continue
  8. Connect to your desired InTouch (1.2.0) account (i.e. InTouch site) and Continue
  9. Map your trigger fields to the InTouch fields
    2021-12-09_18-00-48.png
    • First Name, Last Name and Email are required
    • Also required is Lead Owner, Contact Method, Lead Source and Product:
      • Lead Owner: Contact InTouch Support for the UUIDs of the Lead Owner(s)/Staff for which you would like to assign leads.
      • Contact Method: Enter WEB LEAD (This is most common, but you can contact InTouch Support for a list of all options)
      • Lead Source: Identifiers are listed in your InTouch Drive under Admin > Contact Properties > Lead Sources. By default, all sites have WEB SITE which is the most commonly used here
      • Product: Enter MEMBERSHIP to create a membership lead. Enter PT to create a PT lead.
  10. Test and Continue
  11. The next step is to add an action and create an appointment for Path A. See the Create Appointment section below for details.

Create an Appointment

  1. Add an Action step and find/select InTouch (1.2.0)
    2021-12-08_16-20-24.png
  2. Select the Create Appointment option and Continue
    2021-12-08_16-20-44.png
  3. Connect to your desired InTouch (1.2.0) account (i.e. InTouch site) and Continue
  4. Enter or map each of the fields from the prior steps:
  5. Appointment Owner ID:  Enter the UUID of the InTouch staff person on whose calendar you want the appointment.
    • You can manually enter the UUID if all appointments will be going on to the same calendar.
    • If you added a lookup table option, you can use that here.
    • Or you can use the Lead Owner which is found under the "Lead Not Found - 2. Create Lead in InTouch (1.2.0)". The field name for this is "Owner Uuid"
      2021-12-09_18-15-59.png
  6. Start Appointment and End Appointment: Select Start and End Time from your trigger application (or Format step if any formatting was needed)
    2021-12-09_18-18-41.png
  7. Appointment Type: Enter CLUB_TOUR
    2021-12-09_18-22-01.png
    • Contact InTouch Support fora full list of options if you wish to use something other than Club Tour
  8. Map Lead Contact ID, Lead Type and Lead ID to the below field names. If you're setting up Path A/Lead Found, pull these from Find a Lead. If you're setting up Path B/Lead Not Found, pull these from Create Lead.
    2021-12-09_18-25-51.png
    • Lead Contact ID: Contact Uuid
    • Lead Type: Contact Type
    • Lead ID: ID
      2021-12-09_18-33-39.png
  9. Description: This optional field will add details to the Appointment. In the below example, I've added the appointment name "Kickoff Call" from my trigger app. Appt. details appear in Drive on the To Do list and on the Appointment Card
    2021-12-09_18-41-26.png2021-12-09_18-40-36.png
  10. Continue and Test

Ta-da! You are finished! Don't forget to turn on your Zap!